How to Migrate Shared Mailbox to User Mailbox?

Published On - July 7, 2025 by Nasir Khan | Reading Time: 4 minutes

To work in collaboration and enhance productivity, shared mailboxes are frequently used in the organization. The administrator can create Shared mailboxes and assign users with permission who can have access. For centralized email management and team-based communication, the shared mailbox is a one-stop platform. However, in many cases, for organizational needs, there is a common requirement to migrate a shared mailbox to user mailbox. In this blog, we will explain how to do this.

Let’s Understand the Difference b/w the Shared Mailbox and User Mailbox:

• Shared mailboxes are designed for centralized access, allowing multiple users to access the shared mailbox. The user mailbox is for single-person access.
• Until 50 GB, no license is required; after 50 GB, it is mandatory. Only admins can have the right to create and access it. For the user mailbox, it is a must to assign the license.
• Users cannot directly access their Shared mailbox by logging in with the credentials; instead, you need to obtain the credentials to access the user mailbox.

How to migrate Shared Mailbox to User Mailbox?

Firstly, Let’s Know about the Manual Ways and Why It is Not for Professionals:

• There are a few manual ways depending on the Exchange Server version and type (Exchange On-premises or Online). Manual methods vary task to task depending on the environment/version.
• Manual Migration is not a preferred way for professionals as it involves a lot of technicalities and has many limitations.
• Manual migration from Exchange 2010, 2013 and 2016 to Exchange 2019 consists of different steps and then migrating Exchange On-premises to Exchange Online.
• The New-Move-Request-Cmdlet is also a way for Exchange migration, but it is full of PowerShell scripts and technicalities. For enterprises and professional users, it is not a recommended way of Exchange data management.

Professionally Migrate Shared Mailbox to User Mailbox:

All the professionals want to migrate the mailbox data efficiently and effortlessly. No one wants to risk compromising mailbox data and struggle to maintain data integrity. For this purpose, the Regain Office 365 Migration Tool is a professionally developed software designed to streamline mailbox data. See what does it offer:

Free Download100% Secure Buy NowPrice: $89

• It can migrate from a Shared mailbox, User Mailbox, Archive Mailbox, or Public folder to another and vice versa.
• The software is compatible with both Exchange Online and Exchange On-Premises.
• There are no limitations on the number of mailboxes and the size of the mailbox.
• This advanced utility also allows backing up mailbox data in various file formats, such as PST, MSG, EML, and MBOX, which are popular.
• Moreover, it facilitates migration to IMAP email accounts or servers.
• Regain Exchange Migration Tool is compatible with all the versions of Windows OS.
• Users have the option to filter out folders by unchecking the corresponding boxes.
• The software properly maintains the folder hierarchy and data integrity of the mailbox.

Simple Steps to Migrate Shared Mailbox to User Mailbox with Regain Software:

• Firstly, install and launch the Regain Exchange Migration Tool.
• You can connect the Office 365 as well as Exchange On-premises as needed. The software supports both Basic Authentication and Multi-Factor Authentication.
• The software will provide a preview of the mailbox data, allowing you to select or deselect folders by checking or unchecking the corresponding boxes.
• Now, select the target according to your needs and start the migration. The migration will be completed efficiently and with precision.

Gist of the Blog:

Exchange Server provides different types of mailboxes and Admin creates them. For the various purposes organizations use them and per the need manage/migrate their data. If you have any Exchange Server migration/backup needs like shared mailbox to user mailbox migration then Regain Exchange Backup and Migration Tool is a one-stop solution that also offers a free demo.

Frequently Asked Questions:

Q. Do I need to assign licenses to the Shared mailbox as we do for the user mailbox?

A. There is no need to assign licenses to the Shared mailbox until the mailbox size exceeds 50 GB. Below 50 GB, a permit is not required; above it, a license is required.

Q. Can we directly convert a Shared mailbox to a user mailbox?

A. An admin can easily convert the category of the mailbox from Shared to User mailbox. Go to EAC and select the Shared mailbox that you want to convert. Navigate to the “Others” tab and select “Convert to regular mailbox.”

Q. Can we connect both Exchange Online and Exchange On-premises using the tool offered by Regain?

A. Yes, you can connect both Exchange Online and Exchange On-Premises with this utility and migrate between them as needed.

Q. We want to migrate the Shared mailbox to the User mailbox, but not all folders. Is there a way to do this?

A. The software provides a preview of the mailbox before migrating. Here, you can uncheck the folders to skip from migration.