How to Change Your Email Address Name (Display Name)
Your email address name — the name that appears in someone's inbox when you send them a message — is separate from your actual email address. Changing it doesn't mean getting a new email account. It means updating the display name attached to your existing address, and the process varies more than most people expect.
What "Email Address Name" Actually Means
When you send an email, recipients see two things: your email address (like [email protected]) and your display name (like "Jordan Smith" or "Jordan from Support"). The display name is what most people notice first.
This display name is stored in one of two places — sometimes both:
- Your email provider's account settings (Gmail, Outlook, Yahoo, Apple Mail, etc.)
- Your email client or app (the app you use to send and read mail — Thunderbird, Apple Mail, Outlook the app, etc.)
If you only change it in one place, you may see different names depending on which device or app you're sending from. That's one of the most common sources of confusion.
How to Change Your Display Name by Provider 📧
Gmail
- Open Gmail in a browser and go to Settings (the gear icon) → See all settings
- Under the Accounts and Import tab, find Send mail as
- Click edit info next to your address
- Update the name and save
Changes apply when sending from Gmail's web interface. If you also use Gmail through a third-party app (like Apple Mail or Outlook), you may need to update the name in that app's account settings separately.
Outlook.com / Microsoft Account
- Visit account.microsoft.com
- Go to Your info → Edit name
- Update your name and save
Note: Microsoft's display name is tied to your Microsoft account profile, so changes here can affect how your name appears across other Microsoft services — not just email.
Apple iCloud Mail
- Open Settings on iPhone/iPad → tap your name → iCloud → iCloud Mail
- On Mac, go to Mail → Settings → Accounts → select your iCloud account → update the Full Name field
- Alternatively, visit appleid.apple.com to update your Apple ID name, which may sync across
Yahoo Mail
- Open Yahoo Mail in a browser
- Go to Settings → More Settings → Mailboxes
- Select your email address and update the Sender name field
Workplace or School Email (Microsoft 365 / Google Workspace)
If your email is managed by a company or school, you likely cannot change your own display name. These are typically controlled by your IT administrator. You'll need to submit a request through your organization's IT helpdesk or HR department, depending on policy.
Changing the Name in an Email App (Client-Side) 🖥️
If you access your email through a desktop or mobile app, the display name may also be configured locally in that app — independently of what's set at the provider level.
Thunderbird: Account Settings → select your account → update the Your Name field
Apple Mail (Mac): Mail → Settings → Accounts → select account → update Full Name
Outlook (desktop app): File → Account Settings → select your email account → Edit → update the Your Name field
Important distinction: Some apps pull the name from your provider account automatically. Others store it locally. If you've set a name in both places and they conflict, behavior can vary by app and server configuration.
Variables That Affect How This Works
Not everyone's situation is the same. A few key factors determine exactly what you'll need to do:
| Variable | Why It Matters |
|---|---|
| Email provider | Each has its own settings location and interface |
| Account type | Personal vs. managed (work/school) accounts have different permissions |
| Email client used | Web, desktop app, or mobile app may each store the name separately |
| Number of devices | Name may need updating on each device/app individually |
| Microsoft 365 vs Outlook.com | Both use Outlook branding but are different systems with different processes |
| Apple ID vs iCloud Mail | Changing one doesn't always update the other automatically |
What Doesn't Change When You Update Your Display Name
Changing your display name does not:
- Change your actual email address (the @domain part)
- Affect emails you've already sent — those still show the name you used at the time
- Automatically update your name across all linked apps and devices
- Change how your name appears in others' contact lists (that's stored on their end)
When the Name Doesn't Update Everywhere
If you've made changes but still see the old name on some devices, the most likely reasons are:
- The app has a locally stored name that overrides the account-level setting
- The change hasn't synced yet — logging out and back in often forces a refresh
- Multiple accounts are configured and you updated the wrong one
- Cached data in the app is still displaying the old name
The right fix depends on which combination of provider, app, and device you're working with — which is exactly why the same steps don't work for everyone.