Office 365 Convert Regular to Shared Mailbox & Setup Mail Forwarding

Is someone left from your office?

Here is the best practice to do with their mailbox.

With Office 365, we can take advantage of keeping inactive users in the cloud without affecting our quota without any license required.

  1. Go to Admin centers -> Exchange
  2. At the Exchange admin center dashboard, go to recipients -> mailboxes
  3. Click on target user’s mailbox, and select Convert to Shared Mailbox
  4. Go back to Office 365 Admin center, go to Users -> Active users -> click on target user’s mailbox, and remove the license.

Set up email forwarding by going back to Exchange admin center, go to mail flow:
On rules, click + sign to create a new rule, name it: Sent to ‘target.user@saputra.ch’, *Apply this rule if… [The recipient is…] Target user’s name, *Do the following… [Redirect the message to…] Destination user’s name. Let ‘Audit this rule with severity level: Not specified’ ticked, and leave the mode for the role to be ‘Enforce’. Click Save to create the forwarding rule.

If you are managing your own Office 365 licenses, you can decrease the license to minimalise the bill:
Go to Office 365 Admin center -> Click on Billing -> Subscriptions