Configuring Proofpoint essentials for SMBs

By Elias Georgiou – Team Leader – Implementation Services


Proofpoint is a cybersecurity company that provides various products and services to help organizations protect their digital assets and data from various cyber threats. The company's primary focus is on email security, threat intelligence, and data protection. Here are some of the key aspects of Proofpoint:

Email Security

Proofpoint offers email security solutions designed to protect organizations from email-based threats such as phishing, malware, ransomware, and spam. Their solutions use advanced threat detection techniques and machine learning algorithms to identify and block malicious emails.

Threat Intelligence

Proofpoint collects and analyses vast amounts of threat data to provide organizations with actionable threat intelligence. This information helps organizations understand the evolving threat landscape and make informed decisions about their cybersecurity strategies.

Data Protection

Proofpoint's data protection solutions help organizations secure sensitive data and prevent data leaks. This includes tools for encrypting emails, protecting intellectual property, and complying with data privacy regulations.

Cloud Security

With the increasing adoption of cloud services, Proofpoint also offers cloud security solutions to protect data and users in cloud environments. This includes protection for cloud-based email services like Microsoft 365 and Google Workspace.

Security Awareness Training

Proofpoint provides security awareness training programs to educate employees about cybersecurity best practices. This helps organizations reduce the risk of human error leading to security breaches.

Compliance and Archiving

Proofpoint offers solutions for compliance and archiving to help organizations meet regulatory requirements for data retention and e-discovery.

Advanced Threat Protection

The company's solutions include advanced threat protection mechanisms to defend against sophisticated and targeted cyberattacks.

Let’s see below a step-by-step guide on how to integrate Proofpoint’s Email Security Console along with Microsoft 365.

Proofpoint Essentials Configuration

  • Add the required domain in Proofpoint as Relay. Set the delivery destination to Microsoft 365 MX record.
  • Verify the domain using Proofpoint’s generated DNS records.
  • Customize Spam settings.
  • Customize Digest settings.
  • Add in user through one of Proofpoint's suggested ways Azure AD Sync, AD Sync, SMTP Discovery or import using a .csv files.
  • Create filter policies and/or approve/block sender list items.
  • Enable Outbound Relaying by selecting Microsoft 365 in Managed Hosted Services tab.

Microsoft 365 Configuration

  • Bypass Spam Filtering in Microsoft 365 from the IP addresses listed in this link Proofpoint IP addresses. Do not enforce this rule for now.
  • Optional step is to bypass SafeLinks from Microsoft 365. This configuration needs to bypass URL rewriting and URL scanning from Microsoft 365.
  • Create an Inbound Connector only to allow emails from IP addresses listed in this link Proofpoint IP addresses. Do not enable connector for now.
  • Create an Outbound Connector to route emails through Proofpoint’s Smarthosts listed in this link Proofpoint Smarthosts depending on your location. Do not enable connector for now.

As soon as all the above are configured, a time and date should be agreed in order to make the switchover in the Mailflow.

Cutting Over Mailflow

  • Enable Relay on Proofpoint. Once the domain is turned on, you will need to wait for Proofpoint MTAs to be updated. This occurs every half-hour. You should not proceed to the next step until you have waited for this change to be applied.
  • Update domain’s MX records as shown in the following link Proofpoint MX Records.
  • Verify MX records have been updated.
  • Enable Inbound Connector in Microsoft 365.
  • Enable Outbound Connector in Microsoft 365.
  • Enable Bypass Spam Filtering rule in Microsoft 365.
  • Verify Inbound Mailflow.
  • Verify outbound Mailflow.


IBSCY Ltd as a Proofpoint Partner in Cyprus can help you acquire and achieve the above-mentioned products and services by configuring, implementing, and monitoring your infrastructure.

In conclusion, following these steps will help you successfully enable Proofpoint Essentials Email Security integrated with Microsoft 365. By following this guide, you'll be well-prepared to tackle the switch with confidence. Good luck!

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