#Manage User Personal Information

To access a user’s personal information page, on the User management > Users page, locate the target user within the corresponding tab, and click the username to open the Personal information page of that specific user. You can update the user’s personal information and perform operations to manage this user.

#Update User Personal Information

On the Personal information page of a user, you can find the tags flagged to the user and risk level of the user if there are security concerns.

User’s personal information is grouped into different tabs. Switch to the desired tab to view details and make updates if required. Click Refresh on a page to update the page for new information.

To change the user photo, click the current user photo in the upper-left corner, upload a new image in the JPG, GIF, or PNG format under 800 KB, and click OK. The recommended dimensions are 72 x 72 pixels. If you upload a GIF, it will be changed to a static image.

Switch among the following tabs to update user personal information:

• Basics – This tab displays basic user properties. To update a user property, locate the field where you want to make updates, and update the value. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under a tab. When ready, you can click Apply changes to apply the updates in batch.

• Risks – This tab displays risk assessment of the user. You can find the following information:

  • Risk analysis – Displays the number of risk actions detected over the last 7 days categorized by security category: network security, configuration security, endpoint security, and identity access.

  • Risky actions – Displays the number of normal actions and the number of risky actions identified within the last 7 days.

  • Risk details – Displays in-depth information on risks. Clicking a specific risk will open the Detailed information window for further insights.

• Functional roles – This tab displays all functional roles within the tenant.

  To add this user to a specific functional role, enable the toggle; to remove this user from a specific functional role, disable the toggle. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

• Mail – This tab displays mail information. You can update mail information. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

  Mailbox permissions – This tab displays users and groups who have permissions for this user’s mailbox.

  To add mailbox permissions, click Add permissions. In the Add permissions window, specify the target user or mail-enabled security group, select one or multiple permissions, and click Save.

  • Full access – Allows a user to open and read/delete emails, manage folders, and act as the mailbox owner. It does not allow sending emails on behalf of the mailbox owner.

  • Send as – Allows a user to send emails as if they were the mailbox.

  • Send on behalf – Allows a user to send emails on behalf of the mailbox owner.

  To edit mailbox permissions, select a record, and click Edit. In the Edit permission window, modify permissions and click Save.

  To remove mailbox permissions, select a record, and click Remove. Click Remove in the confirmation window.

  After adding, editing, or removing mailbox permissions, a process will start. To view the process status, you can go to Process center.

• Mailbox storage – This tab displays mailbox storage information. You can update information. A value changed icon will appear in each updated field.

  There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

• Forwarding and replies – This tab displays information on mail forwarding and replies. You can update information. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

• Calendar permissions – This tab displays users and groups who have permissions for this user’s calendar.

  To add a calendar permission, click Add permission. In the Add permission window, select a calendar, select a permission, and specify the target user, functional role, mail-enabled security group, or guest user, and click Save.

  • None – Gives no access to the calendar.

  • Can edit – Gives editing access to the calendar.

  • Can view when I’m busy – Allows viewing the user’s availability status, such as Busy, Free, or Away.

  • Can view titles and locations – Allows viewing event titles, event locations, and user’s availability status.

  • Can view all details – Gives full read-only access to the calendar.

  • Owner – Gives full control over the calendar.

  To edit a calendar permission, select a record, and click Edit. In the Edit permission window, modify permission and click Save.

  To remove a calendar permission, select a record, and click Remove. Click Remove in the confirmation window.

  After adding, editing, or removing a calendar permission, a process will start. To view the process status, you can go to Process center.

• Distribution groups – This tab displays all distribution groups within the tenant. If the current user does not have Exchange license, this tab will be hidden.

  To add this user to a specific distribution group, enable the toggle; to remove this user from a specific distribution group, disable the toggle. A value changed icon will appear in each updated field.

  There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

  To export distribution groups, click Export. A process will start to export the records. To view the process status, you can go to Process center.

• Security groups – This tab displays all security groups within the tenant.

  To add this user to a specific security group, enable the toggle; to remove this user from a specific security group, disable the toggle. A value changed icon will appear in each updated field.

  There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

  To export security groups, click Export. A process will start to export the records. To view the process status, you can go to Process center

• Directory roles – This tab displays all directory roles within the tenant.

