Office Support / Office 365 Admin / Users and passwords

Add users individually to Office 365 - Admin Help

The people on your team each need a user account before they can sign in and access Office 365. 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 users will have an Office 365 license, logon credentials, and an Office 365 mailbox.

Watch a short video that explains the how to add users.

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To add a user account

  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 user 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 user. However, if you want to create a different initial password for the user, 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 user will need to change it within 90 days. However, if you want the user 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 user signs into 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 user'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 user 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 users to Office 365, you need to tell them about their Office 365 sign in information. Use your normal process for communicating new passwords, and tell your user about the Office 365 Learning Center. The Learning Center has short guides to help everyone get up and running quickly, including how to set up their new Office 365 mailbox with Outlook.

Next steps

  1. (Optional) Assign admin roles. After you've created accounts for your users, depending on the size of your organization, you might want to assign several people admin roles so that they have admin privileges. This will allow them to reset user passwords for other people, among other things.

  2. (Optional) Migrate email and contacts to Office 365 for business. You can copy or import email, contacts, and calendar information from other accounts into your user's Office 365 for business account.

  3. (Optional) 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.

How to add more user accounts

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

  • 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.

  • Get more licenses. If you don't have any licenses available, you can buy more licenses, remove licenses from existing users who no longer need them, or delete user accounts that are no longer needed to free up licenses. See Assign or remove a license.

Applies To: Office 365 Admin

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