Changing Employee Profile Photos in Microsoft 365

A Way to Keep Your Company’s Brand Consistent

As a marketer, I try to do various things to keep the brand of my company consistent. This could be making sure our website is following our style guide or creating marketing material that at first glance looks like it’s from ThreeWill. Most recently, I began a project of retaking profile photos to have them current and branded properly. To complete this, I decided to go ahead and change every employee’s photo for them within Microsoft 365, in an effort to regulate the process to make sure it gets done correctly.

As the one doing the uploading, I could make sure that the images were to the right dimensions, cropped correctly, etc. The only problem I had was that as a marketer, I don’t have the correct permission to change these for other employees.

In comes Pete Skelly. Pete is the VP of Technology. If you don’t have permission as an administrator for Exchange Online, then reach out to your VP of Technology. In my case, I got permission to have the credentials of an admin for 24 hours. Just enough time to complete my task.

The Process of Changing Employee Profile Photos in Microsoft 365

ThreeWill doesn’t have hundreds of employees, so I didn’t need to do a bulk upload. If you need to do this, check out this resource from CodeTwo: CodeTwo Active Directory Photos.This bulk upload runs a Powershell script for you and allows you to do certain things like downsize photos to 4mb (the size that MS suggests), and upload thousands of photos and have them match up with users (through a naming convention).

If you don’t have thousands of employees and are fine with doing this one-by-one, then follow these instructions:

  1. Find/take the photos and save them on your computer. The photo needs to be smaller than 4 MB and can be a .png, jpg, or .gif file.
  2. Get admin credentials to Exchange Server.
  3. Go to Microsoft 365 admin center, and then open the Exchange admin center.
  4. Click on your profile photo, and then choose Another user.
  5. Select the user you want to update, and then choose OK.
  6. Under Account, choose Edit information.
  7. Click Change on the profile photo.
  8. Browse to the photo you want to upload, select it, and then choose Save at the bottom of the page.

After updating, you should see the photos in multiple places. These include: Outlook, OWA, SharePoint, Skype for Business, OneDrive, Planner, Microsoft 365 Groups, and Teams meetings.

Locking out Users from Changing their Photos

If you are concerned with users changing their profile photos to something else after, you can also lock that option for them. To restrict the permission, as an administrator, follow the instructions on this page: Locking photos or restricting permissions to change Microsoft 365 profile photo.


Austin RyanChanging Employee Profile Photos in Microsoft 365

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