Adding a user in Microsoft 365
Step-by-step guide to creating a new user account in Microsoft 365, assigning a license, and getting them set up with email and apps.
When someone new joins your team, you need to create a Microsoft 365 account for them. This gives them a business email address, access to OneDrive, Teams, and all the apps included in their license.
Quick summary
In the Microsoft 365 admin center, go to Users → Active users → Add a user. Fill in their name, create their email address, assign a license, and set a temporary password. Send them the sign-in details and they can log in straight away.
What you'll need
Admin access required 5 minutes- Admin access to the Microsoft 365 admin center
- An available license to assign (if you have no spare licenses, you'll need to add one in billing first)
- The new person's name and the email address you want to create for them
Adding a new user
Sign in to the admin center at admin.microsoft.com.
Go to Users → Active users in the left-hand menu.
Click Add a user at the top of the page.
Fill in their name — first name and last name. Microsoft will suggest an email address based on the name (for example, sarah.jones@yourcompany.com). You can change this to whatever you prefer.
Set a password. You can auto-generate a password or create one yourself. Check the option to Require this user to change their password when they first sign in — this is good practice for security.
Assign a license. Choose the Microsoft 365 plan for this person. If you have multiple plan types, pick the right one. You can also set their location here — this is required for licensing reasons.
Optionally, set their role. Leave it as User (no admin access) for most people. Only assign admin roles to people who actually need to manage the account.
Review the details and click Finish adding. Microsoft will confirm the account has been created and show you the sign-in information.
Share the sign-in details with the new person. The admin center gives you the option to send them an email, or you can copy the details and share them yourself. Include their email address and temporary password.
Account created
The new user can now sign in at microsoft365.com. They will be prompted to change their password on first sign-in (if you enabled that option). Point them to the signing in guide if they need help.
After adding the user
Once the account is created, here are the common next steps:
- Set up their Outlook signature — see Setting up your Outlook signature.
- Add them to any distribution groups or shared mailboxes — see Distribution groups & lists and Shared mailboxes.
- Share relevant OneDrive or SharePoint folders with them.
- Add them to the relevant Teams channels — see Microsoft Teams basics.
Common questions
Related guides
- Removing a user safely
- Resetting a user's password
- The Microsoft 365 admin center, explained
- Microsoft 365 billing explained
- Signing in to Microsoft 365
Need a hand?
Learn more
The Microsoft 365 admin center, explained
A tour of the Microsoft 365 admin center — what it is, how to navigate it, and the key tasks you can do there as a business owner or admin.
Removing a user safely in Microsoft 365
How to remove a Microsoft 365 user when someone leaves — including how to preserve their email and files before deleting the account.