Profile cards in Office 365

When you click someone’s name or picture in Outlook or other Office apps and services, you can find information related to them on their profile card. To see a profile card in Outlook mobile, tap a person's picture. To see the profile card in other apps, hover or click the person's photo or name. The profile card is also sometimes referred to as contact card or people card. Here's an example of the card in Outlook on the web:

Profile card in Outlook on the web - expanded view

The profile card may look different depending on which app you're in. You can click a section title on the card (Contact, Organization, Files…) to see more information. Here's an example of the larger profile card in Outlook on the web:

Profile card in Outlook on he web

Your profile card

When people click your name or picture (for example, in Outlook) they see your:

  • Profile picture

  • Contact information

  • Organizational info, such as who your manager is, or if you have any people reporting to you directly

  • People you collaborate with

  • Recent email between you and the person looking at your profile

  • Upcoming events that you and the person looking at your profile have in common (Outlook mobile only)

  • Recent files you’ve shared in OneDrive for Business, SharePoint Online, or Outlook on the web with the person looking at your profile

  • LinkedIn information

  1. Open your profile card and select Update your profile.

  2. Click the camera icon next to your profile picture.

    Depending on your setup the next steps may vary slightly:

    If you see the Edit details page:

    • Click  Change your photo. You may have to sign in to your work or school account.

    • Click Change your photo, and then choose a file to upload.

    • Save and close to go back to your profile.

    If you see the Change your profile photo window:

    • Click Change your photo, and then choose a file to upload.

    • If you want to reposition the photo, click inside the circle and drag the pointer. To zoom in or out, use the slider below the photo

    • Click Set as profile photo and then Close.

  1. Open your profile card and select Update your profile.

  2. Update your information. For example, write a few words about yourself in the About me box, add projects you've worked on, skills and expertise, schools, and hobbies.

    The profile information you can change has a pencil icon Click the pencil to change the information next to it. Click the pencil to edit.

  3. The information that's shared with everyone has a globe icon The globe shows that everyone can see the information next to it. For some details, you can click the globe icon and choose Only you can see this to keep the information private.

Others will only see documents they already have access to in Office 365. Only you can see your private documents on your profile unless you decide to share them.

On your profile card, your shared documents have a ‘people’ icon Profile card shared icon next to them. You will see the icon next to documents that you have created or modified and that others have access to.

Some information in your profile, such as your name or title, may be collected from other systems that your IT or human resources department control. If you want to update those details, contact the relevant department or your admin. For more information, see Who should I contact if I need to change my information in Office 365?

How to use the profile card

When you click a person’s picture or name, you can see their profile card and contact information. You can call, email, or send an instant message directly from the card. Click the Contact section to see if the person has added more details. If you have also added the person as a contact, any additional information you have added manually (for example, Notes) will show in the Contact section.

In Outlook for desktop, you can see the person's online status (Busy, Away...) in the Contact section. Their next available time (according to their Outlook calendar) will also show.

In the Organization section you can see who a person reports to and if they have any reports. In Outlook on the web and Outlook mobile you can also see some of the people the person works with. Organization information is only available if you organization has set up an organization directory.

The people you see under 'Works with' are people the person collaborates with. Who you see is based on public communication in your organization, like common groups, distribution lists, shared Outlook calendar events, and reporting structure.

In the Files section you'll see most recent documents the person has shared with you.

In the Email section you can get back to recent email messages between you and the person. You'll find email messages on profile cards in Outlook mobile and Outlook on the web.

If you have a release that includes LinkedIn information, you can click the LinkedIn icon or header to see a person's LinkedIn profile information. You have to connect your work or school account with your LinkedIn account to see LinkedIn profile information. See LinkedIn information.

Profile cards in Outlook mobile include an Events section. Scroll down on anyone's card to see upcoming Outlook calendar events you have in common. When looking at your own card, you'll see all your upcoming events.

  1. On a person's profile card, select the 'more actions' menu located on the upper right More options

    Note: In the Outlook mobile app, scroll down to the bottom of the card.

  2. Select Add to contacts. The person is automatically added to your contacts.

    Note: On Outlook mobile you can edit some fields and you must select Done to save the contact.

Frequently Asked Questions

The people you see under 'Works with' are people the person collaborates with. Who you see is based on public communication in your organization, like common groups, distribution lists, shared Outlook calendar events, and reporting structure.

Profile cards are available throughout Office 365 apps and services. For example:

  • Cortana

  • Dynamics 365 for Talent

  • Office 2016 apps

  • OneDrive for Business

  • Office.com

  • Outlook mobile for Android and iOS

  • Outlook on the web

  • SharePoint for iOS

  • SharePoint Online

For admins

The table below shows how Azure Active Directory profile information displays on profile cards in Microsoft apps and services:

Azure Active Directory user profile information

Header/field on profile card

Name

Name

User name

Email, chat

Job title

Job title

Department

Department

Manager

Manager

Office

Office location

Office phone

Phone

Mobile phone

Mobile phone

See Also

Share files or folders in Office 365

Video: Share documents in Office 365

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