Where to Find Your Display Name Setting

Your display name in Outlook is the text that appears next to your email address when you send a message. To change it, open Outlook and go to File in the top left corner. Click Account Settings, then select Account Settings again from the dropdown menu. A window will open showing your email accounts.

Find the email account you want to change in the list and click it once to select it. Then click the Change button. This opens a dialog where you can edit your name as it appears to other people when they receive your emails.

The exact location varies slightly depending on whether you use Outlook on Windows, Mac, or the web version. Web-based Outlook (Outlook.com or Outlook on the web) stores this setting in a different place, which we cover in a separate section below.

Key Takeaways

  • Your display name is what recipients see in the "From" field of your emails, and it is separate from your actual email address.
  • In desktop Outlook, change your name through File > Account Settings > Account Settings > select account > Change.
  • In Outlook on the web, go to Settings > View all Outlook settings > Mail > Compose and reply to change your display name.
  • After you change your name, it may take a few minutes to appear in new emails you send, and old emails will still show the old name.
  • You can have different display names for different email accounts if you have multiple accounts set up in Outlook.

Changing Your Name in Outlook on Windows

Open Outlook and click File at the top left. In the left sidebar, click Account Settings, then click Account Settings again in the dropdown that appears. You will see a list of all your email accounts.

Select the account whose name you want to change and click the Change button. A window titled "Change Account" will open. Look for the field labeled Your Name at the top. Delete the current text and type the name you want to appear on your outgoing emails. Click Next, then Finish to save the change.

Outlook will sync this change with your email server. The new name should appear on emails you send within a few minutes, though the change may not be when ready. If you send an email before the change fully processes, it may still show your old name.

Changing Your Name in Outlook on Mac

In Outlook for Mac, click Outlook in the menu bar at the very top of your screen. Select Preferences from the dropdown. A new window will open with several icons. Click the Accounts icon (it looks like an envelope).

You will see a list of your email accounts on the left side. Click the account you want to change. On the right side, look for the Display Name field. Click in that field, delete the current text, and type your new name. Close the Preferences window — your change is saved automatically.

The new display name will appear on emails you send going forward. Like the Windows version, there may be a short delay before the change takes full effect across all your devices.

Changing Your Name in Outlook on the Web

If you use Outlook.com or access Outlook through a web browser, the process is different. Click the gear icon in the top right corner of your inbox. Select View all Outlook settings from the menu that appears.

In the settings page, click Mail in the left sidebar, then click Compose and reply. Scroll down until you find the Default from address or Display name field. Click in that field and type your new name. Scroll to the bottom of the page and click Save.

Your new display name will appear on emails you send from the web version of Outlook. If you also use Outlook on your desktop or phone, the change may take a few hours to sync across all your devices.

What Happens After You Change Your Name

Once you change your display name, it applies only to new emails you send going forward. Any emails you sent before the change will still show your old name in the recipient's inbox — you cannot retroactively change the name on past messages.

If you have multiple email accounts in Outlook, each account can have its own display name. When you send an email, Outlook will use the display name that matches whichever account you sent from. This is useful if you use one account for work and another for personal messages.

The change syncs to your email server, so your new display name will appear the same way whether someone receives your email on their phone, computer, or web browser. However, if you use Outlook on multiple devices, it may take several minutes for the change to sync across all of them.

Common Mistakes to Avoid

Do not confuse your display name with your email address. Changing your display name does not change your email address itself — only the text that appears next to it. If you need to change your actual email address, that requires a different process through your email provider.

Another common mistake is changing the name in the wrong place. Some people try to change it in their email signature settings, but that only affects the signature block at the bottom of emails, not the "From" field. The display name setting we described above is what controls the "From" field.

If you have a work email account through your employer, you may not be able to change your display name — your IT department may have locked this setting. If the Change button is grayed out or missing, contact your IT support to see if they can make the change for you.

Troubleshooting If Your Name Did Not Change

If you changed your display name but old emails still show the old name, that is normal. Outlook cannot change the name on emails that have already been sent. Only new emails will show your updated name.

If new emails are still showing your old name after waiting 15 minutes, try closing Outlook completely and opening it again. This forces Outlook to refresh and sync with your email server. If you are using Outlook on the web, try clearing your browser cache or opening Outlook in a private browsing window.

If the Change button is not available in Account Settings, your email account may be read-only or managed by your organization. Some work accounts do not allow users to change their own display names. In that case, contact your email administrator or IT support.

Frequently Asked Questions

Can I have different display names for different email accounts?

Yes. If you have multiple email accounts set up in Outlook, each one can have its own display name. When you send an email, Outlook uses the display name that matches the account you sent from. Change each account's name separately through the Account Settings menu.

Will changing my display name affect my email address?

No. Your display name and your email address are separate. Changing the display name only changes what appears next to your email address when you send messages. Your actual email address stays the same, and people can still reach you at the same address.

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

Usually a few minutes. Outlook syncs the change to your email server right away, but it may take a short time to appear on all your devices if you use Outlook on multiple phones or computers. If it has been more than 15 minutes, try closing and reopening Outlook.

Can I change the display name on emails I already sent?

No. Once an email is sent, you cannot change the display name that appears on it. The new display name only appears on emails you send after you make the change. Old emails in your recipient's inbox will continue to show your previous name.

What if I do not see the Change button in Account Settings?

If the Change button is grayed out or missing, your email account may be managed by your workplace or organization, and they may have restricted who can change the display name. Contact your IT department or email administrator to request the change.