Office Support / Office 365 Admin / Users and passwords

Add users individually to Office 365 - Admin Help

Thanks to customer feedback this article was updated March 23, 2016.

The people on your team each need a user account before they can sign in and access Office 365 for business. The easiest way to add user accounts is to add them one at a time in the Office 365 admin center. At the end of this process, your team members will have an Office 365 license, logon credentials, and an Office 365 mailbox.

Which version of the admin center do you see?

Illustration of the Office 365 Admin Center. Find out more about the Office 365 admin center

If you see this, follow the steps:

Add a user account in the O365 Admin center

Illustration of the Office 365 Preview Admin Center. Find out more about the Office 365 Preview admin center

If you see this, follow the steps:

Add a user account in the Admin center preview

Tip: We're still working on the admin center preview. You can switch back to the classic admin center if a setting or task you need is not yet available in the preview.

Add a user account in the Office 365 admin center preview

  1. Sign in to Office 365 with your work or school account.

  2. Go to the Office 365 admin center.

  3. On the Home page, choose Add a user.

    On the Admin center preview home page, choose Add a user
  4. Type the user's name and choose the appropriate domain. For example, if the user's name is Jakob, and his domain is contoso.com, he'll sign in to Office 365 by typing jakob@contoso.com.

    The user name and domain will be the user's Office 365 user ID.

  5. To enter optional contact information for this person, such as mobile phone and address, expand the Contact information section, and enter the info.

    Expand the Contact information section to enter optional info such as mobile phone and address.

  6. In the Password section, the default is for Office 365 to autogenerate a new temporary password for the person. However, if you want to create a different initial password for the person, choose Let me create the password and then type a strong password twice that meets the guidelines shown in the following figure.

    Shows the password requirements if you decide to create an initial password for the user.

    Since the initial password is always temporary, the person will need to change it within 90 days. However, if you want the person to change the password when they first sign on to Office 365, choose Make this user change their password when they first sign in. When the person signs into https://portal.office.com for the first time, they will be prompted to change their password.

  7. Because you are the admin, you'll get a copy of the user's temporary password. If you want the this new Office 365 user to get a copy of this email, in the Enter the new password to the following recipients box, be sure to enter an email address that the person currently has access to. Don't send the email to their new Office 365 email address because they won't be able to get it.

  8. If you want to assign the user admin privileges, expand the Roles section and choose Global admin. The person will be able to buy more licenses, reset passwords, and do everything else an admin can do in the Office 365 admin center.

    Expand Roles if you want to assign the user admin rights.

  9. Expand the Product licenses section to see the licenses that are assigned to this person. And, you can further expand the license to see all the services included in the license. You can turn off specific services if you don't want to use them in your business.

    Expand the license section to see which Office 365 services are included in the license.

  10. Choose Save. You'll see a confirmation that the user account and password was created.

  11. Everyone who you designated to get an email notification will get an email from Microsoft Online Services Team. It will look like this:

    You'll get an email from Microsoft Online Services Team.

    The email will contain the person's Office 365 user ID and password so they can sign in to Office 365. It will look something like this:

    You'll receive an email similar to this one with the new user's name and password.

  12. After you've added people to Office 365, you need to tell them about their Office 365 sign in information. Use your normal process for communicating new passwords.

Add a user account in the Office 365 admin center

  1. Sign in to Office 365 with your work or school account.

  2. Go to the Office 365 admin center.

  3. Choose Users > Active Users. Choose Add icon as shown in the following figure.

    Click the plus sign on the dashboard

    If your UI looks different than the above image, you might have the Office 365 Small Business plan. See these instructions.

    Then the Create a new user account page is displayed, as shown in the following figure.

    An image of the create a new user account page
  4. On the Create new user account page, enter a display name and a user name. The user name is what the person will use to sign in to Office 365.

  5. If you have more than one domain, be sure to select the right one for the person in the drop down, as shown in the following figure.

    Select a domain from the drop down box.

  6. By default, Office 365 autogenerates a new temporary password for the person. However, if you want to create a different initial password for the person, choose Type password and then type a strong password twice that meets the guidelines shown in the following figure.

    Shows the password requirements if you type a password

    Since the initial password is always temporary, the person will need to change it within 90 days. However, if you want the person to change the password when they first sign on to Office 365, choose Make this user change their password with Outlook Web App on next login. When the person signs into https://portal.office.com for the first time, they will be prompted to change their password.

  7. In the Email password to the following recipients box, type the email addresses of the people who you want to get a copy of this person's account information.

    If you want the this new Office 365 user to get a copy of this email, be sure to enter an email address that the person currently has access to. Don't send the email to their new Office 365 email address because they won't be able to get it.

    By default your email address is added because you're the admin, but you can remove it if you want. You can enter up to 5 email addresses separated by semi-colons, as shown in the following figure.

    Shows how to enter more than one email address separated by semi-colon

  8. (Optional) If you don't have enough licenses to assign this new user a license, you will see the option to Buy a license, as shown in the following figure.

    Buy more licenses

    If you choose Buy a license, another instance of the Office 365 admin portal opens for you to make your purchase. After you buy more licenses, close that instance of the Office 365 admin portal, and start the process of adding a new account from the beginning.

  9. Choose Create to create the account.

    At this point, an email from the Microsoft Online Services Team is sent to the email addresses you specified.

    The email title from the Microsoft Online Services Team

    The content of the email will look similar to what's shown in the following figure.

    A sample email that has Office 365 account and logon information

  10. After you've added people to Office 365, you need to tell them about their Office 365 sign in information. Use your normal process for communicating new passwords.

Video: Manage users in the Office 365 admin center preview

Your browser does not support video. Install Microsoft Silverlight, Adobe Flash Player, or Internet Explorer 9.

Video: Add users in the Office 365 admin center

Your browser does not support video. Install Microsoft Silverlight, Adobe Flash Player, or Internet Explorer 9.

How to add more user accounts

  • Add several users at the same time. You can use a spreadsheet to add people in bulk to Office 365.

  • Do you want to add users on the go? Use your mobile device. Add a user on the go using the Office 365 admin mobile app. Enter your mobile device number and we’ll text the app to you or you can get it from your mobile device’s store.

  • Explore other ways to add users to Office 365. If you are an experienced IT Pro, you might want to automate the creation of Office 365 accounts with Windows PowerShell, or create Office 365 account during an email migration from Exchange.

Next steps

  1. Now that this person has an account, they need to install Office on their PC or Mac. Each person on your team can install Office 365 on up to 5 PCs or Macs.

  2. Each person can also install the Office mobile apps on up to 5 tablets and 5 phones, such as iPhones, iPads, and Android phones and tablets. This way they can edit Office files from their phones or tablets.

    See Set up Office 365 for business for an end-to-end list of the setup steps.

  3. Add your user photo to Office 365. As the admin, you can't add user photos to Office 365 on behalf of others. However, you can ask them to add their photo, and it will appear in the Office 365 admin center on the Active Users page so you can see it (it may take a while for it to percolate through the system before appearing).

    Ask your users to add their photos so you can see them in the admin console.

Leave us a comment

Were these steps helpful? If so, please let us know at the bottom of this topic. If they weren't, and you're having trouble adding another person to your subscription, let us know. We'll double-check these steps.



Was this information helpful?

How can we improve it?

How can we improve it?

To protect your privacy, please do not include contact information in your feedback. Review our privacy policy.

Thank you for your feedback!