Your sent emails show an incorrect or outdated sender name, confusing recipients. This happens because the display name in your email account settings is wrong. You can fix this by updating your name in Outlook’s account settings.
This article explains why the wrong name appears and provides steps to correct it. You will learn how to change the sender name for different account types.
Key Takeaways: Fixing the Sender Name in Outlook
- File > Account Settings > Account Settings: Change the display name for your primary email account in the Account Settings window.
- File > Account Settings > Manage Profiles: Edit the display name for accounts within a specific Outlook profile.
- Outlook on the web (OWA) Settings: Update your display name for Microsoft 365 or Exchange accounts via the web interface.
Why Your Outlook Sender Name Is Incorrect
The sender name, or display name, that appears in the “From” field of your sent emails is stored separately from your email address. Outlook pulls this information from your account configuration. When you set up an email account, you or your administrator entered a name. If that name was typed incorrectly, is a nickname, or has changed, it will continue to be used until you update it.
For corporate Microsoft 365 or Exchange accounts, the display name is often managed by your IT department in the Azure Active Directory or Exchange admin center. However, you can usually override this locally in Outlook for your sent items. For personal accounts like POP3 or IMAP, the name is stored directly in your Outlook profile.
How Outlook Chooses Which Name to Display
Outlook uses a hierarchy to determine the sender name. First, it checks the local account settings within the Outlook application. If a name is defined there, it uses it. For Microsoft 365 accounts, if the local setting is blank, Outlook may then use the name defined in the cloud directory. The issue occurs when the local setting contains old data that overrides the correct cloud setting.
Steps to Update Your Sender Display Name in Outlook
Follow these steps to change the name that appears when you send emails. The primary method works for most account types within the Outlook desktop application.
- Open Account Settings
In Outlook, go to File > Account Settings > Account Settings. This opens the dialog box where you manage all email accounts. - Select Your Email Account
In the Email tab, click to highlight the email account for which you want to change the sender name. Then, click the Change button above the list. - Edit the Display Name
In the Change Account window, find the “Your Name” field. This field controls the sender name. Delete the existing text and type your correct, full name as you want it to appear to recipients. - Save and Test
Click Next. Outlook will test the account settings. Click Finish, then Close. To verify the change, create a new email. The correct name should now appear in the From field. Send a test email to yourself to confirm.
Updating the Name in Your Outlook Profile
If the standard method does not work, you may need to edit the profile directly. Close Outlook. Open the Windows Control Panel and search for “Mail”. Open the Mail (Microsoft Outlook) control panel. Click Show Profiles. Select your profile and click Properties. In the Email tab, select the account and click Change. Update the “Your Name” field here, then click OK through all windows and restart Outlook.
Changing the Name for a Microsoft 365 Account Online
For a Microsoft 365 work or school account, you can also update your display name via Outlook on the web. This change may sync to the desktop app. Sign in to outlook.office.com. Click your profile picture at the top right and select My profile. On your profile page, select Edit profile. Update your Display name and Save. Note that an administrator may restrict this ability.
If the Sender Name Still Shows Incorrectly
Outlook Still Shows the Old Name After Changing It
Close and restart Outlook completely. The change may not take effect until the application reloads. If the problem persists, the name might be cached. Create and send a brand new email to check; do not reply to an old message. The old name might be stuck in the reply chain’s header.
The “Your Name” Field Is Grayed Out or Unavailable
This indicates your account is tightly controlled by an Exchange or Microsoft 365 administrator. You cannot change the display name locally. Contact your IT help desk and request an update to your display name in Azure Active Directory or the Exchange Admin Center.
Different Names Appear When Replying vs. Composing New
This is often due to a corrupt Outlook profile. The fix is to create a new profile. Go to File > Account Settings > Manage Profiles. Click Show Profiles. Add a new profile and set up your email account with the correct name. Set this new profile as the default and restart Outlook.
Account Type and Name Change Methods
| Item | Microsoft 365 / Exchange | POP3/IMAP (Gmail, Yahoo, etc.) |
|---|---|---|
| Primary Change Location | Outlook Desktop (File > Account Settings) or Outlook on the web | Outlook Desktop (File > Account Settings) only |
| Admin Control | Possible; IT can enforce a directory name | No; user has full control |
| Sync Behavior | Local change may be overridden by cloud sync | Change is local to your Outlook profile only |
| Profile Repair Needed | If grayed out or sync conflict occurs | If change does not apply after restart |
You can now ensure your sent emails show the correct sender name. Update the display name via File > Account Settings for immediate effect. If you manage multiple accounts, repeat the process for each one. For a permanent fix on managed accounts, ask your IT department to update your directory name, which will sync across all Microsoft 365 apps.