How To Change Name On Outlook : Changing Your Display Name Settings

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Updating your display name in Outlook ensures colleagues see the correct identity in your emails and meetings. If you are wondering how to change name on outlook, the process is simpler than you might think, whether you use the desktop app, web version, or mobile device.

Your display name appears in the “From” field of every email you send. It also shows up in calendar invites and contact lists. Keeping it accurate prevents confusion and maintains a professional image.

This guide walks you through every method to update your name in Outlook. We cover Outlook for Microsoft 365, Outlook on the web, Outlook for Mac, and the mobile app. No technical skills needed.

Why Your Display Name Matters In Outlook

Your display name is the first thing recipients see when they get an email from you. If it shows an old name, a nickname you no longer use, or a typo, it can create misunderstandings.

Common reasons to change your name include:

  • Marriage or divorce
  • Legal name change
  • Preferring a professional name
  • Correcting a misspelling
  • Updating from a nickname to a full name

Unlike your email address, your display name is not tied to your account credentials. You can change it without affecting your login or password.

How To Change Name On Outlook

This section covers the main methods for updating your display name. The steps vary slightly depending on which version of Outlook you use. Follow the section that matches your setup.

Change Name In Outlook For Microsoft 365 (Desktop App)

This is the classic Outlook application installed on Windows computers. It is part of Microsoft 365 subscriptions.

  1. Open Outlook on your computer.
  2. Click File in the top-left corner.
  3. Select Account Settings from the dropdown menu.
  4. Click Account Settings again in the submenu.
  5. In the window that opens, select your email account from the list.
  6. Click Change above the list.
  7. In the “Your Name” field, type your new display name.
  8. Click Next, then Finish.
  9. Restart Outlook for the change to take effect.

Your new name will appear in all outgoing emails from this account. It may take a few minutes to sync across Microsoft servers.

Change Name In Outlook On The Web (Outlook.com)

If you use Outlook through a browser, such as Outlook.com or your work’s web portal, the process is different.

  1. Go to Outlook.com and sign in.
  2. Click the gear icon (Settings) in the top-right corner.
  3. Select View all Outlook settings at the bottom of the panel.
  4. Click Mail, then Compose and reply.
  5. Under “Message format,” find the Display name field.
  6. Type your new name.
  7. Click Save at the top of the page.

Changes are immediate. Your next email will show the updated name.

Change Name In Outlook For Mac

Mac users have a slightly different interface. Here is how to update your name.

  1. Open Outlook for Mac.
  2. Click Tools in the menu bar.
  3. Select Accounts.
  4. Choose your email account from the left sidebar.
  5. Click the Account Settings tab.
  6. In the “Display name” field, enter your new name.
  7. Close the window. Changes save automatically.

You may need to restart Outlook for the change to appear in all places.

Change Name In Outlook Mobile App (IOS And Android)

The mobile app does not have a direct setting to change your display name. Instead, you must update it through your account settings on the web.

  1. Open a browser on your phone.
  2. Go to Outlook.com and sign in.
  3. Follow the steps for Outlook on the web above.
  4. After saving, close the browser.
  5. Open the Outlook app. Pull down to refresh your inbox.

The change syncs automatically. Your name will update in the app within a few minutes.

Change Name In Outlook For Exchange Or Work Accounts

If you use Outlook with a company or school Exchange account, you might not be able to change your name yourself. Your organization controls these settings.

In that case, contact your IT administrator or HR department. They can update your display name in the Exchange admin center or Azure Active Directory.

Some organizations allow you to change your name in Outlook Web App (OWA). Try the steps for Outlook on the web first. If the option is missing, you need admin help.

What If The Change Does Not Appear?

Sometimes the name update does not show immediately. Here are common fixes:

  • Restart Outlook completely.
  • Clear the Outlook cache. On Windows, close Outlook and delete files in %localappdata%\Microsoft\Outlook\RoamCache.
  • Wait 15-30 minutes for server sync.
  • Check if you changed the name for the correct account if you have multiple.
  • Verify the change in Outlook on the web to confirm it saved.

How To Change Name In Outlook For Multiple Accounts

If you have several email accounts in Outlook, you must change each one separately. The steps are the same for each account.

