{"id":639,"date":"2022-04-09T14:35:00","date_gmt":"2022-04-09T14:35:00","guid":{"rendered":"https:\/\/www.softmagnat.com\/blog\/?p=639"},"modified":"2024-11-01T10:52:55","modified_gmt":"2024-11-01T10:52:55","slug":"convert-office-365-user-mailbox-to-shared","status":"publish","type":"post","link":"https:\/\/www.softmagnat.com\/blog\/convert-office-365-user-mailbox-to-shared\/","title":{"rendered":"How to Convert a User Mailbox to a Shared Mailbox in Office 365 (and Vice Versa)"},"content":{"rendered":"\n

Office 365 offers a wide range of benefits for businesses, and one of the most practical features is shared mailboxes<\/strong>. Shared mailboxes allow multiple users to access and manage email communications, and they come with built-in calendar functionalities for scheduling and sharing event information.<\/p>\n\n\n\n

The best part? If the shared mailbox holds up to 50GB of data, you don’t need a license for it. However, for data exceeding 50GB, a license is required.<\/p>\n\n\n\n

Why Convert a User Mailbox to a Shared Mailbox?<\/h3>\n\n\n\n

There are several scenarios where converting a regular user mailbox into a shared mailbox becomes necessary:<\/p>\n\n\n\n

    \n
  1. Collaborative Projects<\/strong>: If your team is working on a project that requires multiple people to access the same email data, converting the user mailbox into a shared one ensures everyone can stay on the same page.<\/li>\n\n\n\n
  2. Employee Departure<\/strong>: If an employee leaves the company, their email account might still hold valuable data. Converting their mailbox to a shared mailbox allows the business to retain access to that data while freeing up the user license.<\/li>\n\n\n\n
  3. Migration to Office 365<\/strong>: During a manual migration, such as a cutover or staged migration, user mailboxes are often converted to shared mailboxes. This allows the mailbox to remain active for 30 days without needing a license, helping businesses save costs.<\/li>\n<\/ol>\n\n\n\n

    Regardless of the scenario, converting a user mailbox to a shared one can provide operational benefits. Let\u2019s walk through the process.<\/p>\n\n\n\n

    \n\n\n\n

    How to Convert a User Mailbox to a Shared Mailbox in Office 365<\/h2>\n\n\n\n

    Follow these steps to convert a regular mailbox to a shared mailbox in Office 365:<\/p>\n\n\n\n

      \n
    1. Log in to Office 365<\/strong> with your global administrator credentials.<\/li>\n\n\n\n
    2. Click on the Admin<\/strong> option to access the Office 365 Admin Center<\/strong>.<\/li>\n\n\n\n
    3. In the admin window, go to Active Users<\/strong> and select the mailbox you want to convert.<\/li>\n\n\n\n
    4. Under Mail Settings<\/strong>, choose Convert to shared mailbox<\/strong>.<\/li>\n\n\n\n
    5. A confirmation prompt will appear. Click Convert<\/strong> to finalize the process.<\/li>\n\n\n\n
    6. Once complete, you\u2019ll receive a message confirming the conversion. The mailbox will now be listed under Shared Mailboxes<\/strong>.<\/li>\n<\/ol>\n\n\n\n

      Important Note<\/strong>: If the shared mailbox exceeds 50GB, a license will be required. Additionally, ensure you disable sign-in for the shared mailbox to avoid security issues.<\/p>\n\n\n\n

      \n\n\n\n

      Using Exchange Online PowerShell for Conversion<\/h3>\n\n\n\n

      If you prefer or need to use Exchange Online PowerShell, you can also convert a user mailbox to a shared one via command line:<\/p>\n\n\n\n

