Microsoft 365 - How to add a profile photo in Microsoft 365


Overview

You can now use a professional photo as your profile picture for Microsoft 365 applications and websites, including Outlook and Teams. There are two options available.

  1. Use a professional photo  that meets the requirements of the photo guidelines.
  2. Use your MCard photo (Available for AMC badges only through 9/30/2026).

Review the information below for detailed information on each.

 

 

Related Information

Table of Contents

 

Using a professional photo:

To add your profile photo to Microsoft 365 for business 

  1. Review the photo guideline to ensure that your photo will meet requirements.
  2. Find a photo you want to use and store it on your computer, OneDrive, or other location. The photo needs to be smaller than 4 MB and can be a .png, jpg, or .gif file.
  3. Sign in to Microsoft 365 with your work or school account at Microsoft365.com.
  4. Select the circle in the upper right-hand corner of the page that shows your initials or an icon of a person to open the My accounts pane.  

Section of the header with the default photo image

  1. In the My accounts pane, select the circle that shows your initials or an icon of a person. Change your photo in the pop-up that appears. 

                                                                 My account pane with a photo circle showing a hover state with camera icon

 

Using MCard photo (Available for AMC badges only)

Until 09-30-26, you can use your MCard photo as your profile picture for Microsoft 365 applications and websites, including Outlook and Teams.

 

By simply giving consent on the Michigan Medicine User Profile Page, your MCard photo will be imported automatically into your Microsoft 365 profile within 72 hours of the request.

If you would like to update your photo, you may do so at the Key & ID Office. Ask for an "updated photo for electronic signatures." This is free of charge. You will not receive an updated MCard, but you will have an updated photo for use in your User Profile (see below).

 

  1. Go to Michigan Medicine User Profile.

  2. Log in using your UMICH username and password.

  3. Select Manage Photo Consent.


  4. Select Grant.

Note:  If you want to revoke this access, follow the same process & select Revoke.  It will take up to 72 hours for your photo to be removed. 

Photo Guideline Purpose and Scope 

This guideline establishes standards for workforce profile pictures used in Michigan Medicine information systems supported by Health Information Technology & Services (HITS), including Microsoft 365, Outlook, Teams, and associated directory services. 

The purpose of this guideline is to promote professional identification, consistency, and appropriateness in a healthcare and academic environment while enabling colleagues to easily recognize one another. 

This guideline applies to Michigan Medicine employees, faculty, trainees, contractors, volunteers, and affiliates who maintain a profile image in a HITS supported system. Where system specific requirements differ, the more restrictive requirement applies. 

Definitions 

Profile Picture: An image associated with an individual account that appears in collaboration, communication, or directory platforms. 

Workforce Member: Any individual affiliated with Michigan Medicine, including employees, student, faculty, trainees, contractors, volunteers, or affiliates. 

Guidelines

Digital Photo Guidance (Required) 

When a personal profile photo is used, it must meet the following requirements: 

  • A recent, clear, well lit, good quality image.
  • A head and shoulders (or shoulders and above) portrait of the individual only, with the face centered and in focus.
  • A plain or non-distracting background.
  • Workplace appropriate attire (business formal or business casual), consistent with Michigan Medicine Dress Code / Dress and Grooming Standards. 
  • Clear eyewear if worn; sunglasses are not permitted.
  • Recommended Dimensions: (648x648 pixels, square format JPEG/PNG, <4 MB) 

Prohibited Images and Content 

The following are not permitted as profile images: 

  • Full‑body or group photos.
  • Images including family members, coworkers, or other individuals.
  • Baby or childhood photos. 
  • Vacation, hobby, sports, or other non‑professional images. 
  • Pets or animals. 
  • Memes, avatars, cartoons, political statements, or AI‑generated images. 
  • Images containing discriminatory, harassing, profane, lewd, or suggestive content. 

Review and Enforcement 

Michigan Medicine Human Resources and designated HITS system administrators may review and remove profile images that do not comply with this guideline. Workforce members may be asked to replace non‑compliant images.  Violations of this policy may result in discipline up to and including termination. 

 

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