Add and edit user profile properties

SharePoint Online user profiles include a default set of user properties that are supplied by the Office 365 directory service. Use the SharePoint admin center to add and edit user profile properties and define profile policies to track key information that is not otherwise available.

Key business needs might encourage you to create new properties that associate users with important business processes. For example, a sales department can create a property for a specific sales role to use to share information with a particular audience or audiences. Custom profile properties can be edited to better suit business needs or they can be deleted when no longer needed.

Important:  User account information can be synchronized only one way—from the Office 365 directory service to SharePoint Online. If you create SharePoint user profile properties they are confined to SharePoint user profiles, and will not be available to any other Office 365 service.

Add a property for a user profile

Follow these steps to create a property for a user profile.

  1. Sign in to Office 365 as a global admin or SharePoint admin.

  2. Select the app launcher icon The icon that looks like a waffle and represents a button click that will reveal multiple application tiles for selection. in the upper-left and choose Admin to open the Office 365 admin center. (If you don't see the Admin tile, you don't have Office 365 administrator permissions in your organization.)

  3. In the left pane, choose Admin centers > SharePoint.

  4. Click user profiles in the left pane.

  5. Under People, choose Manage User Properties.

    Manage User Properties link under Admin user profiles.

  6. Select New Property.

  7. In the Property Settings section, in the Name box, enter a name to be used by the User Profile Service application for the profile property. The name must be unique. (The display name does not have to be unique.)

    Property settings under User Profile in Admin
  8. In the Display Name box, enter the profile property name that will be displayed to all users.

    Note:  If you use multiple languages on your site, you can provide alternate display names for each language by selecting Edit Languages. In the dialog box, select Add Language, select a language from the menu, and then type the display name in the new language. You can add display names for any of the available languages. The display name that appears depends on the language setting of the user who views the property.

  9. In the Type list, select the data type for the property.

    Note:  If you select string (Multi Value), the property will be permanently set as a multi-valued property. You cannot change this setting after you select OK. You can only delete the property and add it again as a new single-value property.

  10. In the Length box, type the maximum number of characters that are allowed for values for this property.

  11. To associate the profile property with a managed metadata term set, select Configure a Term Set to be used for this property, and then select a term set from the list. This option is available only for single-value properties.

  12. If you are creating a user profile property, in the Sub-type of Profile section, select Default User Profile Subtype to associate the default user profile subtype with this user profile property (unless you are using subtypes and you want to scope this to your custom subtype).

  13. In the User Description section, in the Description box, enter the instructions or information that is displayed to users about this profile property.

    Notes: 

    • If you use multiple languages on your site, you can provide alternate display names for each language by selecting Edit Languages. In the dialog box, select Add Language, select a language from the menu, and then type the display name in the new language. You can add display names for any of the available languages. The display name that appears depends on the language setting of the user who views the property.

    • You won't be able to set this unless you set a default language under Language Preferences in the main properties page.

  14. In the Policy Settings section, select the policy setting and default privacy setting that you want for this property. Click the User can override box to enable users to override these settings.

  15. In the Edit Settings section, select whether users can edit values for this property.

  16. In the Display Settings section, specify whether and how the property will be viewed by users.

  17. In the Search Settings section, Click the Alias check box, the Indexed check box, or both, depending on the kinds of searches that you want to be associated with this user profile property.

    Note:  The Alias check box is unavailable unless the Default Privacy Setting is set to “Everyone”. If you mark a property as indexed, a search for values of that property returns that profile. For example, if the telephone number property is indexed, a search of telephone numbers finds the employee with that number. If you mark a property as aliased, the property is a suitable alias for this user. For example, if you search for all documents by John Kane, the result returns documents that were written by johnkane@contoso.com and Jonathan Kane if profile properties are marked with those values as aliases.

  18. Click OK.

Follow these steps to edit a property for a user profile.

  1. Sign in to Office 365 as a global admin or SharePoint admin.

  2. Select the app launcher icon The icon that looks like a waffle and represents a button click that will reveal multiple application tiles for selection. in the upper-left and choose Admin to open the Office 365 admin center. (If you don't see the Admin tile, you don't have Office 365 administrator permissions in your organization.)

  3. In the left pane, choose Admin centers > SharePoint.

  4. Click user profiles in the left pane.

  5. Under People, choose Manage User Properties.

    Manage User Properties link under Admin user profiles.

  6. On the Manage Profile Properties page, in the Property Name column, click the profile property that you want to change, and then click Edit.

  7. Edit the elements you want to change.

    Note:  Some elements of profile properties, such as the Type element, are unavailable because they can't be edited. To define these elements, create a new property. The exception is the Source Data Connection property. It's predefined in SharePoint Online and can't be changed.

  8. When you're done, click OK.

Follow these steps to delete a property for a user profile.

  1. Sign in to Office 365 as a global admin or SharePoint admin.

  2. Select the app launcher icon The icon that looks like a waffle and represents a button click that will reveal multiple application tiles for selection. in the upper-left and choose Admin to open the Office 365 admin center. (If you don't see the Admin tile, you don't have Office 365 administrator permissions in your organization.)

  3. In the left pane, choose Admin centers > SharePoint.

  4. Click user profiles in the left pane.

  5. Under People, choose Manage User Properties.

    Manage User Properties link under Admin user profiles.

  6. In the Property Name column, click the profile property that you want to remove, and then click Delete.

    Note:  If the Delete command is unavailable, the property you're trying to delete is a default property in SharePoint Online and can't be deleted.

  7. In the dialog box, verify that you have selected the correct profile property, and then click OK.

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