Shared mailboxes serve as a solution for scenarios where several individuals require access to a common mailbox. These situations typically include shared email addresses like those used for company information inquiries, customer support, reception desks, or other functions that necessitate shared management. Users granted access to the shared mailbox can either send emails directly from it or send messages on behalf of the mailbox address.

A shared mailbox migration is a complex process that involves moving shared mailboxes from one Microsoft 365 tenant to another. This migration is often necessary when organizations undergo mergers, acquisitions, divestitures, or other significant changes that require consolidating or separating their Microsoft 365 environments.

IT Partner responsibilities #

1. Plan and prepare for the migration by assessing the environment and setting up the target tenant.
2. Configure the source and target environments for migration, including setting up the necessary permissions and creating a migration batch.
3. Detailed Inventory. Create a detailed inventory of all the shared mailboxes that includes their names, sizes, permissions, and any specific configurations.
4. Monitor the progress of the migration.
5. Verify that all data has been successfully migrated and perform any necessary post-migration tasks.
6. Minimize user intervention during the migration process.

Client responsibilities #

1. Provide a dedicated point of contact responsible for working with IT Partner.
2. Coordinate any outside vendor resources and schedules.
3. Provide temporary access to the existing environment/IT Infrastructure.

Prerequisites #

1. Tenant to tenant mailbox migration project from IT Partner.

Plan #

1. Kickoff meeting.
2. Pre-migration source system health check.
3. Creating Shared Mailboxes.
4. Mailboxes migration start.
5. Verification of email migration.
6. Final email migration.
7. Post-migration tasks.

Success criteria #

1. Users can access Shared Mailboxes on their desktop PCs, mobile phones and tablets from any place, any time.
2. The migration of shared mailboxes has been completed successfully, ensuring that all data and settings from the source tenant have been transferred to the destination tenant.