How to Import PST to Shared Mailbox in Office 365 Account

Difference in Upload PST to Office 365 Shared Mailbox

Before proceeding with the methods, it’s important to clarify how import to shared mailboxes differs from those to personal mailboxes. The specific reasons for it are:

• Shared mailboxes do not have login or password credentials; you must assign user delegate permissions for a user to access.
• To import PST files to a shared mailbox, you need admin access or the eDiscovery/Import Export roles in M365.
• Importing into shared mailboxes from the Outlook native import/export wizard cannot be performed. Unless the former is added to the Outlook profile.
• The shared mailbox must be assigned to your Outlook profile and given proper write access to the mailbox before importing.

These differences are key because several users assume that simple drag and drop to shared mailboxes does the task. But no, it requires a bit more setup.

Ideal Methods to Import PST to Shared Mailbox

While there are several options available for the import, including free online tools. Here, we have provided secure and relevant solutions for PST to Office 365 shared mailbox migration. It includes a few manual ways and a dedicated expert utility that makes the process smooth, fast, and efficient.

Free Import PST File to Shared Mailbox in Office 365

You can import with MS Outlook if you have the correct permissions and fulfill the prerequisites. On the other hand, if an expert, you can use Network Upload with Office 365 Import Services. Learn how you can do it as specified below:

1. Transfer PST to Shared Mailbox Office 365 with Outlook

Prerequisites you need to ensure before the steps are:

• Full Access and Send As permissions for shared mailboxes from the Office 365 admin.
• The Outlook profile has an Office 365 shared mailbox added beforehand.

Now, the steps are:

1. Launch MS Outlook. Which is synced with the Shared Mailbox O365.
2. Then, select File. Press Open & Export. Also, choose Import/Export.
3. Further, select Import from another program or file. And then move Next.
4. Select Outlook Data File (.pst) > and again press Next to proceed.
5. After that, browse and locate the PST file to import into M365 shared mail.
6. Decide on how duplicates will be handled in it and select Next.
7. Later, opt for the Shared Mailbox folder from the destination list (Save into).
8. Finally, tap Finish to finalize and end the import PST to Shared Mailbox.

Note: Ensure not to import into your primary mailbox. You need to explicitly select the Shared mailbox.

2. Import PST to Office 365 Shared Mailbox from O365

MS Office 365 provides a built-in Microsoft Purview Compliance Center Import/Export. The simplified steps for it are:

1. Go to compliance.microsoft.com.
2. Select Import from the options and then opt for the PST Import.
3. Further, upload your PST files to Azure Storage (receive a SAS URL).
4. Afterward, use the mapping CSV to identify the target shared mailbox.
5. At last, create a PST import job, select items, and submit the job for ingestion.

This is just an outline of the process. For a detailed description, go through this: Import PST File to Office 365.

Note: Though reliable, this method is a lot more technical and recommended mainly for enterprises. It supports users with large-scale migration to an extent and centralized logging.

3. Drive Shipping Import PST to Shared Mailbox

It is another way if you do not wish to take the long Network Upload route for your large-scale migrations. The steps for this process include:

1. First, copy the PST file to an external hard drive and make sure to encrypt it for security.
2. Next, manually deliver all the PST file items one by one to the Microsoft Office 365 data center.
3. Afterward, Microsoft starts validating the files, and once it is done, the files are uploaded automatically via Network Upload.

Limitations of the Manual Methods

• Time-consuming for large files > 10/20GB, depending on the method.
• Involves Outlook configuration and administrative support.
• The Shared Mailbox must fully sync prior to import within MS Outlook.
• Microsoft charges 2 USD for 1 GB of import in the Drive Shipping process.
• Users need technical knowledge and skills for results without errors.

To resolve their query, we suggest the following method:

Automatically Import PST to Shared Mailbox

For bulk and or continuous PST imports into Office 365 shared mailboxes, manual methods can introduce risk, taking up your limited time and effort. Thus, consider a professional SysInfo PST to Office 365 Migration Tool, which is created exclusively for Microsoft 365. This tool imports PST directly to the shared mailbox without using Outlook.

It can also maintain the original folder structure, metadata, and timestamps during the import process of emails, contacts, calendars, etc. Additionally, it allows filter selection(s). Moreover, it even has support for importing to multiple shared mailboxes concurrently on any Windows or Mac OS.

Import PST File to Shared Mailbox in Office 365

1. Start the PST Migration Tool and press Restore on the open window.
2. Then, pick Single/Batch File and use (…) to upload your (.pst).
3. Check your files on the screen and click Next to proceed.
4. Further, Office 365 is selected by default; simply enter your credentials.
5. Sign in to your shared mailbox account and select filters in the next step.
6. Finally, click Next and map the user mailboxes to Shared. Tap Restore to import.

Note: These tools are useful specifically for system administrators, migration teams, or organizations with PST archive files for restoration centrally.

Conclusion

The ability to import PST to Shared Mailbox in Office 365 is relatively simple, but with the proper configuration and knowledge of its nuances. Outlook is great for infrequent or incidental PST imports (proven to be cumbersome). Also, Microsoft Network Upload and Drive Shipping are fine for technical experts with time. But for large quantities and multiple shared mailboxes, professional tools are safe and scalable.

Need to import several shared mailbox archives in bulk? Speak with our migration expert or schedule a demo of our PST to Office 365 Import Utility.

Frequently Asked Questions

About The Author:

Suman Rawat

Suman Rawat is a technical content writer and expert in the fields of email migration, data recovery, and email backup. Her passion for helping people has led her to resolve many user queries related to data conversion and cloud backup.