How to Change the Name on an Email Account (Display Name, Sender Name & More)

When someone asks how to change the name of an email, they're usually asking one of a few different things — and the answer depends entirely on which "name" they mean. There's the display name (what recipients see in their inbox), the email address itself, the account name stored locally on a device, or even the name of an email folder. Each of these works differently, and mixing them up leads to confusion fast.

Here's a clear breakdown of what each one means and how changes are typically made.

What "Email Name" Can Actually Mean

Before diving into steps, it helps to identify exactly what you're trying to change:

Most people want to change the display name — the name that appears in someone's inbox before they even open your message.

How to Change Your Email Display Name ✉️

Your display name is controlled by your email provider's settings, not your device or email app. This is the name that shows up as the sender in someone's inbox — changing it in one place usually updates it everywhere you use that account.

Gmail

1. Open Gmail and click the gear icon → See all settings
2. Go to the Accounts and Import tab
3. Under Send mail as, click Edit info next to your address
4. Update the name field and save

Changes take effect immediately for new messages sent.

Outlook / Microsoft 365

1. Go to outlook.com and sign in
2. Click your profile icon → My profile → Edit name
3. Update your first and last name under your Microsoft account

Note: In Microsoft 365 managed environments (work or school accounts), an administrator may control your display name and you may not have permission to change it yourself.

Apple Mail (iCloud)

1. Visit appleid.apple.com
2. Sign in and navigate to Personal Information
3. Update your name there

For Apple Mail on Mac or iPhone, you can also change the name locally in Mail → Settings → Accounts, but this only affects how your name appears in outgoing messages from that specific device.

Changing the Name in a Mail App vs. Changing It at the Source

This distinction matters. Email clients like Apple Mail, Thunderbird, or the Mail app on Android let you set or override a display name locally — meaning that name is only used when sending from that specific app on that specific device.

If you use webmail (Gmail.com, Outlook.com) or multiple devices, changing the name in one app won't update what recipients see when you send from another device or browser. For a universal change, always update it through your email provider's web settings, not just the app.

How to Change an Email Address (The Username Part)

Changing the actual email address is a different process — and it's often not possible to edit an existing one. Most providers require you to create a new address if you want a different username.

• Gmail: You cannot change a Gmail address once created. You can add a Send As alias (a different address that sends from your existing account).
• Outlook/Hotmail: Microsoft allows adding aliases to an account, and you can set one as your primary address.
• Work/school email: These are almost always managed by an IT department. Name changes (after a legal name change, for example) typically go through a formal request process.

Changing an Account Nickname in Your Mail App

Most email clients let you assign a nickname or label to an account — this is just for your own reference and has no effect on what recipients see.

• In Gmail app: Tap your profile picture → Manage accounts → the name shown under your email is auto-generated
• In Apple Mail: Go to Mail → Settings → Accounts → select the account → the Description field is your local nickname
• In Thunderbird: Right-click the account in the sidebar → Settings → Account Name

These labels help you tell accounts apart in a sidebar — especially useful if you manage several addresses.

Renaming Email Folders or Labels 📁

If you're trying to rename a folder (called "labels" in Gmail):

• Gmail: Go to Settings → Labels → click edit next to any custom label
• Outlook: Right-click any folder in the sidebar → Rename folder
• Apple Mail: Right-click a custom mailbox → Rename Mailbox

You can only rename folders you created — default system folders like Inbox, Sent, or Drafts cannot be renamed.

The Variables That Affect What's Possible

How straightforward this process is depends on several factors:

• Account type: Personal accounts give you more control than workplace or school accounts
• Email provider: Each platform (Google, Microsoft, Apple, Zoho, etc.) has different settings menus and policies
• Admin restrictions: Managed accounts in corporate environments may lock name fields entirely
• Alias vs. primary address: Some providers support multiple sending addresses under one account; others don't
• Device vs. provider settings: A name changed locally in an app may only affect outgoing mail from that device

The right path for one person — say, someone on a personal Gmail account who wants to update their display name — looks completely different from someone on a corporate Microsoft 365 account managed by an IT team, or someone who wants to change the actual email address they've had for years.

Your specific provider, account type, and level of access are the details that determine exactly which steps apply to your situation. 🔍