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✇Ganesh Sanap Blogs

Pronouns in Microsoft 365 Profile Cards in Microsoft Teams and Outlook Web

In today’s inclusive and diverse workplace, it’s important to respect and affirm individuals’ gender identities and expressions, including their preferred pronouns. Pronouns are the words we use to replace someone’s name in a sentence, such as “he”, “she”, or “they” in English. Using correct pronouns is essential for creating an inclusive environment where everyone feels valued and respected.

Microsoft is adding a new feature for adding pronouns to the profile cards in Microsoft 365. Users in your organization will soon be able to add pronouns directly to their profile cards in Outlook on the web (OWA) and Microsoft Teams.

This new feature is associated with Microsoft 365 Roadmap ID 86382 (Microsoft Teams) and 115511 (Outlook on the web).

Pronouns will be shown next to the name in the top section of the profile card in Outlook on the web and Microsoft Teams. After a user adds pronouns to their profile, the pronouns will be visible to everyone in your organization (including guest accounts having account in your organization). Users can’t control who can see their pronouns in Microsoft 365 in your organization. So, it’s not possible to hide pronouns from certain users in your organization. However, pronouns aren’t visible to people outside the organization.

Turn Pronouns ON or OFF from Microsoft 365 admin center

The pronouns feature is OFF by default for your tenant and requires configuration to turn on. As a Global Microsoft 365 administrator, you can turn ON pronouns feature that lets all users in your organization add their pronouns on their profile cards in Microsoft 365 (Microsoft Teams and Outlook Web).

Follow below steps to turn the pronouns feature ON or OFF from the Microsoft 365 admin center:

  • Go to Microsoft 365 admin center
  • Select Settings from left navigation and then select Org settings (If Settings option is not shown by default, click on … Show all first)
  • From Org settings page, select the Security & privacy tab
  • Select Pronouns
  • To turn ON the pronouns feature, select the Turn on and allow pronouns checkbox from Pronouns pane. To turn OFF the pronouns feature, clear the checkbox
  • Select Save
Turn Pronouns in Microsoft 365 Profile Cards in Microsoft Teams and Outlook Web ON or OFF from Microsoft 365 admin center
Turn Pronouns ON or OFF from Microsoft 365 admin center

Note

  • If you change the Pronouns settings, it can take up to 7 hours to take effect.
  • If you allow pronouns and stop allowing them later, saved pronouns by users will be deleted from ‎Microsoft 365‎. The data deletion process could take up to 30 days to complete.
  • If you turn ON the pronouns feature again before 30 days, any hidden pronouns that haven’t yet been deleted from Microsoft servers will become visible in Microsoft 365 profile cards in Microsoft Teams and Outlook on the web (OWA).
  • Microsoft 365 stores user pronouns in a hidden folder in user’s Exchange Online mailbox along with other data.
  • You can only enter up to 30 characters (including spaces) in your pronouns.

Add, update, or delete pronouns on Microsoft 365 profile cards

Follow below steps to Add, update, or delete pronouns on Microsoft 365 profile cards in Microsoft Teams and Outlook on the web:

  • Open your profile card in Microsoft Teams or Outlook on the web (OWA). To open your profile card in Microsoft Teams, select your profile picture from the upper right corner of Teams. To open your profile card in Outlook on the web (OWA), select your name or profile picture in Outlook Mail.
  • From your profile card, select + Pronouns or the pronouns listed below your name:
Add pronouns on Microsoft 365 profile cards from Microsoft Teams desktop client
  • To add or change your pronouns, select from the examples (only available in English), or enter your own. To delete, remove your pronouns. In the example below, Elvia Atkins has chosen She/Her. The preview window also shows the chosen pronouns:
Add, update, or delete pronouns on Microsoft 365 profile cards from Microsoft Teams desktop client
  • Select Save and then Got it. Changes will be updated immediately.

And that’s it! Now you know how to add, update, or delete pronouns on your Microsoft 365 profile card in Microsoft Teams. By using this feature, you can ensure that your colleagues and team members can address you with the correct pronouns, promoting inclusivity and respect in the workplace.