  To add this user to a specific directory role, enable the toggle; to remove this user from a specific directory role, disable the toggle. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

  To export directory roles, click Export. A process will start to export the records. To view the process status, you can go to Process center.

• Shared mailboxes – This tab displays a list of shared mailboxes. Clicking the display name of a shared mailbox will redirect you to the general information page where you can modify the permissions for the shared mailbox. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

  To export shared mailboxes, click Export. A process will start to export the records. To view the process status, you can go to Process center.

  Equipment mailboxes – This tab displays a list of equipment mailboxes. Clicking the display name of an equipment mailbox will redirect you to the general information page where you can modify the permissions for the equipment mailbox. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

  To export equipment mailboxes, click Export. A process will start to export the records. To view the process status, you can go to Process center.

• Room mailboxes – This displays a list of room mailboxes. Clicking the display name of a room mailbox will redirect you to the general information page where you can modify the permissions for the room mailbox. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

  To export room mailboxes, click Export. A process will start to export the records. To view the process status, you can go to Process center.

• Microsoft 365 Groups – This tab displays all Microsoft 365 Groups within the tenant.

  To add this user to a specific Microsoft 365 Group, enable the toggle; to remove this user from a specific Microsoft 365 Group, disable the toggle. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

  To export Microsoft 365 Groups, click Export. A process will start to export the records. To view the process status, you can go to Process center.

• Mail-enabled security groups – This tab displays all mail-enabled security groups within the tenant. If the current user does not have Exchange license, this tab will be hidden.

  To add this user to a specific mail-enabled security group, enable the toggle; to remove this user from a specific mail-enabled security group, disable the toggle. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

  To export mail-enabled security groups, click Export. A process will start to export the records. To view the process status, you can go to Process center.

• Application groups – This tab displays all application groups (security groups) within the tenant.

  To add this user to a specific application group, enable the toggle; to remove this user from a specific application group, disable the toggle. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

  To export application group, click Export. A process will start to export the records. To view the process status, you can go to Process center.

• Azure applications – This tab displays all Azure applications within the tenant.

  To add this user to a specific Azure application, enable the toggle; to remove this user from a specific Azure application, disable the toggle. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

• Devices – This tab displays the laptop devices added for the user. By clicking a device name, you will be redirected to the Device management module to view the device details.

• Portal access roles – This tab displays all portal access roles available in the tenant.

  To add this user as a member of a specific portal access role, enable the toggle; to remove this user from a specific portal access role, disable the toggle. A value changed icon will appear in each updated field.

  There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

• SharePoint – This tab displays all SharePoint sites within the tenant. Clicking a site name will redirect you to a new page where its subsites are displayed.

  To add this user to the site visitors, site members, or site owners group of a subsite, turn on the toggle of the corresponding group; to remove this user from the site visitors, site members, or site owners group of a subsite, turning off the toggle of the corresponding group. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

  To export SharePoint sites, click Export. A process will start to export the records. To view the process status, you can go to Process center.

• Extension Attributes – This tab displays up to 15 custom extension attributes associated with the user. To update an extension attribute, locate the field where you want to make updates, and update the value. A value changed icon will appear in each updated field. There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

• Sign-ins – This tab displays detailed sign-in activities of the user.

  To export sign-in records, click Export. A process will start to export the records. To view the process status, you can go to Process center.

• OneDrive – This tab displays OneDrive information.

• Audit Logs – This tab displays all action records performed to the current user.

#Assign or Unassign Licenses

You can assign licenses to a user or remove licenses from the user.

On the Personal information page of a specific user, switch to the Licenses tab to manage licenses for the user. Licenses within the tenant and their available user seats are displayed.

To assign a license to a user, select the license; to remove a license from the user, deselect the license. A value changed icon will appear in each updated field.

There is a message bar indicating the number of changes under the tab. When ready, you can click Apply changes to apply the updates in batch.

Note the following:

• License assignments will be blocked if no user seats are available and the tenant is not connected to a marketplace.

• If the tenant is connected to a marketplace, license assignment remains available even with zero available units. Selecting a license will automatically create a license request. For detailed instructions on connecting a tenant to a marketplace, refer to Marketplace.

License changes tab displays license changes.

#Expire Password

You can expire a user’s password. To expire a user’s password, on the Personal information page, click the More actions drop-down in the upper-right corner, and select Expirepassword. Click OK in the confirmation message.

