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How to Rename a User in Office 365: Step by Step Guide

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Published By Aldrich Calvin
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Published On May 31st, 2024
Summary: If you have a query about how to rename a user in Office 365, this context is for you. In Office 365, renaming a user might be a simple process, but it's important to follow the right methods. Therefore, keeping your Office 365 users list valid and organized is necessary for efficient management. Administrators have the right to do the same so that the information they share goes to valid users without glitches. 

The renaming process will take place when the employees leave the organization, the company’s name changes or there are any role adjustments. This guide provides a simple, step-by-step process for renaming a user, making it easy for administrators to handle the task easily. Renaming a user in Office 365 means updating their display name, email address, and any other relevant information. Therefore, each user has a unique username or ID in the user list so that you can easily find and recognize them.

Before starting the topic i.e. how to rename a user in Office 365 let’s go through why the user needs renaming in Office 365.

Reasons for Renaming a User in Office 365 

There are several necessary reasons for renaming a user in Office 365. some of the highlighted reasons are brief below. 

  • Name of employee Changes – There are several reasons such as marriage, divorce, or personal preference employees change their name. therefore the employee wants to rename in office too so that all communication will be managed accurately.
  • Promotion or Role Change – One of the reasons for renaming is role change or promotion to a higher authority within the organization. For instance, if someone is promoted from a junior to a senior position, you might update their name to reflect this change.
  • Correction in name – There might be some typing errors in the user’s name that need correction. So the correction in the name is important for smooth communication.
  • Reconization by Standardization – Every Organization follows some naming conventions for their email addresses and display names. Renaming users helps maintain these standards and makes it easier to find and contact others.
  • Rebranding – If the company name changes due to somehow, the employee email address is also renamed.

Note: There are many other reasons including acquisition, compliances, adding new brands, and many more due to which renaming of the employees will take place in Microsoft Office 365. 

Read more about : Best Practices for Migrating to Office 365 

How to Rename a User in Office 365? 

Step 1. First, Open the web browser and visit admin.microsoft.com.  
Step 2. Make login by using your admin account credentials IDs.
Step 3. Navigate to “Users” in the left-hand pane and Select Active Users.
Note: You can make use of the search bar to find the user to rename.
Step 4. After selecting the user, proceed to change their display name and email address.

To change the Display Name you need to follow the steps mentioned below,

  1. Click on the user’s name to open their details and select the Edit option.
  2. Now, enter the new display name
  3. Click on the Save option.

To change the Username / Email Address  you need to follow the steps mentioned below, 

  1. Within the same window, click Edit next to the Username / Email field.
  2. Enter the new username.
  3. Select the domain from the dropdown menu.
  4. Click on the Save option.

Now update the email aliases If the user has any aliases added.

The steps to update it are as follows,

  1. Within the same window, Scroll down to the Aliases section.
  2. Select any option to add or remove aliases. 
  3. Click on Save Changes.

After making these changes in username, display name, and email address you need to inform the user about the same. Additionally, confirm the changes by again login and testing email delivery too. Just you need to follow the above steps to resolve the query How to rename a user in Office 365. Now let us talk about the Prerequisites required for the renaming.

Prerequisites for Renaming a User in Office 365 

  • Admin Access – Make sure you have administrative permissions to make changes to user accounts. However, you need to be a Global Administrator in the Microsoft 365 Admin Center.
  • Communication with the User – Inform the user about changes, such as a new username, and email address for updating their login credential after the changes are done.
  • Check for Email Aliases – Check whether the email aliases are associated with the user’s account or not.
  • Verify User Role – Ensure that roles in Office 365 are correctly assigned to the user according to their role.
  • Check for the Licence – Look at whether the license of the user is active or not.  

Therefore proper planning is required for the Renaming a User in Office 365. Additionally, you need to take a backup of the data for security purposes while renaming any account. 

Learn more about how to export contacts from Office 365

Bringing it All Together

In this blog, we are dealing with how to rename a user in Office 365. Renaming a user in Microsoft 365 is essential for maintaining clear and professional communication within your organization. By following a well-structured approach, including careful preparation, and backing up the data with the user you can follow the process of execution of the renaming process, administrators can minimize disruptions and ensure smooth operations. Key steps include backing up important data, updating email aliases, and verifying access and services after renaming. Implementing these best practices ensures a seamless transition, promotes an organized and efficient Office 365 environment, and supports the evolving needs of your organization.

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