What you can and cannot change in Outlook

Outlook has two separate name fields: your display name (what people see when you send them mail) and your account name (the part before the @ symbol in your email address). You can change your display name whenever you want. Changing your actual email address is much harder and depends on what kind of account you have.

If you use Outlook.com, Hotmail, or Live.com, your email address itself is locked to your Microsoft account and cannot be changed. If you use Outlook through work or school, your email address is controlled by your organisation's IT department. The steps below cover changing your display name, which works the same way across all Outlook accounts.

Key Takeaways

  • Your display name (what others see) can be changed in account settings, but your email address itself cannot be changed on consumer Outlook accounts.
  • Display name changes take effect when ready in new emails you send, but may take a few hours to show in your Sent folder and in recipients' inboxes.
  • If you need a different email address entirely, you must create a new Outlook account or contact your workplace IT department.
  • Changing your display name does not affect your password, recovery email, or any other account security settings.

Change your display name on Outlook.com or Hotmail

Open Outlook in your web browser and sign in. Click the gear icon in the top right corner, then select View all Outlook settings. In the left sidebar, click Mail, then Sync email. Look for the section labeled Display name and click into the text field.

Type the name you want to appear on your emails. This can be your full name, a nickname, a business name, or anything else. Click Save at the bottom of the page. The change takes effect when ready for new emails you send, though it may take a few hours to appear in your Sent folder and in recipients' inboxes.

Change your display name in the Outlook desktop app

Open Outlook on your computer and go to File in the top menu. Click Account Settings, then Account Settings again from the dropdown. Find your email account in the list and click it once to select it, then click Change.

In the window that opens, look for the field labeled Your Name at the top. Clear the current text and type your new display name. Click Next, then Finish. Restart Outlook to make sure the change takes effect. Like the web version, new emails will show your new name right away, but old emails in your Sent folder will still show the old name.

Change your display name on Outlook mobile apps

Open the Outlook app on your phone or tablet and tap the menu icon (three horizontal lines) in the bottom right corner. Tap Settings, then tap your email account. Tap Change account settings or Account info, depending on your device.

Look for Display name or Your name and tap it. Type your new name and tap Save or Done. The change syncs to your other devices within a few minutes. If you use multiple email accounts in the Outlook app, make sure you are editing the correct account before saving.

What to do if you need a different email address

If changing your display name is not enough and you need a completely different email address, your options depend on your account type. For Outlook.com, Hotmail, or Live.com accounts, you cannot change the email address itself. Your only option is to create a new Outlook account with the address you want.

If you use Outlook through your workplace, school, or organisation, contact your IT department or help desk. They control your email address and can tell you whether it can be changed or whether you need a new account. Do not try to change it yourself — your IT department needs to update it in their system so your email continues to work with all your other work accounts and services.

Why the change might not show up right away

After you change your display name, new emails you send will show the new name when ready. However, emails already in your Sent folder will still show the old name — Outlook does not update past emails. Recipients may also see the old name for a few hours if they have cached your contact information.

If you are sending an important email and want to make sure the new name shows up, send a test email to yourself first. This confirms the change is live. If you are still seeing the old name after 24 hours, sign out of Outlook completely, wait 10 minutes, and sign back in.

Frequently Asked Questions

Does changing my display name affect my password or security?

No. Your display name is only what appears on outgoing emails. Your password, two-factor authentication, recovery email, and all other security settings remain unchanged. You do not need to update anything else in your account.

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. Change each account separately using the steps above, and Outlook will use the correct name for each account when you send mail.

What if I change my display name and then change it back?

You can change your display name as many times as you want. There is no limit, and no record is kept of previous names. Just follow the same steps and enter the name you want.

Will my contacts see the new display name on old emails I sent them?

No. Emails already in their inbox will still show the old name. Only new emails you send after the change will show the new display name. Your contacts will not see the old emails update.

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

Outlook allows most letters, numbers, spaces, and common punctuation marks. Emoji and some special characters may not work or may display differently depending on the recipient's email client. Stick to standard letters, numbers, spaces, hyphens, and apostrophes to avoid problems.