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

Let’s start this blog before discussing the techniques; let’s first briefly discuss the User Mailbox and Shared Mailbox.

Brief Introduction regarding the User Mailbox and Shared Mailbox

Office 365 is the most preferred data management platform for professionals and business persons. It provides a range of advanced features that inculcate teamwork, collaboration, and innovation. Shared Mailbox and their content are designed to be accessed by multiple team members for their extensive customer interactions, which involve the need for an extra license, unlike individual user mailboxes. This streamlines communication by allowing messages to be sent from a single email address.

Let’s proceed forward; let’s further discuss the techniques available for converting shared Mailbox to user mailbox.

Manual Technique to Convert Shared Mailbox to User Mailbox in Microsoft 365

There are two techniques available manually to convert Mailbox from shared to user. Firstly through Exchange Admin Center and second by using Powershell. Let’s start with both procedures one by one.

Convert Shared Mailbox to Regular (User) using Exchange Admin Center

In Exchange Admin Center, shared mailboxes are present in between the normal mailboxes. In the list, either you can search for the name of the shared Mailbox or, through a filter, can be used to show only the shared Mailbox.

As the shared Mailbox is present, let’s change the shared Mailbox back to a user mailbox.

1. In an Exchange Admin Center, search for the shared Mailbox.
2. Click on the tab others.
3. Then, Opt to convert to a regular mailbox.
4. At last, click Confirm on the prompt.

Further, the Mailbox will be shown as a user mailbox in the mailboxes list. Provide an appropriate license to the user; otherwise, the users won’t be able to access the Mailbox. Let’s move further and discuss the next manual Technique by using the Powershell method.

Using Powershell to Convert Shared Mailbox to User in Microsoft 365

To use Powershell to convert the shared Mailbox back to a user mailbox. In this, you need to have the exchange online module installed in PowerShell. To exchange convert shared Mailbox to a user, we will be using the Set-Mailbox cmdlet. For identity, we are using the email address of the Mailbox. However, using the mailbox name is also an option. Using an email address is preferable because it is distinct and special. So it’s a preferred choice.

1. Install the Exchange Online Powershell Module.
2. Connect to Exchange Online Powershell.
3. We can change a shared mailbox into a user mailbox by using the Set-Mailbox cmdlet. We will inform the exchange that we wish to set it as a user mailbox type by using the regular parameter.

You can use the shared mailbox display name, or you can type the shared mailbox email address.

4. Further, after this, you can run the Get-Mailbox cmdlet to cross-verify that it converted the shared Mailbox to a regular user mailbox.

You can type the user mailbox display name or its email address.

5. Next, the PowerShell console output shows that you successfully converted from a shared mailbox to a user mailbox.
6. Always double-cross-check the license to see if it’s correctly set.

Overall, this is a complete detail regarding the manual techniques. However this approach seems easy, but it possesses multiple drawbacks. Let’s discuss these drawbacks in more detail further.

Drawbacks of the Manual Technique

One of the primary limitations is that the complete manual procedure is quite lengthy and time-consuming. Also, users need to have basic technical knowledge in order to implement this method. In case users are not technically efficient, there might be confusion, due to which there can be the risk of data loss during conversion.

Overall, Manual procedure is not considered as an appropriate solution to perform this task. Due to these limitations, users search for alternate techniques, which is a more reliable and advanced solution to convert shared Mailbox to user mailbox. Let’s proceed further and elaborate more on the Automated Office 365 Backup & Restore Tool.

Advanced Technique to Convert Shared Mailbox to Regular (User) Mailbox

Office 365 Backup & Restore Tool is the safest and most direct software to convert shared mailboxes to regular mailboxes. It allows you to take the backup or migrate the Office 365 mailbox to other file formats/Email Clients. Also, it has several inbuilt features available to ease the conversion process. Moreover, it is compatible with all Windows OS like 11, 10, 8.1, 8, 7, Vista, XP, etc.

Follow the Steps for Converting Shared Mailbox to User Mailbox

1. Download, Install, and Run the Office 365 Backup & Restore software on your device.
2. Pick the Backup Option from the displayed software interface. To move further, click Continue.
3. After that, select Use Modern Authentication, enter your Office 365 ID, and click on the Sign In button.
4. Now, the tool will authenticate your provided Office 365 ID once the successful authentication process is done. It goes back to the tool’s interface.
5. Choose public folders from which you need to backup using a drop-down list from the Mailbox. Click the Next button.
6. A tree structure of the selected Office 365 data items will appear. Tick mark the folders from the interface that you need to backup and click on the Next button.
7. Next, select Office 365 as a save/ Backup / Migrate option. Choose Use Modern Authentication, provide the Office 365 ID, and click the Sign in button.
8. After the successful authentication is complete, opt for the additional inbuilt features as per the requirement and tap the Next button. Checkmark the Mailbox and hit Next to move forward.
9. Lastly, map your Office 365 ID data to migrate it into Mailbox and click on the Convert button.

Conclusion

Through this blog, we have explained both the manual and advanced techniques to Convert Shared Mailbox to User Mailbox. However, due to multiple limitations in the manual approach, we suggest you go for the Third-party Office 365 Backup & Restore Tool. A free sample version of this software is also available online. Users can download it to check the efficiency of this tool. Professionals highly suggest this utility as it is highly reliable and efficient.

Convert Shared Mailbox to User in Microsoft 365 – FAQs

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