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 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.

Tip   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 it to you or you can get it from your mobile device’s store.

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Check out this short video that shows you how to add more people to your Office 365 for business subscription.

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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 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 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.

Did you have any problems with these steps? Please help us make them better by leaving comment in the box at the bottom of this article.

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.

How to add more user accounts

Other admin steps you might be interested in

  • Assign admin roles. After you've created accounts for additional team members, 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.

  • 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.

Applies To: Office 365 Admin

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