Step 3: Import Mailboxes (Google Workspace)

All of your active mailboxes such as users, shared mailboxes, distribution groups, etc. should be added to Proofpoint ahead of the setup. This can be done by importing a list of your mailboxes from a CSV file.

Accepted Format

Proofpoint will only accept a CSV file with the following columns. No header row is required.

• Each data field must be separated by a comma
• Each individual mailbox must be separated by a new row / line
• All data fields entered after the mobile number will be considered aliases
• The mobile number column is required, but the value may be empty if 2FA for users is turned off
• A valid mobile number must include an international prefix and no other non-numeric characters

This is an example:

Export Mailbox List From Google

• Log into the Google Admin Console (https://admin.google.com/) using an administrator account
• In the menu (three horizontal bars), navigate to Directory > Users
• At the top of the Users list, click on Download Users
• When prompted, choose to download a list of all users as a CSV file
• Delete any unnecessary columns so that Proofpoint will accept the CSV's format

Import Mailboxes Into Proofpoint

• In Proofpoint, navigate to User Management > Import & Sync > CSV Import
• On this page, choose if you would like to import these mailboxes as End Users or Silent Users
  • End Users will receive a welcome email and access to the Proofpoint portal, while Silent Users will not.
• Click Choose File to retrieve your CSV of mailboxes, then click Upload

Convert Non-Users to Functional Accounts

Any imported mailboxes will appear in the Proofpoint user list by default. If any of these are things like shared mailboxes / distribution groups and shouldn't count as active users, these can be converted to functional accounts through the following steps:

• Navigate to User Management > Users on the left side of the screen.
• Select the users you would like to change, then click “Mass Update Users.”

• Change the Role drop-down to “Functional Account,” then click “Update Users” at the bottom of the window.

Proceed to next step: Configure Google Workspace for Proofpoint