This action is available only for the following user types: Local user, Local service account, Local external user, Hybrid user, Hybrid service account, and Hybrid external user.

#Enable Sign-In for a User

If a user has been blocked from signing in, a Sign-in blocked tag will appear next to the user account.

To enable sign-in for a user account, on the Personal information page, click the More actions drop-down in the upper-right corner, select Enable sign-in, and then click OK in the pop-up confirmation window.

#Block a User from Signing In

To block a user account from signing in, on the Personal information page, click the More actions drop-down in the upper-right corner, and select Block sign-in.

In the Block sign-in window, you can choose to remove this user from the assigned groups, functional roles, and licenses if needed, and click Save. Click OK in the pop-up confirmation window.

If a user has been blocked from signing in, a Sign-in blocked tag will appear next to the user account. The user blocked from signing in and accessing the services and data in the Microsoft 365 tenant.

Once a user is blocked from signing in, the Start date and End date properties of the user account will be cleared.

#Schedule Sign-in Block

To schedule sign-in block for a user account, on the Personal information page, click the More actions drop-down in the upper-right corner, and select Schedule sign-in block.

In the Schedule sign-in block window, set a future date when the user account should be blocked from signing in, choose whether to remove this user from the assigned groups, functional roles, and licenses if needed, and click Save. Click OK in the pop-up confirmation window.

If a user has been blocked from signing in, a Sign-in blocked tag will appear next to the user account. The user will be blocked from signing in and accessing the services and data in the Microsoft 365 tenant.

Once a user is blocked from signing in, the Start date and End date properties of the user account will be cleared.

#Schedule License Assignment

To schedule license assignment for a user account, on the Personal information page, click the More actions drop-down in the upper-right corner, and select Schedule license assignment.

In the Schedule license assignment window, set a future date when the license should be assigned, choose the license to be assigned to the user account, and click Apply changes.

Note the following:

• License assignments will be blocked if no user seats are available and the tenant is not connected to a marketplace.

• If the tenant is connected to a marketplace, license assignment remains available even with zero available units. Selecting a license will automatically create a license request. For detailed instructions on connecting a tenant to a marketplace, refer to Marketplace.

#Reset Password

To reset the password of a user, on the Personal information page, click Reset password. In the Reset password window, a new password is randomly generated and displayed. Click Update if you want to use this random password. If you want to set a custom password, turn on the toggle of Use custom password, enter a custom password, and click Update. If you want the user to change the password at their first sign-in, turn on the toggle of Require user to change password at the first sign-in before clicking Update.

#Revoke Cloud Sessions

To revoke cloud sessions of a user, on the Personal information page, click the More actions drop-down in the upper-right corner, select Revoke cloud sessions, and then click OK in the pop-up confirmation window.

#Assign Devices

To assign a laptop device to a user, on the Personal information page, click the More actions drop-down in the upper-right corner, and select Assign devices. In the Assign devices window, select the device from the drop-down list, and click Save.

#Manage MFA Methods

To view and manage multi-factor authentication (MFA) methods of a user, on the Personal information page, click the More actions drop-down in the upper-right corner, and select Manage MFA methods.

Under the Phone tab, you can find the phone number authentication methods available to this user. Click Refresh to update the page with new information.

To add a phone number authentication method to this user, click Add phone authentication. Enter a phone number, select a phone type such as Primary mobile, Alternate mobile (available if primary mobile is set), or Office, and click Save.

Under the Microsoft authenticators tab, you can find the device records of this user using the Microsoft Authenticator app as the sign-in method. Click Refresh to update the page with new information.

To delete a device record, select the device record, and click Delete. There is a message bar indicating the number of changes under the Microsoft authenticators tab. When there are no more changes you want to make, you can click Apply changes to apply the updates in batch.

#Convert User Mailbox to Shared Mailbox

To convert the user mailbox to a shared mailbox, on the Personal information page, click the More actions drop-down in the upper-right corner, and select Convert to Shared mailbox. Click Confirm in the pop-up confirmation message.

#Resend Invitation

To resend invitation to a guest user, on the Personal information page of a guest user, click the More actions drop-down in the upper-right corner, and select Resend invitation. Click OK in the pop-up confirmation message.