To modify an existing user's username or display name within your Microsoft 365 environment, you, as an administrator, can easily achieve this through the Microsoft 365 admin center. This process allows you to update how a user's identity appears across various Microsoft 365 services and applications.
Understanding User Identity in Office 365
In Microsoft 365, each user has a unique username (often their primary email address) and a display name. While the username is crucial for login and internal identification, the display name is what typically appears in email clients, shared documents, and other user interfaces. Changing these details is an administrative task, distinct from an individual user switching between different login accounts.
Step-by-Step Guide to Changing a User's Username or Display Name
Follow these straightforward steps to update user details in the Microsoft 365 admin center, as outlined in the reference provided on 04-Sept-2024:
Accessing the Admin Center and User Management
- Navigate to the Microsoft 365 Admin Center: Begin by logging into your Microsoft 365 account with administrative credentials. The admin center serves as your central hub for managing all aspects of your organization's Microsoft 365 services.
- Select Active Users: From the admin center dashboard, locate and select Users, then choose Active users. This section lists all active user accounts within your organization.
Modifying User Details
- Choose the User: From the comprehensive list of active users, select the specific user whose username or display name you wish to modify. Clicking on their name will open a panel with their user details.
- Manage Username and Email: Within the user's details panel, look for and select the option to Manage username and email. This action allows you to access and modify the core identification elements of the user's account.
- Edit the Username: Select the edit icon (often represented by a pencil) next to the username you intend to change. This will enable you to input the new desired username for the user.
- Update Display Name: You can also change the display name in this same section. The display name is what other users will see when interacting with this account (e.g., in Outlook or Teams). Once you've made your desired changes, select Done to save.
Important Note: Changing a user's username will affect their login credentials. Ensure the user is informed of this change and the new username they will need to use for future logins. Their primary email address often aligns with their username, so this change may also affect their email identity.
Summary of Steps
For a quick reference, here's a summary of the steps involved in changing a user's username or display name:
| Step No. | Action | Description |
|---|---|---|
| 1 | Access Microsoft 365 Admin Center | Log in with admin credentials. |
| 2 | Navigate to Active Users | Go to Users > Active users. |
| 3 | Select Desired User | Click on the user whose details you want to change. |
| 4 | Choose Manage username and email |
Select this option in the user's details panel. |
| 5 | Edit Username | Click the edit icon next to the current username and enter the new one. |
| 6 | Update Display Name & Save | Modify the display name if needed, then click Done to confirm changes. |
Practical Insights
- Administrator Permissions: Only users with the appropriate administrative roles (e.g., Global Administrator, User Administrator) can perform these actions in the Microsoft 365 admin center.
- Impact on Services: Changing a user's username can affect their access to various Microsoft 365 services, especially if applications are configured to use the old username for authentication. It's crucial to communicate these changes to the user.
- Synchronization: If you have Azure AD Connect synchronizing your on-premises Active Directory with Azure AD, you'll need to manage these changes in your on-premises AD, and they will then sync to Microsoft 365. Do not make direct changes in the Microsoft 365 admin center for synchronized users, as they will be overwritten by the next sync cycle.
This process ensures that your user directory remains accurate and up-to-date, reflecting any changes in user identity within your organization.
