Add a user in Office 365

As the Office 365 Small Business admin, you can create a user account for everyone in your organization who uses Office 365 services. When you add a user, licenses associated with the subscription will be automatically assigned to the user. The user must have the licenses assigned to them so they can use the services that are included with the subscription.

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Quick steps 

Note   These steps apply to Office 365 Small Business, which is no longer available for purchase. If you're using a different Office 365 plan, see Create or edit users in Office 365.

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

  2. In Office 365, select Admin. Or, select the app launcher Office 365 app launcher icon, and then select Admin.

    Office 365 navigation options
  3. Select Users & groups, and then select Add  Add.

    Users and groups add a user

  4. On the Details page, complete the user information. To add optional user information, select the arrow next to Additional details, and then select Next.

  5. On the Settings page, under Assign permissions, select Yes if you want the new user to have admin permissions.

    Note    Admin permissions let a user manage Office 365 settings for your organization. For example, a user with admin permissions can create new users, manage Team sites, add external contacts to your organization's address book, and more. You can also change this setting later. To learn how, see Frequently asked questions later in this article.

  6. Under Set user location, select the user’s work location, and then select Next.

  7. On the Assign licenses page, you have the option of not assigning the subscription licenses at that time. To do this, just clear the check box.

    Note    If you have no licenses available, you can buy another license, remove licenses from an existing user who no longer needs it, or delete a user account that is no longer needed to free up licenses. To learn how, see Frequently asked questions later in this article.

  8. On the Send results in email page, select Send email, type your email address, and then select Create.

    You can enter a total of five email addresses.

  9. Review the information on the Results page, and then select Finish, or you can choose to Create another user.

    Some changes may take time to apply across multiple services.

Frequently asked questions

How can I tell how many licenses I have?

How do I buy more licenses?

How do I assign, reassign, or remove licenses?

Where can I learn more about working with users?

How do I let one user receive email sent to multiple email addresses?

How do I let multiple users read and respond to email sent to one email address?

How do let everyone send email to multiple people in our address book?

How do I add people outside our organization as members of our address book?

Can I assign a user admin permissions later?

How can I tell how many licenses I have?

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

  2. In Office 365, select Admin. Or, select the app launcher Office 365 app launcher icon, and then select Admin.

    Office 365 navigation options
  3. If you see the Getting started pane at the top of the Admin page, choose Hide Getting started experience pane so you can view Manage your organization settings in the full Office 365 Admin page.

  4. Next to Licenses, you can view how many licenses that are available out of the number you have already purchased.

How do I buy more licenses?

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

  2. In Office 365, select Admin. Or, select the app launcher Office 365 app launcher icon, and then select Admin.

    Office 365 navigation options
  3. Choose Licenses (or Manage and purchase licenses) > Subscription name.

  4. On the Subscription details page, choose Change quantity.

  5. Follow the steps in the Change quantity wizard to complete your order.

  6. If you paid for your subscription by credit card, any new licenses that you order are available immediately after you receive an order confirmation. If you’re invoiced for subscription payments, you might have to wait for a credit check.

Not all services are available in all locations. For a list of restrictions, see License restrictions for Office 365.

How do I assign, reassign, or remove licenses?

Go to Assign or remove licenses and Reassign licenses or change your license amount.

Where can I learn more about working with users?

Go to Create or edit users.

How do I let one user receive email sent to multiple email addresses?

To let a single user receive email sent to an email address such as Info@Contoso.com, see Add an email alias to a user account.

How do I let multiple users read and respond to email sent to one email address?

To let multiple users read and respond to email sent to a common email address such as Sales@Contoso.com, see Create and use shared mailboxes.

How do let everyone send email to multiple people in our address book?

To let people inside and outside of your organization send email to multiple people in your address book, see Create and use distribution groups.

How do I add people outside our organization as members of our address book?

To add external customers or other people outside your organization members of your organization’s address book, see Create and use shared contacts.

Can I assign a user admin permissions later?

Yes. You can specify whether a user has admin permissions (that is, permission to help you manage Office 365 for your organization), after you create the user. You do this by editing the user. Go to Assigning admin permissions for more information.

Tip    Return to the Office 365 Small Business setup center.

Applies To: Office 365 Small Business Admin



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