How to Convert Shared Mailbox to Regular - A Modern Transformation Guide

Learn how to convert shared mailbox to regular mailbox in this precise guide. Get a reliable solution at the end of the discussion!

How to Convert Shared Mailbox to Regular - A Modern Transformation Guide

This article outlines the essential steps for “how to convert shared mailbox to regular mailbox. We’ll explore key topics related to Shared mailboxes, including their purpose and the advantages of converting to a Regular mailbox.

Let’s begin with a brief overview of Shared mailboxes. As a feature of Office 365, Shared mailboxes enable multiple users to access and manage a single mailbox. This is particularly useful when you need to grant a group of individuals access to a specific mailbox.

What is Shared Mailbox in Office 365?

A shared mailbox is a mailbox that is accessed by multiple users to receive or send emails. In this type of mailbox, the admin grants the access to the members. When an admin grants access to a particular mailbox members can see it in their mailbox with a separate folder. Microsoft only offers a storage quota of 50 GB for shared mailboxes.

Also read: Microsoft Office 365 Tenant to Tenant Migration

Let us take a Scenario to Understand Shared Mailbox Clearly!

Assume that you are the Head of the Human Resources department of an organization where your assistant also needs to access your mailbox to manage the emails and accomplish the tasks, by using a shared mailbox you can assign access to them to manage your emails and contacts.

This example is a representation of a shared mailbox and from this, we can also able to understand the need for a shared mailbox.

Now let’s understand how to Convert a Shared Mailbox to a Regular Mailbox.

Method to Convert Shared Mailbox to Regular — Manually

For conversion of a shared mailbox to a regular mailbox, you have to use the Exchange Admin Portal provided by Microsoft.

After going through the definition of shared mailbox, one question can be raised what is the need to convert a shared mailbox to a regular mailbox?

Needs can vary according to the scenarios, here we have mentioned the note-worthy scenarios that can be reasons to convert the shared mailbox to the regular mailbox -

  • No more need for a shared mailbox — when there is no need for a shared mailbox, users may want to convert the shared mailbox to a regular mailbox for data safety and privacy purposes.
  • Storage limit exhausted — When the storage quota of the respective shared mailbox exceeds, the admin has two options, either he can assign a license or he can migrate or convert this shared mailbox to a user mailbox with respective data storage capabilities.

Steps to Convert Shared Mailbox to Regular Mailbox -

  1. Log in to the Exchange Admin Center portal.
  2. Navigate to the Mailboxes In the Exchange Admin Center.
  3. In Mailboxes navigate to the filter option and select shared Mailbox.
  4. Select the shared mailbox and click on the “Others” tab.
  5. In the others tab select “Convert to regular mailbox”.
  6. Click on confirm in the prompt.

Note — Before closing the window make sure you have assigned an appropriate license to the user.

There is also a limitation of this conversion. If you want to convert the shared mailbox after conversion there is no existence of a shared mailbox.

But what to do when you only want to transfer the data and don’t want to lose the shared mailbox?

To overcome this hassle you can try migration of a shared mailbox to a regular mailbox.

Now, Learn to Convert Shared Mailbox to Regular Smartly & Hassle-Free

Microsoft doesn’t offer a built-in solution for migrating Shared mailboxes to Regular mailboxes. However, there are several professional software and tools available to accomplish this task. One such reliable solution is Office 365 to Office 365 Migration as a reliable option which is particularly used in scenarios like mergers and acquisitions, where organizational restructuring necessitates changes in mailbox configurations!

Working Instructions to Convert Shared Mailbox to Regular Mailbox!

  • After installation of the software from the above link open it and select the source.
  • Scroll down and click on the checkbox of an item that you want to migrate in this case choose emails.
  • Enter the source Office 365 Admin Email ID and Application ID in the text boxes. (Apply for Application ID from Microsoft Azure )
  • Now click on validate permissions on the left.
  • Enter the destination Office 365 Admin Email ID and Application ID in the text boxes.
  • Again click on validate permissions and click on Next.
  • Now this tool provides three options to fetch the users registered on source Office 365 to convert shared mailbox to regular precisely.
  1. Fetch Users
  2. Import Users from CSV file.
  3. Download Template and manually map the source and destination Emails.
  • Select the option to fetch users.
  • Once mapping is completed click on validate.
  • And, then click on Start Migration.

Ending Lines!

This comprehensive guide will walk you through the step-by-step process of converting or migrating Shared mailboxes to Regular mailboxes. We’ll delve into the intricacies of Shared mailboxes and explore the compelling reasons for making this transition. By the end, you’ll have a clear understanding of how to convert shared mailbox to regular for better management and optimize your organization’s productivity.

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