Change your display name in Outlook settings

To change the name that appears when you send emails in Outlook, go to File > Account Settings > Account Settings again (you'll see it listed twice). Find your email account in the list, select it, and click Change. In the window that opens, the User Information section shows your current name. Type your new name in the field labeled Your Name, then click OK and Close.

The change takes effect when ready for new emails you compose. Emails you've already sent will still show the old name, but anyone who receives your future messages will see the new one. If you use Outlook on the web instead of the desktop version, the process is different—you'll need to change it through your Microsoft account settings rather than Outlook itself.

Key Takeaways

  • Desktop Outlook users change their display name through File > Account Settings > Change, then edit the Your Name field.
  • The new name appears on emails you send from that moment forward, but does not change the name on emails already sent.
  • Outlook on the web requires you to change your name in your Microsoft account settings, not in the Outlook interface itself.
  • If you have multiple email accounts set up in Outlook, you must change the name for each account separately.
  • The change syncs across all devices where you use the same Microsoft account, though it may take a few minutes to appear everywhere.

Changing your name in Outlook on the web

If you use Outlook through a web browser rather than the desktop process, the display name lives in your Microsoft account, not in Outlook itself. Sign in to your Microsoft account at account.microsoft.com, then select Your info from the left menu. Look for the section showing your name and click Edit name. Type your first and last name in the fields provided, then click Save.

This change applies to your entire Microsoft account, so it will affect not just Outlook but also OneDrive, Teams, and any other Microsoft services you use. The new name usually appears in Outlook on the web within a few minutes, though it can occasionally take longer to sync across all your devices.

What happens if you have multiple email accounts

Outlook often lets you add more than one email account to the same process. If you have set up multiple accounts—perhaps a work email and a personal one—you need to change the display name for each account separately. Go through the File > Account Settings process for each account you want to update, because Outlook treats them as independent.

This is useful if you want your work email to show your full professional name but your personal account to show a nickname. Each account maintains its own display name, and Outlook will use whichever name matches the account you're sending from.

Syncing across devices and Outlook versions

When you change your display name in Outlook on your computer, the change syncs to Outlook on your phone and tablet if they all use the same Microsoft account. However, the sync is not when ready—it typically takes between five and thirty minutes for the new name to appear everywhere. If you need the change to take effect when ready on a different device, you can manually refresh by signing out and signing back in.

If you use both Outlook on the web and the desktop process, be aware that they pull the display name from different places. The desktop version stores it in your local account settings, while the web version pulls it from your Microsoft account. Changing it in one place does not automatically change it in the other, so you may need to update both if you use both versions regularly.

Common mistakes and how to avoid them

The most common mistake is looking for the name change option in the wrong place. Many people search through Outlook's general settings or preferences, but the display name is specifically in Account Settings under the Change button. If you click on settings and do not see Account Settings, make sure you are in the File menu—it is not in the Tools or Options menus.

Another frequent error is changing your Microsoft account name and expecting it to update in desktop Outlook automatically. Desktop Outlook caches your display name locally, so you may need to restart the process or go through the Account Settings > Change process again for the new name to appear. If you changed your name in your Microsoft account but it is not showing in desktop Outlook after a few minutes, restart Outlook and check again.

If the change button is grayed out

If the Change button appears grayed out or inactive in your Account Settings window, it usually means your account is managed by your organization. Many workplaces use Microsoft 365 or Exchange Server and restrict employees from changing their own display names through Outlook. In this case, you need to contact your IT department or help desk to request the change.

Some organizations allow you to change your display name through a separate portal or admin panel. Ask your IT support team whether they have a self-service option for name changes, or whether you need to submit a formal request. Do not try to work around the restriction by editing registry files or configuration files—this can cause sync problems and may violate your organization's policies.

Frequently Asked Questions

Will changing my display name affect my email address?

No. Your email address (the part before the @ symbol) stays exactly the same. Only the name that appears in the "From" field of your emails changes. Your inbox, contacts, and all your email history remain unchanged.

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

Outlook accepts most letters, numbers, spaces, and common punctuation marks. Emojis and some special characters may not display correctly or may be stripped out by the system. Stick to standard letters, numbers, hyphens, and apostrophes to avoid problems.

How long does it take for the new name to show up in other people's inboxes?

The new name appears when ready on emails you send after making the change. People who receive your emails will see the updated name right away. However, if someone has your old name saved in their contacts, their email client may still display the old name until they update their contact information.

What if I want to change my name back to the original?

Go back through the same File > Account Settings > Change process and type your original name in the Your Name field. There is no limit to how many times you can change it, and Outlook does not keep a history of previous names.

Does changing my display name in Outlook change it in Teams or other Microsoft apps?

If you change your name in the desktop Outlook Account Settings, it affects only Outlook. If you change it in your Microsoft account settings (which web Outlook uses), it changes across all Microsoft services including Teams, OneDrive, and Skype. Check which method you used to know what will be affected.