Where to find your display name setting in Outlook

Your display name is what appears in the "From" line when you send an email and what other people see when you send them a message. In Outlook, you change it through your account settings, not through a menu labeled "Name." The exact path depends on which version of Outlook you use — the web version (Outlook.com or Outlook on the web), the desktop process for Windows or Mac, or Outlook mobile.

The quickest route for most people is Outlook on the web. Log in to your account, click your profile picture or initials in the top right corner, select "View account," then click "Personal info" on the left side. You'll see your name field there. For the desktop process, the path is different and involves your account settings rather than a profile menu.

Key Takeaways

  • Your display name is what shows in the "From" line of your emails and is separate from your email address itself.
  • In Outlook on the web, go to your profile picture, select "View account," then "Personal info" to edit your name.
  • In Outlook desktop (Windows or Mac), open File, then Account Settings, then double-click your email account to find the name field.
  • Changes to your display name take effect when ready for new emails but may take a few minutes to show in your mailbox.
  • If you use a work or school account, your administrator may have locked the name field, and you'll need to contact them to make changes.

Changing your name in Outlook on the web

Open Outlook.com or your organization's Outlook on the web portal in a browser. In the top right corner, click your profile picture or the circle with your initials. A menu will drop down with several options.

Click "View account." You'll be taken to your Microsoft account page. On the left side, click "Personal info." You'll see a section labeled "Name" with your current first and last name displayed. Click "Edit name" (or the pencil icon next to your name) to open the edit field. Type your new first and last name, then click "Save."

The change takes effect when ready for emails you send going forward. If you're using a work or school account through your organization, the name field may be grayed out or locked. This means your administrator controls it, and you'll need to contact your IT department or help desk to request a change.

Changing your name in Outlook desktop for Windows

Open Outlook on your computer. Click the "File" menu in the top left corner (or press Alt+F if the menu bar is hidden). From the File menu, click "Account Settings," then click "Account Settings" again from the submenu that appears.

A dialog box will open showing all your email accounts. Find the account whose name you want to change and double-click it. A new window will open with your account details. Look for a field labeled "User Name" or "Your Name" near the top. This is your display name. Click in that field, clear the current text, and type your new name. Click "Next," then "Finish" to save the change.

If you don't see a "User Name" field, or if it's grayed out, your account may be managed by your organization. Contact your IT support team — they control the name setting for work or school accounts.

Changing your name in Outlook desktop for Mac

Open Outlook on your Mac. Click "Outlook" in the menu bar at the top of the screen, then select "Preferences." A preferences window will open. Click "Accounts" (it may be labeled "Email Accounts").

Select the email account whose name you want to change from the list on the left. On the right side, look for a field labeled "Display Name" or "Your Name." Click in that field and type your new name. Close the preferences window — Outlook saves the change automatically.

For work or school accounts on Mac, the display name field may be locked by your organization's administrator. If you can't edit it, reach out to your IT department.

Changing your name in Outlook mobile

On an iPhone or Android phone, open the Outlook app and tap the menu icon (three horizontal lines) in the bottom right corner. Tap "Settings," then tap the email account you want to change. Scroll down and look for "Display Name" or "Your Name."

Tap that field, clear the current text, and type your new name. Tap "Save" or "Done" to confirm. The change syncs to your account within a few minutes. If the field is locked or unavailable, your organization's administrator has restricted changes, and you'll need to contact them.

What happens after you change your display name

Once you save your new display name, it appears when ready on any new emails you send. People who receive your message will see the new name in the "From" line. However, old emails you sent before the change will still show your previous name — Outlook doesn't retroactively update the display name on past messages.

If you're using multiple email accounts in Outlook, each account has its own display name. Make sure you're editing the correct account, especially if you have both personal and work email set up. You can have different display names for each account.

Troubleshooting: when you can't change your name

If the name field is grayed out, locked, or missing entirely, your account is likely managed by your organization (a company, school, or government agency). These accounts often have restrictions that prevent users from changing their own display name. Contact your IT department, help desk, or administrator and request a name change. They can make the change on their end, and it will sync to your Outlook account.

If you're using a personal Microsoft account and the field still won't edit, try signing out of Outlook completely and signing back in. Sometimes a cached session prevents changes from taking effect. If that doesn't work, try making the change through Outlook on the web instead of the desktop app — the web version is often more reliable for account settings.

Frequently Asked Questions

Will changing my display name affect my email address?

No. Your email address (the part before the @ symbol) stays the same. Your display name is only what appears in the "From" line of your emails. People still send messages to your email address as usual.

Can I use special characters or emojis in my display name?

Outlook allows most letters, numbers, spaces, and common punctuation marks. Emojis and some special characters may not work or may display differently on other people's devices. Stick to standard characters for the best compatibility.

How long does it take for the name change to show up?

Changes appear when ready in new emails you send. If you're using Outlook on multiple devices, it may take a few minutes for the change to sync across all of them. If you don't see the change after 10 minutes, try signing out and signing back in.

Can I change my display name back to what it was before?

Yes. Follow the same steps you used to change it the first time and type your previous name. There's no limit to how many times you can change your display name.

What if my organization won't let me change my name?

Some organizations lock the display name field for security or compliance reasons. If you need a different name displayed, explain your situation to your IT department or manager — they may be able to unlock it or make the change for you if there's a legitimate reason.