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Migrate Shared mailbox to Microsoft 365

An important tool in any organisation can be the shared mailbox. This enables multiple users to have the same access to a mailbox for the purposes of emails, calendars and contacts. This feature adds collaboration and streamlines communications among the team. The problem is that when migrating a shared mailbox to Microsoft 365, ensuring a seamless migration can be a challenging task.

Here, EdbMails Office 365 migration software helps to overcome the situation. EdbMails is a reliable and easy-to-use solution for the Shared mailbox migration. Using EdbMails with its all-comprehensive feature set and clear step-by-step instructions ensures that your shared mailboxes are migrated effortlessly.

EdbMails Office 365 migration tool is a user-friendly, easy-to-use, powerful and reliable tool. It can be used to directly migrate a shared mailbox from Microsoft 365. Below, details of preparing shared mailbox migration, steps of migration and after migration tasks are discussed.

Migrate Shared mailbox to Office 365

Why migrate Office 365 Shared mailbox to Microsoft 365?

Several users want to change Office 365 shared mailboxes to user mailboxes to get better communication. The lack of a feature in shared mailboxes causes a delay in replying to emails.
Also, user mailboxes are used to gain more storage capacity. Standard Office 365 mailboxes with in-place archive allow you to store 1.5 TB, whereas shared mailboxes, which have no licenses attached, have an archive of 50GB only.
Users who want to have access to all areas of their mail can also choose user mailboxes. Migrating to user mailboxes also gives you the ability to view e-mails, contacts, calendars, tasks, notes, increased security, and extra mailbox storage.
Improved security is another reason. User mailboxes offer individual security and retention policies, offering better tracking of user activities and prevent misuse.

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
  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.’
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.
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. This can be done by logging in to the shared mailbox and ensuring that all of the mailbox data has been migrated.
- 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.

Advantages of EdbMails for migrating Shared mailboxes to Microsoft 365

Secure migration
EdbMails ensures strong encryption protocol during data transfer with the following high security standard (AES 256-bit). The unauthorized access will be stopped. And the sensitive mailbox data you had will be migrated to Microsoft 365 securely.
Automatic mailbox creation
It automates the process of creating a target mailbox in Microsoft 365 so that it does not need manual intervention. It automatically maps the source shared mailboxes with the destination, reducing administration and facilitating a seamless transition.
Cost-effective solution
EdbMails provides a cost effective solution to both small and large organizations. With a single licensing cost, no hidden fees and an array of support, it will take care of large-scale migrations within budget.
Zero downtime migration
With EdbMails, you can be assured of minimal business interruption as we ensure zero downtime during migration. Users are still able to access their mailboxes during migration, with minimal disruption to their day-to-day operations.
Multilingual support
It supports multiple languages, and thus it can be appropriate for businesses that work in international environments with a wide array of languages. Regardless of whether the mailboxes are in English, German, French or another language, EdbMails handles the multilingual mailbox data without the loss of any data.