How to move all emails into another inbox: Exchange Online

Moving user mailbox emails is a regular occurrence for Exchange administrators, and it involves a few procedures that you may not be aware of. When a user either leaves the organization or is no longer part of the organization for particular reasons, their email data can still be available. A colleague may want to address certain emails within that user’s mailbox, therefore, needs access to the mailbox data. Exchange offers a solution to allow users to migrate data between different mailboxes. You can have mailbox emails moved across relativity simply with a few functions that need editing. In this blog, we will be looking at solutions to help users find a way to move emails into another Exchange mailbox and find possible solutions to help prevent the error from occurring again. We will also address some of the issues that can be apparent when you move a mailbox, so users are more aware of what they are dealing with and what approaches they need to take to move emails into another Exchange mailbox. Follow the step-by-step process below to see how you can move all emails from one inbox to another in Exchange.

Step by step process – How to move all emails into another inbox Exchange Online

  1. First, sign in to your Office 365 account.
  2. Use the app launcher and navigate to admin.
  3. In the admin dashboard, under “admin center”, click on “Exchange”(you may need to click “Show all” to access).
  4. Under “recipients” click on “Mailboxes”.
  5. Locate the selected user UserA in the “Mailboxes” tab and double-click on it. A window with mailbox attributes will display.
  6. Select “More Options” from the drop-down menu.
  7. You’ll find a database number, you will need this to proceed.
  8. Close the ”Edit user mailbox” panel.
  9. Click on “Migration”.
  10. To begin a new relocation request, click the “+” sign.
  11. Select “Move to a Different Database” from the dropdown menu.
  12. Click “+” and add User A.
  13. Then click on Next.
  14. You’ll be asked for a batch name, this can be anything.
  15. In the Target Database, select the mailbox database.
  16. In the Target Archive Database field, select the destination mailbox.
  17. Click on Next.
  18. You may now choose from a number of choices for the migrating batch. These stages are entirely up to you, with explanations provided for each choice.
  19. Finally, Click on “Complete the migration” to start.

That’s all; those are the procedures you’ll need to transfer mailbox emails from one domain to another. It’s a time-consuming operation, but it’ll be well worth it because you’ll have the complete record of email data from User A without having to manually transmit anything. The database number acts as an ID for Exchange to verify that you have access if you are permitted to conduct actions like these in a user’s Mailbox.

Do you need to revise something? Don’t worry, you may do this even after you’ve started the migration. Unusable material, often known as bad things, may be conspicuous. On the Migration page, you’ll see a list of all active move requests. To change the bad item limit, click the pen sign. After that, you’ll be sent to the standard mailbox move properties page. You may change the “Bad item” limit here, as seen below.

Alternate steps to move all emails into another inbox on Exchange

When it comes to auditing, a straightforward approach may not be the best. It is always possible to export the contents of a user’s mailbox as a.PST file. Then import it into the other users’ mailboxes. If you’re concerned about others emailing the fired employee, change their passwords, get into their OWA account, and set up an out-of-office message informing them of a new email address. This does not leave people in the dark. Allow a week or two for this to take effect before deactivating your account.

A Personal Folders file (.PST) is an Outlook data file that stores local copies of your Exchange mailbox’s messages, calendar events, and other objects. It looks like Outlook 2003 and can store all of your Outlook folders, including the Inbox, Calendar, and Contacts. This may be thought of as a custom CSV template for Outlook material like pictures, mail, or even files, all of which can be saved in the PST format.

Because.PST files are so large, they should only be used for specific business purposes. We recommend that PST files not exceed 500MB in size to avoid the risk of data damage and maintain server and network efficiency.

Step by step process – How to move all emails into another inbox Exchange Online

Step by step breakdown:

  • First sign in to your Office 365 account.

Use your account details or if you have a current Skype account with the Office account in question, you can use this.

  • Use the application launcher to navigate towards “Admin”.

The launcher is illustrated by nine dots in the right corner, click on it and find “Admin” as shown above.

  • In the admin dashboard, under “admin center”, click on “Exchange”(you may need to click “Show all” to access).

In this example “Exchange” was pinned to the menu bar, however, in your dashboard you may need to click on “show all” which will bring you to the Exchange panel.

  • Under “recipients” click on “Mailboxes”.
  • Locate the selected user UserA in the “Mailboxes” tab and double-click on it. A window with mailbox attributes will display.
  • Select “More Options” from the drop-down menu.
  • You’ll find a database number, you will need this to proceed.
  • Close the ”Edit user mailbox” panel.

  • Click on “Migration”.
  • To begin a new relocation request, click the “+” sign.
  • Select “Move to a Different Database” from the dropdown menu.
  • Click “+” and add User A.
  • Then click on Next.
  • You’ll be asked for a batch name, this can be anything.
  • In the Target Database, select the mailbox database.
  • In the Target Archive Database field, select the destination mailbox.
  • Click on Next.
  • You may now choose from a number of choices for the migrating batch. These stages are entirely up to you, with explanations provided for each choice.
  • Finally, Click on “Complete the migration” to start.

That’s it for this Blog thank you for taking time out to read our content, please feel free to email our team about how it went if you followed the steps or if you need more help with the questions we answered in this Blog.

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Saajid Gangat

Saajid Gangat has been a researcher and content writer at Business Tech Planet since 2021. Saajid is a tech-savvy writer with expertise in web and graphic design and has extensive knowledge of Microsoft 365, Adobe, Shopify, WordPress, Wix, Squarespace, and more! You can connect with Saajid on Linkedin.

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