How to Import PST to Shared Mailbox Office 365? Step By Step Solution

Mohit Jha | Modified: February 27, 2023 | Office 365 | 6 Minutes Reading

PST files may cause a headache to users outside the Exchange Server environment. From the eDiscovery point of view, PST files are not considered a secure option for data security. When it comes to data migration, it is common to find that users have accumulated a large amount of data in gigabytes or possibly, terabytes. Hence, it is required to transport the emails from the mail server and store it in the PST file format. For these problems, Microsoft offers a tool named PST Capture Tool. Microsoft allows the users to import PST to shared mailbox Office 365 with the help of Import Service.
import PST to shared mailbox Office 365

But, there are some prerequisites before the transfer process starts:

  1. An admin account on the O365 tenant
  2. Import Export Mailbox role assigned to the admins
  3. High upload bandwidth will be considered the bonus

    Quick Solution: To easily import multiple PST files into Office 365 shared mailboxes, download the tool below:

    Office 365 Importer

How to Import PST to Shared Mailbox Office 365 Manually?

This feature is built on the Azure storage established by Microsoft. It is used to store the PST file before importing them into the mailboxes.

upload PST to Shared Mailbox Office 365
For the PST file to be imported first, a storage account will be generated. It will take a few minutes and there are chances that a user wishes to give it two attempts before it is created. For that, it is required to click on the option “Show network upload SAS URL.” This URL will comprise the following things:

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  • Storage Account Name
  • Container Name
  • Shared Access Signature
Let’s Take an Instance:

  • Storage Account Name: dd092cec1d084ab8b190526
  • Container Name: ingestiondata
  • Shared Access Signature: ?sv=2012-02-12&se=2017-02-05T13%3A33%3A07Z&sr=c&si=IngestionSasForAzCopy201611212055520769&sig=aeBqKqsMilU8PDHueVj3Q4c5hkgE%3D

The shared access signature consists of the following parts:

  • sv: storage service version
  • se: expiration date
  • sr: storage type (Container/Blob)
  • si: Storage identifier
  • sig: Signature
    This URL will be used by the AzCopy / Azure Storage Explorer tool to import the Outlook PST file.
    Note: The URL may change with the passage of time but, the shared access signature part is certainly valid for 60 days.

Related: How to Automatically Forward Emails in Outlook 365? Different Ways Explained

Import PST to Shared Mailbox Office 365 PowerShell – Upload PST

Once a user has done the storage provision, the upload procedure can be started. To upload PST to shared mailbox Office 365 PowerShell is an alternative tool. Suppose, AzCopy can be used. It is the command-line tool to import PST to shared mailbox Office 365 account. Azure Storage Explorer, is a graphical tool. They both are good at one’s place and any of them can be used.

Note: It is needed to use AzCopy version 5.2 or higher. Otherwise, a user will get some 404 errors:
“Failed to validate destination: One or more errors occurred. The remote server returned an error: (404) Not Found. The specified resource does not exist.”
Microsoft Azure

And now, the software can also be used to upload the PST file.

Note: A user can also identify the list of files located on Azure with its PowerShell line (require Azure.Storage module): “New-AzureStorageContext -SasToken ($SharedAccessSignatureURL -split ‘\?’ | Select-Object -Last 1) -StorageAccountName ($SharedAccessSignatureURL -split ‘\.’ -split ‘//’)[1] | Get-AzureStorageBlob -Container ($SharedAccessSignatureURL -split ‘\?’ -split ‘/’)[3] | Select-Object -ExpandProperty Name”

Upload PST to Shared Mailbox Office 365 – Mapping File

Once the PST file is uploaded to the Azure storage, it is needed to build a CSV file that will map Outlook PST files to the destination folder and mailboxes. For instance,


It is really needed to maintain the structure of the PST file, the case is kind of delicate for the “TRUE” or “FALSE”, and for the name of the Outlook PST file.

Import PST File to Shared Office 365 PowerShell

It is the final step, it is needed to import the PST mapping file and execute the import option so import PST to shared mailbox Office 365 Powershell would going to complete.

Click on “Finish” and the process is complete. The import process will continue on the Microsoft side. A user can also examine the progress with the help of details of the batch job.

Limitation of Manual Solution

Although this is a free method that can help users to import PST to shared mailboxes, the method is quite tricky for some organizations. Additionally, this method is only available in certain parts of the world. In case, you get a message “import service for your region has not rolled out yet!” then it means you cannot use the Import service for now. In such cases, the user can go for the alternative solution below.

Also Read: How to Import PST to Outlook 365 In Few Steps? Everything You Need to Know

Alternative Solution For Azure AzCopy Tool

If you find the above solution difficult or face an error during the import process, then you can take the help of the automated tool. The automated tool can help you to ease the complex process & the best tool for such purpose is Office 365 Import Tool. Additionally, there are multiple filtering options provided by the tool to import selective emails from a PST file into Office 365 shared mailbox. Follow are the working steps of the tool to import PST to shared mailbox Office 365:

Software Pre-Requisites to Import PST to Shared Mailbox in O365 

  1. Add Admin Impersonation Permissions in Exchange Admin Center.
    • Set Mailbox Import Export Permissions to the Discovery Management Role Group.
      Office 365 admin impersonation
  2. Then Add UserMailbox Permissions to the Respective Admin Account.
    required permissions

Steps to Import PST files to Shared Mailbox in Office 365 

1. Download, install and launch the tool

Download Now Purchase Now

2. Click on ‘Is Admin’ to log in for importing PST to a shared mailbox.

3. Import PST file into the tool using Add File/ Folder option.

4. In the User Id section, enter the shared mailbox Id and authenticate.

5. Select the Category of data that you want to import from the PST file.

6. Apply Advance filters like Include folder, Incremental import, and Exclude folders (optional).

7. Click on the Import button to start the process of data migration to Office 365.

Note: Download and try the demo version of the tool first. It allows importing 25 emails from each folder of the PST file for free.

Also Read: How to Move Google Drive Folder to Another Drive – Effortless Solution

The Observational Verdict

Microsoft Office 365 drive shipping option is considered helpful when the organizations have the PST file in terabytes. The size of the mailbox allotted to the user is 50GB and there is unlimited file archived in Office 365, it is not possible to store all the data on the server. That is when the need to import PST to shared mailbox Office 365 PowerShell emerges. However, drive shipping is always considered an expensive and time taking process. Hence, it is always a great idea to opt for the most secure automated tool as mentioned above to import PST to shared mailbox in Office 365.