How-to switch a user from a licensed user to a functional account

Created by Yves Lacombe, Modified on Wed, 17 May 2023 at 12:09 PM by Yves Lacombe


One of the issues we have from time to time is when say, an employee leaves, it's often standard procedure to switch a user from a licensed office365 user to a shared mailbox.   The problem this causes is that on the Proofpoint side, the user shows up as "inactive" so Proofpoint will begin to bounce messages going to that user.

Another issue is simply that shared mailboxes in O365 are seen by proofpoint as normal end users.  They do not get converted automatically to functional accounts which aren't billed to you.

IMPORTANT NOTE:  Proofpoint will be releasing a new implementation of the Azure Sync that will convert shared mailboxes to functional accounts.  This is coming in 2023.  So this article will eventually be deprecated.  You can also use the to automate this conversion as well for shared mailbox detection.  Talk to our support team for more information.

This is how you do it:

Bulk select the users you want to convert to functional accounts

Set the ROLE to functional account



If the user was deactivated previously because of the office365 sync, drill down to the functional accounts, find the user, and reactivate the account.