How to migrate Shared mailbox to Office 365?

Migrate Shared mailbox to Exchange online with EdbMails

As organizations continue to rely on cloud services, many businesses are migrating to Office 365 for their email and collaboration needs. By moving your shared mailbox to Office 365, you can take advantage of a range of features that are designed to improve productivity, collaboration, and communication.

For example, Office 365 enables you to access your shared mailbox from anywhere, at any time, using any device. You can also share files and documents with other members of your team, collaborate on projects, and communicate more effectively through features such as Microsoft Teams and Yammer.

The migration process can be complex, but with the right approach, you can move your shared mailbox to Exchange online with ease. In this guide, we'll go through the necessary steps and best practices to migrate your shared mailbox to Office 365 with the EdbMails Exchange migration solution.

Move Shared mailbox to Office 365

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Preparing for the Shared mailbox migration
Before you begin the migration process, there are several things you need to do to prepare your environment. These steps include:
1. Creating a Shared Mailbox in Office 365
  The first step in the migration is to create a shared mailbox in the Office 365 Admin Center.
  - To do this, log in to the Office 365 Admin Center, click on ‘Groups’ in the left-hand navigation menu, and then click on ‘Shared’ in the top navigation menu.
  - From here, click ‘Add a shared mailbox’ and create a new shared mailbox by clicking on the ‘+’ button and following the on-screen prompts.
2. Granting Permissions to the Shared Mailbox
  After you have created the shared mailbox, you need to grant permissions to the users who will be accessing it.
  - To do this, navigate to the ‘Permissions’ tab in the shared mailbox settings and add the users who need access.
  - You can grant permissions at various levels, including ‘Full Access,’‘Send As,’ and ‘Send on Behalf.’
3. Setting Up Outlook Profiles for all your users
  Before you can migrate your shared mailbox to Office 365, you need to configure Outlook profiles for the users who will be accessing the shared mailbox.
  - This can be done using the Microsoft Support and Recovery Assistant which is available as a free download from the Microsoft website.
  - The MSRA checks for any issues in Outlook and guides you through the process of configuring Outlook profiles and will ensure that they are set up correctly.
4. Preparing Your On-Premises Environment
  If you are migrating from an on-premises environment, you need to prepare your environment for the migration. This may include setting up a hybrid environment if you are using a hybrid configuration, updating your DNS records, and ensuring that your on-premises Exchange server is up-to-date.
5. Configuring Your Hybrid Environment (if applicable)
  If you want to migrate your shared mailbox to Office 365 in a Hybrid Exchange configuration, you need to configure and set up the hybrid environment such as setting up hybrid connectors, configuring mail flow, and configuring your hybrid server.
Migrate a Shared mailbox to Office 365
The first step in performing the migration is to choose a migration method. The method you choose will depend on several factors, including the size of your mailbox, the number of users who need access, and the complexity of your environment. There are several migration methods which are described in the following section.
- Method 1: Migrate Shared mailbox from Live Exchange to O365
  EdbMails is the ideal tool for shared mailbox migration to Office 365. It can help you switch from Exchange to Office 365 and move emails, folders, notes, tasks, files, calendars and appointments, saving the hassle of complex migration procedures. You can perform cutover or hybrid migration from the source to the target based on your requirements.
  Exchange cutover migration to Office 365 is a good option if you have a small to medium-sized mailbox and a relatively simple environment. The migration process will move all of the mailbox data to Office 365 at once.
  - Step 1: Install EdbMails Exchange migration tool
    Download and install the EdbMails application on your system.
    Launch the application and select the ‘Live Exchange migration’ option from the main screen.
  - Step 2: Connect to the source Exchange server
    Enter the source server details and login credentials for the Live Exchange server. You can also use the ‘AutoDiscover’ migration settings to connect directly to the source server.
    Select the migration method as ‘Mailboxes’. You can also perform a Public folder to Office 365 migration or migrate Public folder to Shared mailbox with EdbMails.
  - Step 3: Select the required Shared mailboxes
    Select the shared mailbox that you want to migrate from the list of mailboxes available on the source server.
    Click the ‘Migrate to Office 365’ button to begin the migration process.
    Wait for the migration process to complete.
  - Step 4: Start the shared mailbox to Office 365 migration
    After the migration process is complete, verify the migrated mailbox data in the corresponding Office 365 shared mailbox.
    You can also verify the migration logs to ensure that the shared mailbox was successfully migrated.
    Exchange Hybrid mailbox migration is a good option if you have a large mailbox, a large number of users who need access, or a complex environment where the Exchange and Office 365 mailboxes coexist. To migrate a shared mailbox to Office 365 hybrid, you need to configure your hybrid environment, and then start the migration with EdbMails.
- Method 2: Shared mailbox to Office 365 migration with EDB file
  - Step 1: Download EdbMails and select the offline EDB file
    Launch the EdbMails application and select the 'EDB to Office 365 migration' option.
    Browse and select the offline Exchange EDB file from your computer
    EdbMails can recover the database file and help you migrate the EDB to Office 365.
  - Step 2: Select the shared mailboxes to migrate
    After successfully scanning the EDB file, EdbMails displays the list of mailboxes available for migration.
    Select the shared mailbox that you want to migrate to Office 365.
    Click the 'Migrate to Office 365' to continue.
  - Step 3: Log in to the target Office 365 tenant as administrator
    In the Office 365 connection window, enter the global administrator account credentials.
    Select the target Office 365 mailbox where you want to migrate the shared mailbox data.
    Choose the required Office 365 migration settings such as migration type, mailbox mapping.
  - Step 4: Map shared mailbox to the target Office 365 mailbox
    In the mailbox mapping page, you can view and edit the mailbox mapping details.
    Map the shared mailbox to the respective target Office 365 mailbox.
    Click ‘Continue’ to start the migration operation
  - Step 5: Start the shared mailbox migration and verify the operation
    Monitor the migration progress in the 'Progress' window
    After the migration completes, verify that the shared mailbox data has been migrated to the target Office 365 mailbox.
    Access the shared mailbox data in the Office 365 account to ensure that all the data has been migrated successfully.
- Method 3: Migrate Shared mailbox to Office 365 with PST files
  - Step 1: Download and install EdbMails software setup
    Download EdbMails Exchange online migration tool on your computer.
    Install the application by following the prompts in the installation wizard.
  - Step 2: Select the PST files to migrate to Office 365
    Launch EdbMails and select the ‘Office 365 migration’ option from the main screen.
    Close the connection window and select ‘Migrate PST to Office 365’
    Add the PST files containing the shared mailboxes.
  - Step 3: Enter Office 365 credentials and log in to your tenant
    Now, connect to your target Office 365 server where you want the data to be migrated.
    Provide the Office 365 credentials for authentication.
    EdbMails is a secure application for Office 365 mailbox migration and does not store your credentials anywhere.
    Select and map the source mailboxes with the target mailboxes to which the PST file data needs to be migrated.
  - Step 4: Start shared mailbox migration from PST to Office 365
    Start the migration process and monitor the progress.
    EdbMails provides real-time progress updates and detailed logs for each migration operation.
    IMAP migration is also a good option if you have a small number of mailboxes to migrate from the source to the target. To migrate IMAP to Office 365, you can use EdbMails to connect to your source server with IMAP protocol and migrate the shared mailboxes to Office 365.
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.