Convert Office 365 User Email to Shared Mailbox and Remove the User License
What is the Scenario?
A temporary member of admin staff was provided with a dedicated user mailbox and therefore an Office 365 License. Now the staff member is no longer required, the License can be released.
In order to keep the email for future reference and/ or for the same staff member to return, converting the user email to a shared mailbox is the best option. It would then be possible to unsubscribe from the Office 365 license.
Convert User Mailbox to a Shared Mailbox
Step 1 - Go to the Admin console in Office 365 and select Exchange from the options to the left of the screen
Step 2 - Click On mailboxes under recipients
Step 3 - Select the User Mailbox to be converted and click on Convert under the Convert to Shared Mailbox option to the right of the screen. A warning will be shown, click Yes to continue.
Step 4 - Your regular mailbox has been converted into shared mailbox. Click Close to continue.
Unsubscribe from Unused Office 365 License
Step 5 - Go to the Admin console in Office 365 and Select Active Users under the Users option on the left
Step 6 - Select the User and Click Edit under Assigned license on the right of the screen
Step 7 - Uncheck the Office 365 Business Essentials license and Click Save
Step 8 - In the Admin console of Office 365, select Subscriptions under the Billing option on the left of the screen. Then click Add/Remove users. Notice that there are currently two purchased, and one assigned.
Step 9 - Reduce the number of Total licenses and click Submit to confirm
This subscription’s quantity was successfully updated. Done!
Note that you could now provide access to the new shared mailbox to other users, see Open and Use a Shared Mailbox.
My other Office 365 tips:
- Free Office 365 Email Service for Secondary - Multiple Domains - Part 2 Configure Exchange Shared Mailbox for Additional Domain
- Free Office 365 Email Service for Multiple Domains - Part 1 Configure DNS in CloudFlare Host
- How to Configure Mac Mail Client for Sending and Receiving Email from Office 365 Shared Mailbox
- Microsoft Office 365 Catch-all using Additional Alias Email Addresses