Office 365 Shared mailbox to Archive mailbox using EdbMails

In modern business environments, efficiently managing large volumes of emails is essential for maintaining productivity and compliance. A shared mailbox in Office 365 allows multiple team members to send and receive emails from the same address, making it ideal for collaboration. However, as email traffic grows, efficiently archiving older messages becomes increasingly important. An Archive mailbox helps by storing older emails separately, allowing for better management and access to critical data without cluttering the shared mailbox. This solution improves organization, and performance, and reduces unnecessary data in the primary mailbox. Transitioning from a Shared mailbox to an Archive mailbox optimizes your email storage, ensuring that emails that no longer need immediate attention are still preserved, while team members focus on the most relevant communications.

While the native method of migrating emails to an Archive mailbox can be time-consuming and complicated, EdbMails Office 365 migration software simplifies the process. It offers a faster, more efficient, and hassle-free migration. With its intuitive interface and robust features, EdbMails makes it easy to handle large volumes of email data, providing a seamless solution for businesses.

1. Why EdbMails is better than the native method

   The native method of migrating emails from a Shared mailbox to an Archive mailbox often involves complex steps, potential data loss, and risks of metadata corruption. EdbMails Office 365 migration software eliminates these concerns by offering a direct, seamless migration process that significantly reduces complexity and avoids the need for additional configurations.

   Unlike the native method, which can require multiple manual steps, EdbMails ensures a faster, error-free migration that saves both time and effort. The software's intuitive interface makes it easy for users of all technical levels to perform the migration with minimal hassle, while multilingual support ensures accessibility for a global user base. Additionally, EdbMails provides flexibility through its pause and resume feature, allowing users to manage the migration process at their own pace without interruptions. Most importantly, EdbMails guarantees the integrity of all email metadata, including sender, receiver, timestamps, and subject lines, ensuring that no critical data is lost during the migration. With these features, EdbMails offers a superior alternative to the native method, simplifying the migration process while preserving data accuracy and efficiency.

2. Office 365 Shared mailbox to Archive mailbox migration Planning

   Before migrating Shared mailboxes to Archive mailboxes, it is essential to consider the migration requirements and prerequisites. Below is a checklist to help you identify and prepare your environment effectively.

   • Prepare a complete inventory of items from your Shared mailboxes.
   • Identify the size and number of Shared mailboxes you want to migrate
   • Determine whether you want to move everything at once or in stages
   • Check your internet connection speed and network configuration.
   • Consider the throttling and message size limits on Office 365
   • Communicate the plan and the changes to your end users.
   • Perform a test Office 365 migration before you start the actual one.
   • Start the migration, verify the endpoint, and add DNS records.
   • Create new Outlook profiles and check if you are receiving mails correctly.

3. Pre-migration activities for Office 365 Shared mailbox to Archive 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.’

4. Steps to migrate Office 365 Shared mailbox to Archive mailbox

   • Step 1: Download and install EdbMails Office 365 migration software

     • Download and install the EdbMails application on your computer running on Windows OS.
     • Start the application and enter the required details and click the ‘Login’ button or click the ‘Start Your Free Trial’ button to continue.

       

     • Select the ‘Office 365 Migration’ option from the dropdown menu.

       

   • Step 2: Connect to source Office 365 server

     • Choose one of the methods for secure OAuth 2.0-based modern authentication to connect to your source Office 365 server.
     • The default ‘Auto Registration’ method requires access as a Global admin. In contrast, the Manual Registration method permits the use of either a Global admin account or any user account that has full access rights.

       

     • Choose the required migration operation and authenticate on Microsoft Sign-In page.

       

     • If you have already established an Office 365 connection with EdbMails, the mailboxes list will be saved. You can use the same list. If you are establishing a new connection, click the ‘No’ button to get the mailbox loading options.

       

     • After successfully connecting to your Office 365 server, select an option to load the mailboxes. Alternatively, you can also load the mailboxes using a CSV file.

       

   • Step 3: Select Office 365 Shared mailboxes

     • Select the Shared mailboxes from the left pane and click ‘Migrate to Office 365’

       

   • Step 4: Connect to target Office 365 server

     • Connect to your target Office 365 server using the same method as you used for the source server. Then, select the required migration operation and choose the option to load the mailboxes.

       

     • Next, select the most suitable migration option and proceed by logging into the Microsoft sign-in page to authenticate your account.

       

     • EdbMails automatically loads mailboxes from your source server. Additionally, it supports the use of CSV files to efficiently load mailboxes into Office 365.

       

   • Step 5: Map source and target mailboxes

     • Select the mapping option that best meets your needs.

       

     • EdbMails provides an automatic mailbox creation feature for the target Office 365 server, along with a mapping function that accurately connects mailboxes and folders from the source Office 365 server. This is especially useful for efficiently managing numerous public folders.

       

     • Click the ‘Folder and Item Filter’ button to set up your migration. Use the date filter to select items from a specific date range, allowing you to transfer only emails and data received during that period.

       

   • Step 6: Start Office 365 Shared mailbox to Archive mailbox migration

     • Once the mailboxes are mapped, assign a job name and begin the migration process. To review the migration report, click the ‘View Log’ button, which provides a comprehensive report detailing the number of emails, folders, and mailbox items successfully migrated.

       

5. Office 365 Shared mailbox to Archive mailbox post-migration activities

   Step 1: Update the MX records to point to Office 365

   If you have not done this step previously, change the DNS records known as MX records to enable and receive email messages on the target Office 365 server. In addition to this setup, configure the Autodiscover record to allow Outlook to connect to the migrated mailboxes.

   Step 2: Create a new Outlook profile for users in the new domain

   Configure and recreate the Outlook profile for each user in your domain if Outlook has problems connecting to Office 365 mailboxes.

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Additional resources:

• Migrate between Office 365 tenants
• Migrate Office 365 mailbox
• Public folder migration
• Office 365 to Exchange Migration
• Office 365 Migration with same Domain
• Office 365 Group Migration
• Selective Mailbox Migration