How to Change How Your Name Appears in Outlook: 2024 Guide

Changing how your name appears in Outlook is a simple process that involves accessing your account settings and updating your profile information. After following a few quick steps, your new name will be displayed on all outgoing emails.

Step by Step Tutorial on How to Change How Your Name Appears in Outlook

Before diving into the steps, remember that changing your display name in Outlook can help you maintain a professional image or update your contact information if you have had a name change. Now, let’s get started.

Step 1: Open Outlook and Sign In

Sign in to your Outlook account.

Once you’ve signed in, you’ll be on the main Outlook page. From here, you’ll be able to access your account settings where you can change how your name appears.

Step 2: Access the Settings Menu

Click on the gear icon in the top right corner to access the settings menu.

The gear icon is usually located near your profile picture. Clicking on it will open a dropdown menu with various options for customizing your Outlook experience.

Step 3: Click on “View All Outlook Settings”

At the bottom of the settings menu, find and select “View All Outlook Settings.”

This option will take you to a more detailed settings page where you can adjust various aspects of your Outlook account, including your personal information.

Step 4: Go to “Mail” and then “Compose and Reply”

In the settings window, navigate to the “Mail” section and then select “Compose and Reply.”

This section of the settings is where you can adjust how your emails appear to others, including the name that shows up when you send an email.

Step 5: Find the “Email Signature” Section

Under “Compose and Reply,” scroll down to find the “Email Signature” section.

In this section, you can create a signature that will automatically be added to the end of your outgoing emails. This is also where you can change the name that appears in the “From” field on your emails.

Step 6: Edit Your Name and Save Changes

Edit the name field to display your desired name and click “Save” at the top of the page.

Make sure to type your name as you want it to appear in your emails. Once you’re happy with how it looks, don’t forget to save your changes.

After completing these steps, your new name will be reflected in all future emails you send from your Outlook account. If you ever need to update your name again, you can simply repeat this process.

Tips on Changing How Your Name Appears in Outlook

  • Double-check your spelling and formatting before saving your changes to avoid any typos or errors.
  • Remember that changes to your display name may take a few minutes to take effect.
  • If you use Outlook for work, check with your IT department before changing your name to ensure it aligns with company policies.
  • Consider adding your professional title or qualifications next to your name for a more formal email signature.
  • If you have multiple email accounts linked to Outlook, you’ll need to change your display name for each account separately.

Frequently Asked Questions

How often can I change my display name in Outlook?

You can change your display name in Outlook as often as you’d like, but frequent changes might confuse your contacts.

Will changing my name in Outlook affect my email address?

No, changing your display name does not affect your actual email address. Your email address will remain the same.

Can I change my name in Outlook on both the web version and the desktop app?

Yes, you can change your name in Outlook on both the web version and the desktop app, but the steps may differ slightly.

What should I do if I can’t change my name in Outlook?

If you’re unable to change your name in Outlook, you might not have the necessary permissions. Contact your IT department or Microsoft support for assistance.

Will my new name appear on past emails I’ve sent?

No, changing your name will only affect future emails you send. Past emails will retain the name you used at the time they were sent.


  1. Sign in to your Outlook account.
  2. Click on the gear icon to access settings.
  3. Select “View All Outlook Settings.”
  4. Navigate to “Mail” and then “Compose and Reply.”
  5. Scroll to “Email Signature.”
  6. Edit your name and save changes.


Changing how your name appears in Outlook is a straightforward process that can be done in just a few minutes. Whether you’ve recently changed your name or simply want to update how you present yourself professionally, following the step-by-step tutorial above will ensure your emails reflect your preferred display name.

It’s also essential to consider the impact of this change. As a form of personal branding, your email display name can influence how recipients perceive you. So, take a moment to ponder the image you want to project through your emails.

Remember, the way you present yourself in the digital world is just as important as your in-person interactions. So, why not take control of your online identity starting with how your name appears in Outlook? Give it a try and see the difference it can make in your everyday communication.

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