How to Change the Owner of a Microsoft 365 Shared Account

If you're an IT administrator managing user accounts in Microsoft 365, you might need to change the owner of a shared account. This process is straightforward, but it requires the right permissions and careful execution to ensure all settings and access remain intact. Here’s how to effectively transfer ownership of a shared account in Microsoft 365.

What are shared accounts in Microsoft 365?

Shared accounts in Microsoft 365 allow multiple users to access the same mailbox or resources. Unlike personal accounts, which are assigned to individual users, shared accounts enable teams to collaborate efficiently by providing a common platform for communication and file sharing. For example, a shared mailbox might be used by a customer support team to handle inquiries, allowing all team members to read and respond to customer emails without needing to log into separate accounts.

What do I need before transferring ownership?

Before you initiate the transfer of ownership for a shared account, ensure that you have the following:

• Administrative privileges in Microsoft 365.
• The current owner's account credentials or access to the shared mailbox.
• The new owner’s account that you want to assign as the new owner of the shared account.

How do I transfer ownership step-by-step?

To change the owner of a shared account in Microsoft 365, follow these steps:

1. Sign in to the Microsoft 365 admin center.

2. Navigate to the Groups section on the left-hand menu.

3. Click on Shared Mailboxes to see the list of available shared accounts.

4. Select the shared account for which you want to change the owner.

5. In the shared mailbox settings, find the Members section.

6. Click on Edit next to the current owner’s name.

7. Remove the current owner by clicking the X next to their name.

8. Add the new owner by typing their name or email address in the provided field.

9. Click Save to apply the changes.

10. Confirm the changes by checking that the new owner is listed as an owner in the shared mailbox settings.

What mistakes should I avoid?

When transferring ownership of a shared account, be mindful of these common mistakes:

• Forgetting to remove the previous owner, which may lead to confusion or unauthorized access.
• Not notifying the new owner about their responsibilities and access rights.
• Failing to check that the new owner has the necessary permissions to manage the shared mailbox.

How can I confirm the change was successful?

To verify that the ownership change was completed successfully, you can:

• Log in as the new owner to confirm access to the shared mailbox.
• Check the shared mailbox settings to ensure the new owner’s name appears correctly in the owner list.
• Send a test email from the shared mailbox to ensure that the new owner can send messages on behalf of the shared account.

Conclusion

After completing the transfer, make sure both the new owner and team members have the necessary access and understand their roles regarding the shared account. This helps maintain effective collaboration and prevents confusion moving forward.