M365 User Management Guide

M365 User Management Guide


Login: Sign in to the Microsoft 365 Admin Center using admin credentials.  admin.cloud.microsoft.com

Add User: Navigate to Users → Active Users and click Add a user.



Enter Details: First Name, Last Name, Display Name, Username, and Domain.



Set Password:

  • Auto-generate or set manually
  • Must be 8–256 characters with at least three: uppercase, lowercase, numbers, symbols
  • (Optional) Require change at first sign-in



Assign License:

  • Assign required license
  • Set Usage Location (mandatory)
  • User can also be created without license and assigned later





Profile Info (Optional): Add job title, department, contact info




 

 

 

Review & Create: Review details → Click Create user



Credentials: Note password (Show) and share securely




 

Change Username/Email id

Go to Users → Active Users → Select user → Manage Username



Update the username (email ID) and select the appropriate domain (if required).

Click Save changes.












 

 


Go to Users → Active Users

Select the user
→ Manage Contact Information

Update the required fields such as:

Display Name, First Name / Last Name, Contact Information

Click Save changes




If you want to Block the access of that user from Signing-in further - Click on Block Sign-in.
Blocking sign-in in Microsoft 365 preserves all user data (Exchange Online, OneDrive, Teams) while restricting access, making it fully reversible; shared file ownership remains intact, and the license must remain assigned to retain the data.
Deleting a user initiates a 30-day retention period after which data is permanently deleted, and shared files may lose ownership, potentially impacting access and business continuity.




You can Unblock it again in future by clicking at Unblock Sign-in




 

 

 

 

 

 

 

 

 

Delete User

If you Don’t want that user and Its data then, you first have to unassigned the attached license of that user and then Click on Delete User.










 

 

 

 

 

You can restore the deleted user within 30 days from deletion, and you must assign the license to that user to access it’s data


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