Migrate Shared Mailbox to Office 365

Why migrate Office 365 Shared mailbox to Microsoft 365?

• Move a shared mailbox when consolidating or reorganizing Microsoft 365 tenants while keeping shared email, calendar and contact data available in the destination environment.
• Prepare the destination shared mailbox before mapping. A shared mailbox can generally store up to 50 GB without a separate license assigned directly to it; Microsoft licensing is required for scenarios such as larger capacity, archive or other licensed features.
• Review the destination users who need access and configure the required shared-mailbox delegation after migration. Mailbox-content migration should not be treated as a guarantee that every delegation type is recreated automatically.
• If your requirement is to change the mailbox type rather than migrate a shared mailbox, use the appropriate mailbox-conversion workflow instead of treating conversion as the default migration path.

1. Preparing for the Shared mailbox migration

   The preparation that you need to do before proceeding with the migration process includes:

   1. Creating a Shared Mailbox in Office 365

      Before mapping a source shared mailbox, ensure that the destination shared mailbox already exists in the target Office 365 tenant. The first step is the creation of a Shared mailbox within the Office 365 Admin center.

      To do this, log in to your Office 365 Admin Center, click on 'Groups', on the left navigation bar and 'Shared' on the top navigation bar.

      Click 'Add a shared mailbox' and create a new shared mailbox by clicking on the '+' button and following on-screen steps.

   2. Granting Permissions to the Shared Mailbox

      Once the shared mailbox is set up, you must assign the permissions of users who want to have access.

      For this, you would access the 'Permissions' tab of the shared mailbox properties and then add the users that you require access.

      Permissions at several different levels are available, for instance: ‘Full Access,’ ‘Send As,’ and ‘Send on behalf.’

2. Steps to migrate Shared mailbox to Office 365 using EdbMails

   With EdbMails, you can directly migrate Office 365 Shared mailbox to Shared mailbox or primary mailbox.

   • Step 1: Download Install EdbMails Office 365 migration tool

     • Download and install the EdbMails application on your computer.
     • Launch the application and ‘Login’ with your credentials or ‘Start Your Free Trial’ to access the application.

       

   • Step 2: Choose Office 365 to Office 365 migration option

     • Select the 'Office 365 Migration' option from the list of products

       

     • Choose the 'Office 365 to Office 365 Migration’ option

       

     • Keep the default job name or click ‘New Job’ to specify a custom name.

       

   • Step 3: Connect to source Office 365 server

     • Click the ‘Add New Connection’ button to establish a fresh connection with the source Office 365 tenant.
     • To reuse an existing connection: Simply select the desired entry from the connection list and click ‘Connect to Existing’ to continue.

       

     • Choose the ‘Connect to Primary / Shared Mailboxes’ connection option and click the ‘Next’ button.

       

     • Choose a secure OAuth 2.0-based modern authentication method from the given options, then click ‘Login’ to proceed with authorization.
     • Authenticate on Microsoft sign in page

       

         Connect to Office 365 server using secure modern authentication

     • Choose one of the available methods to load mailboxes. If a shared mailbox doesn't appear under automatic loading—due to a limitation in Microsoft's API—you can manually add it using the CSV upload method.

       

   • Step 4: Select source Office 365 Shared mailboxes

     • EdbMails lists all the shared mailboxes and their associated accounts from your Office 365 tenant.
     • Select the shared mailboxes you want to migrate, then click ‘Next’ to continue.

       

   • Step 5: Connect to target Office 365 tenant

     • To get started, click ‘Add New Connection’ to set up a fresh connection with your target Office 365 account.
     • Already have one? Just pick it from the list and click ‘Connect to Existing’.
     • Then, select ‘Connect to Primary/Shared Mailboxes’ and click ‘Next’ to move forward with the migration.

       

     • Choose a secure OAuth 2.0 authentication method to connect to the target Office 365 server, then click ‘Login’ to proceed.
     • Authenticate target Microsoft sign-in page

       

     • EdbMails loads mailboxes automatically and also supports CSV import for easy mailbox setup in Office 365.

       

   • Step 6: Maps the source and target servers

     • Choose the mailbox mapping option that fits your needs.

       

     • EdbMails automatically maps shared mailboxes between your source and target Office 365 accounts. If needed, you also have the option to map them manually.

       

   • Step 7: Start the Office 365 Shared mailbox migration

     • After mapping the mailboxes, click ‘Start Migration’ to initiate the migration process.

       

     • EdbMails starts the migration automatically and notifies you when it’s complete. Click ‘View Logs’ to check the migration report. You can pause or resume the migration anytime as needed.

       

3. Microsoft 365 Shared mailbox post-migration tasks

   After the migration is complete, there are several post-migration tasks you should perform to ensure that the shared mailbox is functioning correctly. These tasks include:

   • Step 1: Verify the Migration

     After the migration is complete, you should verify that the shared mailbox has been migrated successfully. Review the migration report and inspect the destination mailbox to confirm that the selected supported data and folders are present. Also validate that intended users can access the target shared mailbox and configure the required delegation where necessary.

   • Step 2: Configure Outlook Profiles
     • After the migration, reconfigure the Outlook profiles for the users who need access to the shared mailbox. 
     • Update the profile to point to the new Office 365 mailbox.
     • Test mail flow to ensure that users can send and receive email from the shared mailbox.

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Additional resources:

• Office 365 group mailbox migration
• Selective mailbox migration
• Office 365 to Exchange migration
• Office 365 migration with same domain
• Multiple ways to migrate to Office 365