        \n
      1. Connect to Exchange Online PowerShell<\/strong> with your administrator credentials. Use the following commands: $UserCredential = Get-Credential<\/em><\/code> Enter your Office 365 admin credentials in the pop-up dialog.<\/li>\n\n\n\n
      2. Start the session<\/strong>: $Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https:\/\/outlook.office365.com\/powershell-liveid\/ -Credential $UserCredential -Authentication Basic -AllowRedirection<\/em><\/code><\/li>\n\n\n\n
      3. Run the final command<\/strong> to import the session: Import-PSSession $Session -DisableNameChecking<\/em><\/code><\/li>\n\n\n\n
      4. Convert the mailbox<\/strong>: Set-Mailbox -Identity \"user@example.com\" -Type:Shared<\/em><\/code> This command will convert the user mailbox to a shared mailbox.<\/li>\n<\/ol>\n\n\n\n

        If at any point you need to revert the shared mailbox back to a regular user mailbox, you can use the command: Set-Mailbox -Identity \"user@example.com\" -Type:Regular<\/em><\/code><\/p>\n\n\n\n

        How to Convert a Shared Mailbox Back to a User Mailbox<\/h3>\n\n\n\n

        Occasionally, you may need to convert a shared mailbox back into a regular user mailbox. Here\u2019s how to do it:<\/p>\n\n\n\n

          \n
        1. Log into Office 365<\/strong> with admin credentials.<\/li>\n\n\n\n
        2. In the Office 365 Admin Center<\/strong>, navigate to Exchange<\/strong> under the admin options.<\/li>\n\n\n\n
        3. Go to the Recipients<\/strong> tab and select Shared<\/strong> mailboxes. Choose the shared mailbox you want to convert.<\/li>\n\n\n\n
        4. Under the Convert<\/strong> section, click Convert to user mailbox<\/strong>.<\/li>\n\n\n\n
        5. Confirm the conversion. The process may take some time, depending on the size of the mailbox.<\/li>\n\n\n\n
        6. Once complete, the mailbox will appear under the User Mailboxes<\/strong> section.<\/li>\n<\/ol>\n\n\n\n

          Note<\/strong>: After conversion, assign a license to the mailbox as it can only function without one for 30 days.<\/p>\n\n\n\n

          Final Words<\/h4>\n\n\n\n

          Converting between user mailboxes and shared mailboxes in Office 365 is a straightforward process that can be completed using either the Office 365 Admin Center or PowerShell. Keep in mind the licensing requirements, especially if the shared mailbox exceeds 50GB of data.<\/p>\n\n\n\n

          For businesses concerned about data security, especially when migrating or managing large volumes of data, a professional Office 365 Backup tool<\/a> can help safeguard mailboxes by storing data in PST format. This provides additional flexibility and peace of mind for future access.<\/p>\n\n\n\n

          \n\n\n\n

          FAQs<\/h3>\n\n\n\n

          1. Do shared mailboxes require a license in Office 365?<\/strong>
          Shared mailboxes do not require a license as long as they hold less than 50GB of data. If the mailbox exceeds 50GB, a license is needed.<\/p>\n\n\n\n

          2. Can I convert a shared mailbox back to a user mailbox?<\/strong>
          Yes, you can easily convert a shared mailbox back into a user mailbox using either the Office 365 Admin Center or PowerShell.<\/p>\n\n\n\n

          3. Will converting a user mailbox to shared affect email rules?<\/strong>
          No, the existing email rules remain intact after conversion, though you should avoid making significant changes to the rules once converted.<\/p>\n\n\n\n

          4. What happens if I delete the user mailbox after conversion?<\/strong>
          Do not delete the user mailbox after conversion, as it serves as an anchor for the shared mailbox to function correctly.<\/p>\n\n\n\n

          5. How do I backup a shared mailbox in Office 365?<\/strong>
          You can use third-party tools like           Office 365 to PST Converter software<\/a> to securely back up shared mailboxes and store the data in PST format for future use.<\/p>\n\n\n

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          Office 365 offers a wide range of benefits for businesses, and one of the most practical features is shared mailboxes.Read More<\/a><\/p>\n","protected":false},"author":2,"featured_media":1397,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[211],"tags":[],"class_list":["post-639","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-office-365"],"yoast_head":"\nConvert User Mailbox to Shared Mailbox in Office 365(Vice Versa)<\/title>\n<meta name=\"description\" content=\"Here we discuss some manual steps to Convert User Mailbox to Shared & Shared Mailbox to User in Office 365 account. 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