How to Create Office 365 Shared Mailbox & Migrate Shared Mailbox to User Mailbox?

admin | December 31st, 2018 | How to, Office 365

This article describes how to a create a shared mailbox in Office 365 using different approaches. Along with this, readers will know a method that use to export shared mailboxes content to Office 365 user mailbox. But first, let’s have a quick glance on Office 365 shared mailboxes.

What is Office 365 Shared Mailbox? Idea Behind Office 365 Shared Mailbox

Shared mailbox is a functional mailbox that makes it easy for number of users to manage and send email from a common account. This type of mailbox is free and require license above 50 GB of storage. Also, there is no username and password for shared mailboxes and users are unable to sign-in into it directly. Generally, they are created in organizations to permit access by different users like HR department, Sales department etc.

After understanding about the Office 365 shared mailboxes, it’s time to know how to create it.

Methods Use to Create Shared Mailboxes in Office 365

Generally, there are three ways that use to generate shared mailboxes in Office 365. All of them are discussed below-

  • Microsoft 365 Admin Center
  • Exchange Admin Center
  • Exchange PowerShell cmdlet

Approach 1: Create a Office 365 Shared Mailbox Using Microsoft 365 Admin Center

Use the below instructions and make desired Shared mailbox using O365 admin center.

  1. First of all, login to Office 365 account.
  2. Click on Admin under the Apps section as shown in the screenshot.
  3. Once the Admin panel opens, go to Groups and click on Shared mailboxes from the left-side navigation pane.
  4. After that, click on +Add a mailbox in order to open New shared mailbox window.
  5. Provide name and email ID for shared mailboxes in the respective Name and Email address box. Then, click on Add.
  6. In a few minutes, a new shared mailbox will be created in the Office 365 account. Afterward, you can click on Add members to this mailbox option to add user in it.

Approach 2: Create a Shared Mailbox Using Exchange Admin Center

  1. Use https://outlook.office365.com/ecp in order to open EAC.
  2. After that, log in to O365 account.
  3. Once the Exchange admin center window opens, select the recipients to open its screen.
  4. Now, click on shared option and click on ‘+’ to create shared mailboxes.
  5. In New Shared Mailbox window, enter a suitable name for mailbox under Display Name box. After that, provide an email ID under Email address box.
  6. Next, to add the member, click on ‘+’ and select the user. Afterward, click on Add >> OK.
  7. At last, click on Save to generate the shared mailbox.

Approach 3: Create Shared Mailbox via Powershell Command

The Office 365 shared mailboxes can be easily created by using PowerShell command. One can only need to follow the below instruction carefully. Because a single mistake in the cmdlet can result in severe problem.

  1. Initially, you need to establish a connection between Exchange Online and PowerShell session.
  2. After that, use New-Mailbox command to create shared mailboxes.
    New-Mailbox -Shared -Name "Shared_Mailbox_Name" -PrimarySmtpAddress “Shared_Mailbox_Email_Address”
  3. Next, assign the permission to a user in order to access the shared mailbox.
    Add-MailboxPermission -Identity "Name_of_Shared_Mailbox" -User Office365_User_Email_Address -AccessRights FullAccess
  4. Now, you need to provide SendAs permission to let user or group member to send emails that come from the specific mailbox, mail user etc. For this, execute the below cmdlet.
    Add-RecipientPermission -Identity "Shared_Mailbox_Name" -Trustee Office 365_User_Email_Address -AccessRights SendAs

After understanding about how to create shared mailboxes, let’s check out to migrate Office 365 shared mailbox to user mailbox.

How to Migrate Office 365 Shared Mailboxes to User Mailboxes?

When we talk about how to move Office 365 shared mailbox data to another account, then two scenarios come into existences. The first instance is when the shared mailbox data migrates into same tenant. And, the second case is when administrator needs to move the mailbox to different Office 365 tenant. In both the cases, the automated software entitled as Office 365 to Office 365 migration tool can be used. This tool is devised to export the Office 365 mailboxes, including shared mailboxes to same or different Office 365 domain without any trouble. So, use this tool, and make the migration process trouble-free.

Bringing It All Together

Office 365 shared mailbox is not an ordinary primary mailbox, it is more than that. In fact, every organization needs that type of functionality. Therefore, in this article, we have discussed how to create shared mailboxes in Office 365 using three different methods. It is suggested to use the first two methods for the same because PowerShell method is little bit complex. Along with this, we also illustrated how to migrate Office 365 shared mailboxes to user mailbox.