Account Management

PennO365 offers 4 different kinds of account types (user, shared, room, equipment). Within the user type, there are 3 options for software licenses.

 See this page for a breakdown.

Several steps are needed to create an email account for someone prior to the actual start date.

1. The local PennKey Administrator adds the new member to PennCommunity with an eligible affiliation.
2. The new person (or proxy) completes the PennKey registration process.
3. The LSP adds the account to their UsersFunction group via ARS.
4. The LSP enables the mailbox via ARS.

IMPORTANT: Changes to accounts take approximately 30 minutes to fully propogate.

Microsoft may block an email account that seemed to be sending a large volume of email marked as spam or engaging in other suspicious behavior.  To unblock the account:

1. Change the user's PennKey password. If not already enrolled, encourage the user to enroll in Two-step Verification to better protect their PennKey.
2. Change the user's Windows and/or Mac login password(s).
3. Check the user's mailbox for any unauthorized mailbox forwarding rules.
4. Do a malware scan of the local computer(s) used by this user.
5. After completing the above 5 steps, submit a request to ISC Client Care, help@isc.upenn.edu, to have the account unblocked.

If an account loses any of the criteria needed for it to be PennO365-eligible, it is flagged for deprovisioning. The account will still be functional but will show up in deprovisioning reports.

After 60 days, it will be deprovisioned.   At that time, it is inaccessible and will not receive new mail.

After 30 more days, the account is permanently deleted and cannot be retrieved.

Sometimes a person separates from the University but the department needs for their email account to continue to function.  See this page for special considerations related to mail access and retention, and contentious separations.

1. Give the person an appropriate affiliation in PennCommunity.
2. Wait for 15-20 minutes for the PennCommunity information to sync with PennO365 and for autoprovisioning to complete.
3. Add the account to your school/center's UsersFunctional group if the autoprovisioning did not allow you to manage the account.
4. Use ARS to mailbox enable the person as usual.
5. Wait for up to an hour for all stages of mailbox enablement and licensing to complete.

If you want the contents of the old mailbox to be attached to the newly reinstated account, you must reinstate the account within 30 days of deprovisioning.

When the Deceased Flag is added to an account in PennCommunity, PennCommunity inactivates all affiliations causing the account to be flagged for deprovisioning.

During the standard 60-day grace period that follows, the LSP can administer the account as normal. Many of the same considerations will exist as with standard user separation accounts. However, at the end of 60 days, the account will be deleted and unrecoverable. (This is unlike standard accounts that will still be able to be recovered for 30 more days.)

To prevent the account from being deleted, LSPs can request an extension to the account by submitting a ticket requesting a deceased override. This will preserve the account for 6 months (unless a different time frame is specified in the request). During this time, sign-ins to the account will be blocked, but the LSP will be able to manage the account and assign delegates to retrieve needed data. At the end of 6 months or the requested time frame, the account will be deleted and not recoverable.