Where to Find the Name Setting in Outlook

Your display name in Outlook is the text that appears in the "From" field when you send an email and in your contact card when others look you up. You can change it without affecting your email address or account login. The location depends on which version of Outlook you use — desktop, web, or mobile — but the process takes less than two minutes in any of them.

On the desktop version of Outlook for Windows or Mac, go to File at the top left, then select Account Settings and choose Account Settings again from the dropdown menu. Look for your email account in the list and click it once to highlight it, then click Change. In the window that opens, you will see a field labeled Your Name at the top — this is what others see when you email them.

If you use Outlook on the web (outlook.com or Outlook through Microsoft 365), click the gear icon in the top right corner, then select View all Outlook settings. Go to Mail in the left sidebar, then Compose and reply. The From name field is where you enter the name you want to display.

Key Takeaways

  • Your display name is separate from your email address and does not change your login credentials.
  • Desktop Outlook users find the name setting under File > Account Settings > Change, in the "Your Name" field.
  • Outlook web users access the setting through the gear icon > View all Outlook settings > Mail > Compose and reply > From name.
  • Mobile Outlook apps do not allow you to change your display name; you must use desktop or web versions.
  • Changes take effect when ready for new emails but may take a few minutes to show in your contact card to other users.

Changing Your Name in Desktop Outlook (Windows and Mac)

Open Outlook and click File in the menu bar. On Windows, this is at the top left of the window. On Mac, it is in the menu bar at the very top of your screen. From the File menu, select Account Settings, then click Account Settings

You will see a list of all email accounts connected to your Outlook. Find the account whose name you want to change and click it once to select it. With the account highlighted, click the Change button. A dialog box will open showing your account details. At the top, you will see a field labeled Your Name. Delete the current text and type the name you want to display. Click Next, then Finish to save the change.

The new name will appear in the "From" field of emails you send from that moment forward. If you have multiple email accounts in Outlook, you can set a different display name for each one by repeating these steps for each account.

Changing Your Name in Outlook on the Web

Log into your Outlook account at outlook.com or through your Microsoft 365 portal. In the top right corner of the screen, click the gear icon (it looks like a small cog). A menu will drop down. Select View all Outlook settings — this opens the full settings page in a new tab or window.

On the left side of the settings page, click Mail to expand that section. Under Mail, click Compose and reply. Scroll down until you find the field labeled From name. Click in that field, clear the existing text, and type the name you want to display. Scroll to the bottom of the page and click Save. The change takes effect when ready for new emails.

If you have multiple email addresses or aliases set up in your Outlook account, you may see a dropdown next to "From name" that lets you choose which address the name applies to. Make sure you are editing the name for the correct address before saving.

What Happens When You Change Your Name

When you change your display name, it affects only how your name appears to others — your email address, password, and login information do not change. People who have you saved in their contacts will still reach you at the same email address. Your inbox, sent items, and all your emails remain exactly as they were.

The new name shows up when ready in emails you send after making the change. However, it may take a few minutes to a few hours for your updated contact card to appear when someone looks you up in their Outlook contacts or directory. If someone has you saved under your old name in their phone or contacts app, their device will not automatically update — they would need to manually refresh or re-add you.

If you change your name back and forth frequently, keep in mind that some email systems or filters people have set up might be looking for your old name. For professional accounts, it is usually best to pick a name and stick with it to avoid confusion.

Common Mistakes to Avoid

Do not confuse your display name with your email address. Your email address (the part before the @ symbol) cannot be changed through the display name setting. If you need to change your actual email address, that requires a different process through your account settings or Microsoft support.

On mobile devices, the Outlook app does not have a built-in option to change your display name. If you try to find this setting on your phone or tablet, you will not find it. You must use the desktop version of Outlook or the web version to make this change. After you change it on desktop or web, the new name will appear in the mobile app automatically.

If you have a work or school account through Microsoft 365, your display name might be controlled by your organization's administrator. If you try to change it and the field is grayed out or locked, contact your IT department — they may need to update it for you.

Changing Your Name in Outlook Mobile Apps

The Outlook mobile app for iPhone, iPad, or Android does not include a setting to change your display name directly within the app. If you need to change your name and only have access to your phone, you will need to use the web version instead. Open a web browser on your phone, go to outlook.com, and follow the web instructions above.

Alternatively, if you have access to a computer, make the change there using either the desktop or web version. The change will sync to your mobile app within a few minutes, and your new name will appear in emails you send from your phone going forward.

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. In desktop Outlook, repeat the File > Account Settings > Change process for each account. In Outlook on the web, the "From name" setting may have a dropdown to choose which account it applies to.

Will changing my display name affect my email address or password?

No. Your email address and password remain the same. Only the name that appears in the "From" field of your emails changes. You log in with your email address and password exactly as before.

How long does it take for others to see my new name?

New emails you send will show your new name when ready. However, your updated contact card in other people's Outlook directories may take a few minutes to a few hours to refresh. People who have you saved in their personal contacts will still see the old name unless they manually update it.

What if the display name field is locked or grayed out?

If you have a work or school account, your organization's administrator may control your display name. Contact your IT department or help desk to request a change. For personal Outlook accounts, try signing out and signing back in, or use a different browser if the field remains locked.

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

Outlook accepts most characters, including numbers and punctuation, but some email systems may not display unusual characters correctly. For professional communication, stick to letters, numbers, spaces, and basic punctuation like hyphens or apostrophes to may support your name displays properly for everyone.