  1. Open Account Settings as described above.
  2. Select the first account and click Change.
  3. Update the display name.
  4. Repeat for each additional account.

Each account can have a different display name. For example, you might use your full name for work and a nickname for personal email.

Change Name In Outlook For Shared Mailboxes

Shared mailboxes are used by teams. Changing the display name for a shared mailbox requires admin access.

  1. Open the Exchange admin center.
  2. Go to Recipients > Shared mailboxes.
  3. Select the shared mailbox.
  4. Edit the display name field.
  5. Save changes.

Users who have the shared mailbox added to their Outlook will see the updated name after syncing.

How To Change Your Name In Outlook Contacts

Changing your display name does not automatically update your contact card in other people’s address books. To update your contact information globally, you need to modify your Microsoft 365 profile.

  1. Go to the Microsoft 365 admin center (if you have access).
  2. Click Users > Active users.
  3. Select your account.
  4. Click Manage contact information.
  5. Update your display name.
  6. Save changes.

This updates your name across all Microsoft services, including Teams, SharePoint, and Exchange.

Common Mistakes When Changing Name In Outlook

Avoid these errors to ensure a smooth update:

  • Changing the email address instead of the display name. Do not touch the email address field unless you are changing your actual email.
  • Forgetting to save. Always click Save or Next before closing the settings window.
  • Using special characters. Stick to letters, spaces, and periods. Avoid symbols like @, #, or !.
  • Not restarting Outlook. Some changes require a restart to take effect.
  • Changing the wrong account. Double-check which account you are editing if you have multiple.

How To Change Name In Outlook For Windows 10 Mail App

The Windows 10 Mail app is different from the full Outlook desktop app. If you use the Mail app, follow these steps:

  1. Open the Mail app.
  2. Click the gear icon in the bottom-left corner.
  3. Select Manage Accounts.
  4. Choose your email account.
  5. Click Change mailbox sync settings.
  6. Update the “Your name” field.
  7. Click Done.

The Mail app syncs with your email provider. Changes may take a few minutes.

How To Change Name In Outlook For IMAP And POP Accounts

If you use Outlook with a non-Microsoft email account (like Gmail or Yahoo), the display name is stored locally. Changing it only affects emails sent from that Outlook installation.

  1. Open Account Settings.
  2. Select the IMAP or POP account.
  3. Click Change.
  4. Update the “Your Name” field.
  5. Click Next and Finish.

For these accounts, the change does not sync to other devices. You must repeat the process on each computer where you use Outlook.

How To Change Your Name In Outlook For Mac With Exchange

Mac users with Exchange accounts can update their name directly in the account settings.

  1. Open Outlook for Mac.
  2. Go to Tools > Accounts.
  3. Select your Exchange account.
  4. Click the Account Settings tab.
  5. Edit the “Display name” field.
  6. Close the window.

If the field is grayed out, your organization controls it. Contact your IT team.

Frequently Asked Questions (FAQ)

How Do I Change My Display Name In Outlook Without Changing My Email Address?

You change only the display name field in account settings. Your email address remains the same. Follow the steps for your version of Outlook above.

Why Does My Old Name Still Show In Sent Emails?

This usually happens because the change did not sync. Restart Outlook, clear the cache, or wait a few hours. If it persists, check that you saved the change correctly.

Can I Change My Name In Outlook For A Shared Mailbox?

Yes, but you need admin access to the Exchange admin center. Regular users cannot modify shared mailbox display names.

Does Changing My Name In Outlook Affect My Microsoft Account?

No. The display name in Outlook is separate from your Microsoft account profile. To change your Microsoft account name, go to account.microsoft.com.

How Often Can I Change My Name In Outlook?

There is no limit. You can change it as often as you need. However, frequent changes may confuse recipients.

Final Tips For A Smooth Name Change

Always double-check the spelling of your new name before saving. Once saved, send a test email to yourself to confirm the change.

If you use Outlook with multiple devices, update the name on each device if you use IMAP or POP accounts. For Exchange and Microsoft 365 accounts, one change covers all devices.

Remember that your display name is not the same as your email signature. You may also need to update your signature separately.

By following this guide, you now know exactly how to change name on outlook for any version. No more outdated or incorrect names in your emails.