Change a User’s Name or Email Address in Microsoft 365

Change a User’s Name or Email Address in Microsoft 365

Managing user information in Microsoft 365 often involves making updates to usernames, email addresses, or display names. Whether it’s a nickname, an alias, or a complete username change, Microsoft 365 provides straightforward options for handling these requests. This guide will explain how to update a user’s information, add an email alias, and change a username while keeping the process smooth and efficient.

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1. Updating User Information

Sometimes, users may want to modify their display name, such as replacing their formal name with a nickname. You can update their information directly in the Microsoft 365 Admin Center.

Steps to Update Display Name:

1. Access the Admin Center:
   Log in to the Microsoft 365 Admin Center and navigate to the Users tab.
2. Select the User:
   Locate and select the user whose information you want to update.
3. Manage Contact Information:
   Choose Manage contact information from the options.
4. Update the Display Name:
   Edit the name fields to reflect the desired nickname or other changes.
5. Save Changes:
   Click Save changes and close the window.

Once updated, the new display name will appear across Microsoft 365, including Outlook, Teams, and SharePoint. This change enhances personalization without affecting the user’s email or login credentials.

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2. Adding an Email Alias

An email alias is an additional email address that routes to the same mailbox as the user’s primary email address. This is useful if a user wants a nickname email address (e.g., nickname@company.com) or a role-based email (e.g., sales@company.com) while retaining their primary email address.

Steps to Add an Email Alias:

1. Select the User:
   In the Admin Center, navigate to the user and select their profile.
2. Manage Username and Email:
   Under the Aliases section, click Manage username and email.
3. Add the Alias:

• Enter the desired alias (e.g., nickname).
• Select the domain (e.g., @company.com).
• Click Add.

1. Save Changes:
   Once the alias is added, save your changes and close the window.

The user can now receive emails at both their primary email address and the new alias. Aliases are particularly helpful for creating non-personal email addresses tied to an individual (e.g., for sales or support roles).

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3. Changing a User’s Username

Changing a username in Microsoft 365 involves updating the user’s primary email address and login credentials. This change requires the user to use new credentials to log in and set up their email accounts again.

Steps to Change a Username:

1. Select the User:
   In the Admin Center, locate and select the user whose username needs to be changed.
2. Manage Username and Email:
   Under the Username and Email section, click Manage username and email.
3. Edit Primary Email Address:

• Under Primary email address and username, select Edit.
• Update the username and email address fields with the desired information.

1. Save Changes:
   Click Done, then Save changes, and close the window.

Once updated:

• Notify the user of the change.
• Inform them to log in with their new username.
• Assist them in reconfiguring their Outlook and other connected apps to reflect the new credentials.

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Important Considerations

User Communication:

• Notify the User:
  Always inform the user when their username or email address changes. Provide clear instructions for logging in with the updated credentials.
• Outlook Configuration:
  Users will need to reconfigure their Outlook profiles to sync their email with the new username.

Permissions and Synchronization:

• Changes to usernames and aliases typically propagate quickly but may take some time to reflect across all Microsoft 365 apps and services.
• If the user has delegated access to others or is part of distribution lists, verify that the updates don’t disrupt workflows.

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Benefits of Managing User Information

Updating user information ensures a professional and personalized experience for employees and external stakeholders. Adding aliases and maintaining accurate usernames contributes to better organization and flexibility in email communication. With Microsoft 365’s intuitive Admin Center, these tasks are manageable for IT administrators, streamlining operations and minimizing disruptions.

By following these steps, you can efficiently handle user requests for changes to their name, email alias, or username while ensuring continuity in their workflow.