When an Office 365 user’s email address is marked as invalid, it can affect communication and collaboration. Due to this, effectively & productivity of the organization are affected. This problem may arise due to various reasons including incorrect email address formatting and so on. Therefore, organizations must fix these issues as soon as possible.
Moreover, invalid Office 365 user email addresses can cause to missing of any important email and delay the project timelines. Understanding the main cause of the invalid email is essential to fixing the issue.
Errors Due to Invalid Office 365 User Email Addresses
When you enter your email address the validation starts. If there’s a mistake, the envelope icon will turn red. Therefore, you can hover over the icon to see why the address isn’t valid.
For validating the emails the crawler looks for the following errors mentioned below.
- Syntax error – An email address that does not contain a username and an email domain.
- Disposable domain – An email address containing a recognized disposable domain.
- Out-of-date email addresses – An expired subscription plan that is unable to send or receive emails.
- Emails that return errors – An address that is unable to receive messages for some reason.
In the upcoming sections, we will discuss the common causes of invalid Office 365 user email addresses.
Why Office 365 User Email Address is Marked as Invalid?
There are many possible reasons why an Office 365 user email address is marked as invalid. let’s figure out them.
- Restrictions to the Policies – Organizations make use of policies that stop email delivery. If an email address is marked as invalid, maybe any specific policies cause this issue. In this case, you need to reach out to your IT administrator to discuss the problem and fix the problem. However, it might be possible that recipients have the same problem and then ask the recipient’s admin to look at the configuration.
- Use of Proofpoint Essentials – Proofpoint Essentials is a cybersecurity suite used to protect email from various threats. It is a cybersecurity suite designed specifically for small and medium-sized businesses (SMBs).In addition, it is crucial to manage and secure email communication within Office 365. By using Proofpoint Essentials with Office 365, organizations can benefit from advanced email security features.
- Auto-Completion List in Outlook – Sometimes, using Outlook’s auto-complete list can cause issues with the user’s email. If you have multiple contacts with the same name, ensure that each contact has a valid Office 365 user email address. The suggestions by auto-completion are based on earlier used emails, making it useful for users to quickly select recipients without typing their full email address.
- Accounts are Blocked or Marked as Spam – If your email account is marked as spam, you need to follow these steps.
- Log in to the Exchange Admin Center (EAC) and Navigate to Protection.
- Then select Action Center and search for the blocked user’s SMTP address.
- Now, Click on Unblock Account and confirm the change.
To stop these errors, organizations need to manage and keep monitoring the email and also look at the validity of user email addresses of Microsoft 365. Now, moving toward the solutions to fix the problem where the Office 365 user email address is marked as invalid.
How to Fix Invalid Office 365 User Email Addresses
To fix Office 365 user email address is marked as invalid and send your emails successfully. You can follow the methods mentioned over here.
Method 1. Verify the Format of the Email
You need to make sure that the email address you entered is correctly formatted. Everything is mentioned correctly including the “@” symbol and the accurate domain name. Moreover, Make sure to correct any formatting errors. Additionally, double-check the email address and carefully review the recipient’s email address for misspellings. A single mistake can be a reason for an “invalid” message.
Method 2. Check the User’s Account Status
An administrator can check the user’s account status and mailbox settings in Office 365 and confirm that the user’s account is active and has not been deleted. Or having any issues with their mailbox settings. It depends on the requirement whether to make the account active again or not. However, when the issue is related to the user’s license of Office 365. An admin can verify the user’s license and check whether they have permission to send and receive emails.
Method 3. Clear Outlook Autocomplete
The autocomplete feature is used to give suggestions based on earlier emails entered. Outlook’s autocomplete feature can store outdated or incorrect email addresses also. Therefore you need to clean Outlook autocomplete over a certain period.
The steps to learn how to clear Outlook autocomplete are mentioned below.
Step 1. Log in to your Outlook account with credential IDs and Open a new email.
Step 2. Start typing the name of the receiver in the “To” field.
Step 3. When autocomplete suggestions appear, click on the down arrow next to the “X” symbol.
Step 4. Select the option from the list i.e. “Remove from Autocomplete List.”
Method 4. Contact to IT Department
You’ve verified the email address and cleared autocomplete but are still troubled with the problem that the Office 365 user email address is marked as invalid. Then you need to contact your IT department or the person who manages Office 365 in your organization.
An IT department can check for the domain configuration by reviewing the DNS settings. and also ensure that the domain records are correctly configured within Office 365. Additionally, they can check for any account restrictions such as email sending limits.
Method 5. Export Email Data With the Help of An Automated Tool
Since you have tried all the methods to fix the problem but can’t find out the result. This method will work guaranteed. Make use of an automated professional tool to export your data to move to any other plan or for backup purposes. One of the reliable tools is SysTools Export Software used for the same features.
You can download and purchase it from the buttons given below.
Key highlights of the software are,
- It offers a date and category filter so that crucial data can be exported first.
- This software creates an export report that may be stored in a CSV file format.
- The export tool works with many O365 subscription plans.
- Merges data from Office 365 into files in the PST, EML, MSG, MBOX, or PDF formats.
- Appropriate for usage with the most recent Microsoft Windows OS versions.
By applying these methods, you can fix the issue i.e. Office 365 user email address is marked as invalid, and make smooth email communication.
Final Words
In this article, we will explore some of the common reasons why an Office 365 user email address is marked as invalid and also provide the best solutions to fix this issue. Overall by understanding the causes of error and implementing the solutions, users can get out of this problem. Moreover, it ensures smooth email communication and maintains efficient workflow within the Office 365 environment. In addition, you can make use of professional export tools for backup and to change the services.