What to Expect When Changing Usernames in Microsoft 365?
Asked by
TechWhiz42
Hey everyone, I'm in a bit of a tough spot. We're an MSP and I have a client who currently uses [email protected] for their email addresses. They want to standardize this format for about 40 users to [email protected]. I'm not just talking about email here, they want the usernames changed as well. I've done a couple of these changes before, and I've noticed that username changes often lead to problems. Changing the domain usually goes smoothly, but changing usernames tends to create a lot of issues. With 40+ people involved, I expect this could lead to a lot of chaos. I've made my concerns known in writing, which I hope protects me in the long run. I'd love to hear from you all about what issues you think I should expect and what strategies you suggest to minimize any potential problems.
Answers
A few things to keep in mind: OneDrive links for shared files will be broken after a username change unless those links are updated. Make sure users are aware they might need to send new links! And yes, the Authenticator app will require reconfiguration.
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Changing usernames can be pretty manageable overall. You just need to remind users about logging out and back in on apps like Outlook and Teams. However, I’ve seen OneDrive links get messed up, so that’s something to watch out for. Also, don’t forget that Authenticator might need to be set up again for the new username.
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As someone who does this frequently, I can say usernames aren't a concern. The system tracks them by SID, which means even with a username change, old folders in the system stick around unless you remove them. Just ensure to set up alias addresses for their old emails for a transition period, which helps a lot with the fallout.
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These username changes happen all the time and generally aren't too tricky. What kinds of problems have you faced before? Most of the time, it's just a matter of users remembering their new logins.
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I've dealt with multiple changes, including domain name updates, and it usually goes smoothly. Just remember: once you complete the changes in Active Directory or Azure, assign the new UPN using the MSOLService or Graph, sync everything, and it should all work fine—just check those autodiscover records.
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In terms of tech, I wouldn’t expect major issues for internal logins. It's usually user error when they can’t remember their new username. Just be aware that previously shared OneDrive links will break, which is probably the biggest pain point.
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ConcernedUser01: Exactly! OneDrive ends up being a real headache after these changes, and some other applications can struggle if they rely on the username as a key value.
CuriousTechie: How many of these changes have you handled? Any major blunders?