Convert Office 365 Shared Mailbox to User Mailbox?

Summary- Are you searching for a way to convert from Microsoft 365 Shared Mailbox to Regular User Mailbox? If your answer is yes, then you’ve come to the right place. Through this write-up, we are going to discuss how to convert Office 365 shared mailbox to user mailbox easily and securely.?

A shared mailbox simplifies information sharing, provides enough storage, and assists in the backup of mailbox data of a user who has left the company. Sometimes an administrator has to convert a shared email into a user mailbox. Therefore, In this write-up, we have discussed how to convert Office 365 Shared Mailbox to User Mailbox. But before beginning with the article let’s understand this situation with a real-time user.?

User Query?

Hi, I’m Daniel. At work, we’ve been using a shared mailbox in Office 365, but now I need to change it into a user mailbox. The problem is, that I’m not very familiar with how this process works, and I don’t want to make any mistakes and lose any data. Can someone guide me through the steps I need to follow to convert it successfully? Thanks in advance!

Difference Between Office 365 Shared Mailbox and User Mailbox?

A shared mailbox is used by many individuals in a company. A shared mailbox enables numerous users to access and work on a single email account. It is typically used to exchange files, discuss ideas, and communicate with teammates. Unlike user mailboxes, shared mailboxes and their contents can be accessed by anybody for email communication and do not require a license in most cases. This simplifies communication by sending them from a shared email account.

A user mailbox is a standard mailbox within an email account that is provided to each individual user. Users can use it to communicate personally by sending and receiving email messages, as well as reserving events and appointments.

Why Do We Convert Office 365 Shared Mailbox to User Mailbox?

There are many reasons available why users want to make a conversion from Microsoft 365 shared mailbox to regular user mailbox. Some of the common reasons are listed below:

• Individual Ownership and Access: A shared mailbox is typically used by multiple people. If an individual needs sole ownership or exclusive access to the emails and data within that mailbox, converting it to a user mailbox gives them that control.
• Full Features and Functionality: User mailboxes in Office 365 have more features than shared mailboxes, such as full access to Outlook Web App settings, the ability to send emails directly, and the use of calendar and contact features. Converting a shared mailbox to a user mailbox provides access to these additional functionalities.
• Licensing Requirements: Shared mailboxes don't require a license as long as the mailbox size stays under a certain limit, which is 50 GB. If the mailbox exceeds this size or if more advanced features are needed, converting it to a user mailbox may be necessary, which does require a license.
• Organizational Changes: Sometimes, a shared mailbox is created for a specific project or role that evolves into a position requiring an individual mailbox. Converting the shared mailbox to a user mailbox can help streamline communications as the individual assumes greater responsibility.
• Migration or Separation: In cases where an employee who had access to a shared mailbox leaves the organization or changes roles, converting the shared mailbox to a user mailbox can help transition their responsibilities and maintain continuity without losing important data.

How to Make Conversion from Office 365 Shared to Regular User Mailbox Manually?

There are two manual approaches for converting a shared mailbox to a user mailbox. Firstly, here we have explained the process of using the Exchange Admin Center, followed by PowerShell. Let us begin with the two processes one by one.

1. Convert Microsoft 365 Shared Mailbox to Regular User Mailbox?

In the Exchange Admin Center, shared mailboxes can be found between regular mailboxes. In the list, you can either search for the name of the shared mailbox or set a filter to display only the shared mailbox.

Since the shared Mailbox is still present, let's convert it back to a user mailbox.

1. In the Exchange Admin Center, look for the shared Mailbox.
2. Click on the Others tab.
3. Then choose to convert to a standard mailbox.
4. Finally, click Confirm on the window.

Furthermore, the Mailbox will appear as a user mailbox in the mailboxes list. Provide the user with a suitable license; otherwise, they will be unable to use the mailbox. Let's move on to the next manual technique, which uses the Powershell way.

2. Using PowerShell to Convert Shared Mailboxes to Users in Office 365.

Use PowerShell to convert Office 365 shared Mailbox to user mailbox. This requires that the Exchange Online module be installed in PowerShell. To convert a shared Mailbox to a user, we will use the Set-Mailbox cmdlet. For verification, we use the Mailbox's email address. Alternatively, you can use the mailbox name. Using an email address is better since it is different and special. So it's the preferred option.

1. Install the Exchange Online Powershell module.
2. Connect to the Exchange Online PowerShell.
3. The Set-Mailbox cmdlet allows us to convert a shared mailbox into a user mailbox. We will notify the exchange that we want to set it as a user mailbox type using the regular option.

You can provide either the shared mailbox display name or the shared mailbox email address.

4. Following that, you can use the Get-Mailbox cmdlet to confirm that the shared Mailbox was changed to a standard user mailbox.

You can enter the user's mailbox display name or email address.

5. The PowerShell console output indicates that you successfully converted a shared mailbox to a user mailbox.

6. Always double-check the license to ensure it's correct.?

Overall, this is a complete detailed step of the manual procedures. Although this approach appears simple, it has some drawbacks. Let us go over these drawbacks in more detail.

Drawbacks of the Manual Method

One of the main drawbacks is that the entire manual method is difficult and time-consuming. Furthermore, users must have basic technical expertise in order to use this approach. If users are not proficient in technology, there can be confusion, which increases the chance of data loss during conversion.

Overall, manual procedures aren't considered an acceptable choice for performing this task. Due to these drawbacks, users prefer other ways, which provide a more dependable and professional solution for converting shared Mailbox to user mailbox.?

How to Convert Office 365 Shared Mailbox to User Mailbox Using Automated Software?

As we can see the manual solutions come with multiple drawbacks, which is not good for the users. Therefore, to overcome these drawbacks users can use an automated solution such as Turgs Office 365 Backup Software. This is the most secure and easy-to-use software for converting shared mailboxes to regular user mailboxes. It allows you to backup and transfer your Office 365 mailbox to different file formats and email clients. It also provides multiple advanced features, which make the conversion process easier. Furthermore, it is compatible with all Windows versions.?

FAQs

Q1: What is the main difference between a shared mailbox and a user mailbox in Office 365??

Answer: A shared mailbox is used by multiple individuals in a company for collaboration and doesn't usually require a license. A user mailbox is a standard mailbox assigned to an individual user, offering full features and functionality.

Q2: Can I convert a shared mailbox to a user mailbox using the Exchange Admin Center??

Answer: Yes, you can convert a shared mailbox to a user mailbox through the Exchange Admin Center by locating the shared mailbox, clicking on the "Others" tab, and choosing "convert to a standard mailbox.

Q3: Is it possible to use PowerShell to convert a shared mailbox to a user mailbox??

Answer: Yes, you can use PowerShell to convert a shared mailbox to a user mailbox. This involves using the Set-Mailbox cmdlet after installing and connecting to the Exchange Online PowerShell module.

Q4: Do I need to assign a license after converting a shared mailbox to a user mailbox??

Answer: Yes, after conversion, you need to assign an appropriate license to the new user mailbox for it to function properly.

Q5: Will I lose any data when converting a shared mailbox to a user mailbox??

Answer: When done correctly, you should not lose any data. However, it's always recommended to back up your data before performing any conversions.

Conclusion

In this write-up, we have discussed how to convert Office 365 Shared Mailbox to User Mailbox securely and efficiently. However, due to several restrictions in the manual approaches, we recommend that you choose the automated software. With the help of professional software, you easily make a conversion from Microsoft 365 shared mailbox to regular mailbox.? A free trial version of this software is also available for the users to test the tool's features and functionalities.