How to Convert User Mailbox to Shared mailbox ,Block Sign in, Remove license | O365

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Convert a user mailbox to a shared mailbox

When you convert a user's mailbox to a shared mailbox, all of the existing email and calendar is retained. Only now it's in a shared mailbox where several people will be able to access it instead of one person. At a later date, you can convert a shared mailbox back to a user (private) mailbox.

Use the New Exchange admin center to convert a mailbox
Go to the Exchange admin center.

Select Recipients -Mailboxes.

Select the user mailbox. In the Others tab, select Convert to shared mailbox.

If the mailbox is smaller than 50 GB, you can remove the license from the user, and stop paying for it. Don't delete the user's account. The shared mailbox needs it there as an anchor. If you are converting the mailbox of an employee that is leaving your organization, you should take additional steps to make sure that they cannot log in anymore. Please see Remove a former employee from Microsoft 365.

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