Guides to Convert Shared Mailbox to User (Regular) Mailbox in Microsoft 365

Difference Between Shared Mailbox and User Mailbox 

Before we proceed to the actual conversion, let us understand what distinguishes the Shared Mailbox from the User Mailbox in Microsoft 365.

Considering all the above factors, organizations may need to convert a Shared Mailbox into User Mailbox for individual ownership and direct login access.

Reasons to Convert Shared Mailbox to User Mailbox

Given below are the reasons why enterprises and individual users convert Shared Mailbox to User Mailbox Microsoft 365.

• Employees can manage their mailboxes independently via direct login access.
• Sometimes the ownership changes from a shared team account to a particular user.
• Moreover, users need a Microsoft 365 license for advanced mailbox features.
• Probably the mailbox is permanently assigned to a new employee role.
• Organizations perform conversion for better security and individual mailbox monitoring.
• Also, post conversion, individuals can access the mailbox directly through Outlook.

Things to Check Before Converting the Mailbox

Make sure to follow the pre-migration checks mentioned below before we proceed to change Shared Mailbox to User Mailbox.

1. Make sure to have Global Admin permissions to modify mailbox settings in Office 365.
2. Moreover, verify whether the user account associated with the shared mailbox is active.
3. Check whether you have the Microsoft 365 license, as a user mailbox requires a license.
4. Review the mailbox size; shared mailboxes without a license are limited to 50 GB storage.
5. Cross-verify the existing mailbox permissions & provide the required access.
6. Reset or configure the user account password so the user can sign in directly.

Best Methods to Convert Shared Mailbox to User Mailbox

Here, in this section, we will discuss some of the effective methods to convert a Shared Mailbox to User Mailbox.

• Use the Microsoft 365 Admin Center
• Using Powershell
• Advanced Software

Method 1: Use the Microsoft 365 Admin Center 

The Microsoft 365 Admin Center provides a graphical interface that allows administrators to convert a shared mailbox to a regular user mailbox without using commands. This method is suitable for IT administrators who prefer to use a simple interface & want to perform mailbox conversion with minimal technical effort.

Steps to Convert Shared Mailbox to Regular Mailbox

1. Firstly, sign in to the Microsoft 365 Admin Center using your administrator credentials.
2. After that, go to the Exchange Admin Center from the admin dashboard.
3. Then, navigate to the Recipients tab & select Shared Mailboxes.
4. Select the required shared mailbox that you want to convert.
5. Click on the Convert to Regular Mailbox option.
6. Confirm the conversion process when prompted.
7. After conversion, assign a Microsoft 365 license to activate the user mailbox.
8. At last, set or reset the user password so that the user can sign in & access the mailbox.

Method 2: Convert Shared Mailbox to User Mailbox Using PowerShell

PowerShell provides the user with a command-line approach to convert shared mailboxes into user mailboxes in Microsoft 365. This method is preferred by IT administrators because it is quick, allows automation, and is useful for managing multiple mailbox conversions.

Steps to Convert Shared Mailbox Using PowerShell

• To begin, connect to the Exchange Online PowerShell.

• Convert the Shared Mailbox to a User Mailbox.

• Assign a Microsoft 365 License to the Mailbox.
• User mailboxes require a license to function properly in Microsoft 365.
• Verify the Mailbox Conversion.

• If the output shows UserMailbox, the conversion has been completed.

Limitations of the Manual Methods 

• You would require the admin-level permissions to perform the mailbox conversion.
• Moreover, the manual methods can be complex for users without technical knowledge.
• PowerShell method requires command-line expertise to execute correctly.
• Additionally, IT Administrators must assign licenses manually after the conversion.
• It may take long hours to convert multiple mailboxes in bulk.
• Also, the manual methods lack the built-in backup or automation features.

Method 3: Automated Solution to Convert Shared Mailbox to User Mailbox

Aryson Office 365 Backup & Restore Tool is an enterprise-grade solution that helps IT professionals to convert shared mailboxes to user mailboxes. It provides a preview panel to cross-verify the content of shared mailboxes before the conversion begins. Moreover, this utility keeps the original folder hierarchy and metadata intact. Additionally, the same software can be used to export Office 365 Shared Mailbox to PST, CSV, MSG, and many other formats. Also, it offers various advanced features like skipping previous migrations, removing duplicate emails, etc. Now, follow the steps below carefully to achieve a secure and quick conversion.

Simple Steps to Convert a Shared Mailbox to User Mailbox

1. Launch the Aryson Office 365 Backup & Restore Tool and click Backup.
2. After that, click Continue to proceed further.
3. Then, enter the required Microsoft 365 credentials and sign in to it.
4. Mark the public folder radio button to load the data of shared mailboxes.
5. Next, select the required shared mailboxes/folders to migrate.
6. Now, among the listed email clients, choose Office 365 as the destination.
7. Log in to an active Office 365 account using the valid credentials.
8. If required, use the advanced features of the software >> click Next.

Conclusion

As we discussed above, it becomes essential for enterprises to convert Shared mailbox to User Mailbox when individual ownership, direct login access, and licensed mailbox features become necessary. Although users can use the Microsoft Admin Center and PowerShell, it can be complex and time-consuming to convert large mailboxes. Therefore, it is essential to select the right method based on your technical expertise, mailbox size, and operational requirements. If accuracy and efficiency are the top concerns, organisations should opt for the above automated solution and reach out to our tech support team for any personalised assistance if needed.

FAQs

About The Author:

Rohan Wiese

Rohan Wiese is a Technical Content Writer at Aryson Technologies, specializing in databases, e-mail recovery, and e-mail migration solutions. He enjoys conducting research and generating information that assists database administrators, businesses, and novices in resolving issues with MS SQL Server, MySQL databases, Cloud Computing, and Microsoft Exchange.

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