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How to create and manage users in Microsoft 365 (Office 365)?

After ordering your Microsoft 365 (Office 365) package with the necessary licenses, you have to make sure that your collaborators can get started with their license. For this purpose, you will have to create ‘users’. In this article, we will go deeper into how you can do this, and how you can assign licenses and roles.

IN THIS ARTICLE:

Creating a new user in Microsoft 365

  1. Go to the admin center: https://admin.microsoft.com
  2. Go to “Users” > “Active Users”, and select “Add User”
  3. In the “Basic information” panel, enter the following information:
    • “Name”: First name, last name, nickname, user name
    • “Domain”: .onmicrosoft.com is filled in automatically here. If you already linked your own domain name, then choose your own domain name. You can also read: Linking your domain name to your Microsoft 365.
    • “Password settings”: You can decide to either have the system automatically generate a password or to create the password yourself and send it to the user. Optionally, check the option “Require this user to change the password when logging in for the first time”
    • Click “Next” to proceed
  4. In the “Assign product licenses” panel:
  5. In the “Optional Settings” panel:
    • determine whether this user is also granted admin rights. Be careful: give a user only the permissions he needs! You can also read: Managing user roles and licenses.
    • Enter the required profile information
  6. In the “Check and complete” panel

    Tip: Do you have multiple users with the same function / roles / rights? If so, you can use the option “Save these user settings as a template”

  1. Click “Close” to finish.

Adding multiple users at once in Microsoft 365

Each member of your team needs a user account before he or she can log in and access Microsoft Office services. If you have a large number of users, to whom you want to grant the same kind of license, you can add those users in bulk from an Excel spreadsheet or any other file you have saved in CSV (comma separated values) format.

Here is how you do it:

  1. Log in to your admin module: https://admin.microsoft.com
  2. In the admin center, select “Users” > “Active users”
  3. Select “Add multiple users”
  4. Create a .csv file

    Tip: On the “Create and upload a file” panel, you can optionally download an example of a .CSV file, in which you can enter your data. Your spreadsheet must have exactly the same column headers as the example (User Name, First Name, etc.). For each user, enter the values for user name (jack@mycompany.com) and a screen name (Jack Johnson).

  5. Click “Browse” to find the CSV file on your computer.
  6. Select your file and click “Check”. If there is a problem with the file, this will be shown in the panel. A log file will also be created, which you can download if you wish.
  7. In the “Set user options” panel:
    • determine the login status for all users
    • determine the type of license to be assigned to all of these users.
  8. In the “Display Results” panel:
    • Choose whether the result should be sent to yourself or to the users (the passwords will then be sent in plain text).
    • You can see the number of users that have been created, and if you need to purchase additional licenses for some of these new users.
  9. You are done: your users can now start using the Microsoft 365 services!

Managing users in Microsoft 36

Your Microsoft 365 admin account also allows you to manage the users you have created. Have you, apart from yourself, not yet created any users? Then, you should first read the instructions provided in our articles about Creating users in Microsoft 365 or Adding multiple users at once in Microsoft 365.

Here is how you can manage your users:

  1. Log in to your admin module: https://admin.microsoft.com
  2. Click the “Manage” panel
  3. Go to “Users” > “Active users”.
  4. Select a user, and then select one of the options from the drop-down menu:
    • Reset password
    • Manage product licenses
    • Manage roles
    • Export users
    • Manage e-mail aliases
    • Edit user name
    • Manage groups
    • Manage contact details
    • Edit login status

 

Updated on 26 August 2020

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