Change Shared Mailbox Display Name

Logan Jul 18, 2026

Changing the display name of a shared mailbox in Microsoft 365 or Outlook is a straightforward process but it's a task that's often overlooked as it's not something you typically do in your personal mailbox. However, for shared mailboxes, it's crucial to ensure the display name is accurate and professional for better communication and organization.

40 House Number Ideas To Enhance Your Curb Appeal
40 House Number Ideas To Enhance Your Curb Appeal

A shared mailbox's display name often defaults to the aliases or email addresses associated with it, which may not always be ideal. So, let's dive into how you can change and customize the display name to enhance clarity and professionalism.

a wooden clock with numbers on it and a plant growing out of the top shelf
a wooden clock with numbers on it and a plant growing out of the top shelf

Understanding Shared Mailbox Display Names

A shared mailbox's display name is what recipients see when they receive an email from that mailbox. It's displayed in the 'From' field of the email and is different from the email address itself. Understanding this distinction is crucial before you start changing the display name.

a white shelf with many drawers and a no name sign above it
a white shelf with many drawers and a no name sign above it

You can change the display name regardless of whether you're using the mailbox for a team, a specific role, or a department. However, changing the display name won't affect the email address or any other settings of the mailbox.

How to Change the Display Name in Outlook on the Web

a wooden mailbox with numbers on it in front of a tree and grass area
a wooden mailbox with numbers on it in front of a tree and grass area

If you're using Outlook on the web, you can change the shared mailbox's display name with these simple steps:

  1. Sign in to Outlook on the web.
    Note: You need to be an admin or a user with sufficient permissions to change display names.
  2. Locate the shared mailbox. You can do this by clicking on 'Open shared mailbox' from the left-hand side of the page.
  3. Click on the gear icon (settings) at the top right corner of the page, then select 'Options'.
  4. You'll see the current display name under 'User Information'. Click on the 'Edit' button next to it.
  5. Type the new display name and then click 'Save'. The changes will take effect almost immediately.

How to Change the Display Name in the Exchange Admin Center

a white and black box with numbers on it in front of some rocks, plants and trees
a white and black box with numbers on it in front of some rocks, plants and trees

If you're an Exchange admin, you can change the display name through the Exchange Admin Center. Here's how:

  1. Sign in to the Exchange Admin Center.
    Note: You need to be an Exchange admin to perform this task.
  2. Navigate to 'Recipients' and then click on 'Shared mailboxes'.
  3. Select the shared mailbox you want to change the display name for, and click 'Edit'.
  4. Under 'Mailbox features', you'll see 'Display name'. Click the 'Edit' button next to it.
  5. Type the new display name and then click 'Save'.

Best Practices for Changing Shared Mailbox Display Names

a mailbox that has been placed on the side of a brick wall with a sign reading hello again have a good day
a mailbox that has been placed on the side of a brick wall with a sign reading hello again have a good day

Now that you know how to change display names, let's look at some best practices to keep in mind:

Keep it Professional

Personalized Mailbox Decal with Family Name & Address, Waterproof Vinyl Decal
Personalized Mailbox Decal with Family Name & Address, Waterproof Vinyl Decal
the student math boxes are filled with different numbers
the student math boxes are filled with different numbers
Custom Mailbox Address Decal, Personalized Last Name Street Address Sticker, Mail Box Vinyl Decals, Exterior Home Decoration
Custom Mailbox Address Decal, Personalized Last Name Street Address Sticker, Mail Box Vinyl Decals, Exterior Home Decoration
Individuelle Briefkastenadressen Heidi
Individuelle Briefkastenadressen Heidi
two mailboxes sitting on top of a wooden post
two mailboxes sitting on top of a wooden post
three mailboxes sitting on top of a wooden bench in the middle of a park
three mailboxes sitting on top of a wooden bench in the middle of a park
a mailbox is attached to a post by a sign
a mailbox is attached to a post by a sign
there are many mailboxes on the wall in this room and one is open
there are many mailboxes on the wall in this room and one is open
the mailbox is open and ready to be delivered
the mailbox is open and ready to be delivered

Even if the shared mailbox is for a casual team or department, the display name should always be professional. Avoid using nicknames, inside jokes, or overly informal language.

Be Clear and Concise

A good display name should tell recipients exactly who or what they're communicating with. It should be clear and concise, without unnecessary information or.empty spaces.

For instance, 'Human Resources Department' is clearer than 'HR' or 'Human Resource'. However, 'HR Department' might be sufficient if your team is already familiar with the term 'HR'.

Use Standard Capitalization

Microsoft Outlook doesn't allow all-uppercase or all-lowercase display names. So, stick to a standard capitalization style for consistency and readability. For example, use 'Project Management' instead of 'project management' or 'PROJECT MANAGEMENT'.

Remember, changing a shared mailbox's display name is a simple process that can significantly improve communication and organization. So, don't hesitate to make the necessary changes to suit your team's or organization's needs.