In a professional environment, accuracy matters. It builds trust, fosters good communication, and can even boost efficiency. One simple area where this plays out is your job title, especially displayed in your email client. This blog post will guide you on how to change a job title in Microsoft Outlook, a crucial skill in an ever-evolving workplace.
When it comes to changing the job title or other contact information in Outlook, you need to ask two questions:
- Are you considering changing your Outlook signature’s job title and other information?
- Do you want to change the job title in the address book where other business users usually see it in the address book or when they click your contact details?
Both aspects are entirely different. In this guide, we will discuss both options.
Change Job Title in Outlook Signature
So, you’ve got a new job title – congratulations! Along with updating your job title in Outlook, don’t forget to tweak your email signature to match your new role. It’s a small detail, but it makes a big difference in maintaining a professional image. Here’s how you do it:
- In Outlook, click on File > Options > Mail.
- Next, head over to Signatures.
- Choose the signature you want to update, and add your new job title.
- Once done, hit Save, and you’re all set.
It’s as simple as that!
Also, you can access the signature options in Outlook while composing a new email or replying to an existing email.
Click ‘Signature’ and ‘Signatures’ to edit/update your job title.
Now, if you’re more of an Outlook web user, here’s the scoop on updating your job title in the signature:
- Open your browser and go to Outlook Web.
- Sign in with your credentials.
- Click on the Settings gear icon at the top right.
- Navigate to Mail > Compaose and reply > Email signature.
- Here, you can update or add your new job title in the signature.
While the steps mentioned earlier generally apply to most versions of Outlook, there can be slight variations depending on the version you’re using. For instance, in Outlook 2013 or 2016, updating your job title slightly differs in terms of the options and layout. I recommend checking the specific instructions for your Outlook version on Microsoft’s support website or contacting your IT department for guidance.
Now, let’s explore the steps in updating your job title or any other personal information on the global address book or Office 365 portal that displays your details to other Office365-connected services like MS Teams.
Preparation – How to Change Job Title in Outlook
Changing your job title in Outlook typically requires the necessary permissions. If you’re not an administrator in your organization’s Microsoft 365 setup, you may need to request these permissions from your IT department.
A Bit More on Profile Information
Your Outlook profile is part of a bigger picture in Microsoft 365. So, when you update your job title in Outlook, consider updating your profile in other Microsoft apps. You can access your profile card in any Office app, which redirects you to Delve. Here, you can add a bit about yourself, your skills, hobbies, and, of course, update your job title.
Remember, these changes sometimes need the green light from your IT department. So, if you’re stuck, they’re the ones to call.
If you’re an independent professional using Outlook, please make sure you’re logged into your account and have your login details handy. Let’s move on to the process for each platform.
Outlook for Desktop
- Open Outlook on your desktop.
- Click on “File” in the top left corner.
- Select “Office Account” or “Account Settings” from the dropdown.
- Under the “User Information” section, find your current job title.
- Click on the “Update” or “Edit” button next to it.
- Enter your new job title in the provided field.
- Click “Save” or “Update” to save the changes.
If you don’t find the above options, click either ‘About me’ or ‘Manage Account’; this will open the Office 365 portal in the web browser. Log in with the proper credentials and update your job title and other details if you have permission.
The below steps for iPhone and Android mainly depend on the version of Outlook and the email account type you have. If your emails are hosted on the enterprise or business email server and Office 365 account, you will not get the option to update your profile or job title.
For the IT Admins Out There
If you’re an admin like me and need to update job titles in your organization, you’ll likely be working through Azure Active Directory. If you have a Hybrid AD Sync setup, you need to update the job title in the local Active Directory users and computers. You can manually run AD-Sync to update the changes to Azure AD.
By the way, the Azure AD has been renamed to Micoroft Entra ID now.
If you have a cloud-only account, you can update your or other users’ job titles directly in the Azure web portal.
Here’s a quick guide:
- Visit the Azure Portal.
- Log in and head over to Azure Active Directory.
- Select Users and then choose the user whose job title you need to update.
- Click on Edit properties, then navigate to the Job Information tab.
- Update the job title and hit Save.
That’s how you keep everyone’s job titles up to date!
You can follow the steps below to update your job profile from iOS or Android smartphones.
Outlook for iPhone
- Open the Outlook app on your iPhone.
- Tap on the Home icon at the bottom of the screen.
- Tap on your profile picture or initials in the top left corner.
- Under the “Account Information” or “Profile” section, tap on your current job title.
- Tap on the “Edit” or “Change” button next to it.
- Enter your new job title.
- Tap “Done” or “Save” to confirm the changes.
Outlook for Android
- Open the Outlook app on your Android device.
- Tap the three horizontal lines or the hamburger icon at the top left corner.
- Tap on your profile picture or initials.
- Under the “Account” or “Profile” section, tap on your current job title.
- Tap on the pencil icon or “Edit” button next to it.
- You can just enter your new job title.
- Tap “Done” or “Save” to confirm the changes.
Alternatively, you can change your job title in the Outlook signature of your iPhone or Android.
Common Mistakes and How to Avoid Them
- Permission Errors: If you can’t edit your job title, you might not have the necessary permissions. Contact your IT department or Microsoft 365 admin.
- Syncing Delays: Changes might not appear immediately due to syncing delays. Give it some time, or try restarting your Outlook app.
- Incorrect Details: Always double-check the new job title for spelling errors or incorrect information before saving the changes.
Having an accurate job title in your email interactions is a small yet significant aspect of professionalism. This comprehensive guide walks you through changing your job title in Microsoft Outlook for Desktop, iPhone, and Android platforms. Please ensure you have the necessary permissions and that your login details are handy.