Learn more

✇Ganesh Sanap Blogs

Pronouns in Microsoft 365 Profile Cards in Microsoft Teams and Outlook Web

In today’s inclusive and diverse workplace, it’s important to respect and affirm individuals’ gender identities and expressions, including their preferred pronouns. Pronouns are the words we use to replace someone’s name in a sentence, such as “he”, “she”, or “they” in English. Using correct pronouns is essential for creating an inclusive environment where everyone feels valued and respected.

Microsoft is adding a new feature for adding pronouns to the profile cards in Microsoft 365. Users in your organization will soon be able to add pronouns directly to their profile cards in Outlook on the web (OWA) and Microsoft Teams.

This new feature is associated with Microsoft 365 Roadmap ID 86382 (Microsoft Teams) and 115511 (Outlook on the web).

Pronouns will be shown next to the name in the top section of the profile card in Outlook on the web and Microsoft Teams. After a user adds pronouns to their profile, the pronouns will be visible to everyone in your organization (including guest accounts having account in your organization). Users can’t control who can see their pronouns in Microsoft 365 in your organization. So, it’s not possible to hide pronouns from certain users in your organization. However, pronouns aren’t visible to people outside the organization.

Turn Pronouns ON or OFF from Microsoft 365 admin center

The pronouns feature is OFF by default for your tenant and requires configuration to turn on. As a Global Microsoft 365 administrator, you can turn ON pronouns feature that lets all users in your organization add their pronouns on their profile cards in Microsoft 365 (Microsoft Teams and Outlook Web).

Follow below steps to turn the pronouns feature ON or OFF from the Microsoft 365 admin center:

  • Go to Microsoft 365 admin center
  • Select Settings from left navigation and then select Org settings (If Settings option is not shown by default, click on … Show all first)
  • From Org settings page, select the Security & privacy tab
  • Select Pronouns
  • To turn ON the pronouns feature, select the Turn on and allow pronouns checkbox from Pronouns pane. To turn OFF the pronouns feature, clear the checkbox
  • Select Save
Turn Pronouns in Microsoft 365 Profile Cards in Microsoft Teams and Outlook Web ON or OFF from Microsoft 365 admin center
Turn Pronouns ON or OFF from Microsoft 365 admin center

Note

  • If you change the Pronouns settings, it can take up to 7 hours to take effect.
  • If you allow pronouns and stop allowing them later, saved pronouns by users will be deleted from ‎Microsoft 365‎. The data deletion process could take up to 30 days to complete.
  • If you turn ON the pronouns feature again before 30 days, any hidden pronouns that haven’t yet been deleted from Microsoft servers will become visible in Microsoft 365 profile cards in Microsoft Teams and Outlook on the web (OWA).
  • Microsoft 365 stores user pronouns in a hidden folder in user’s Exchange Online mailbox along with other data.
  • You can only enter up to 30 characters (including spaces) in your pronouns.

Add, update, or delete pronouns on Microsoft 365 profile cards

Follow below steps to Add, update, or delete pronouns on Microsoft 365 profile cards in Microsoft Teams and Outlook on the web:

  • Open your profile card in Microsoft Teams or Outlook on the web (OWA). To open your profile card in Microsoft Teams, select your profile picture from the upper right corner of Teams. To open your profile card in Outlook on the web (OWA), select your name or profile picture in Outlook Mail.
  • From your profile card, select + Pronouns or the pronouns listed below your name:
Add pronouns on Microsoft 365 profile cards from Microsoft Teams desktop client
  • To add or change your pronouns, select from the examples (only available in English), or enter your own. To delete, remove your pronouns. In the example below, Elvia Atkins has chosen She/Her. The preview window also shows the chosen pronouns:
Add, update, or delete pronouns on Microsoft 365 profile cards from Microsoft Teams desktop client
  • Select Save and then Got it. Changes will be updated immediately.

And that’s it! Now you know how to add, update, or delete pronouns on your Microsoft 365 profile card in Microsoft Teams. By using this feature, you can ensure that your colleagues and team members can address you with the correct pronouns, promoting inclusivity and respect in the workplace.

Learn more

add-update-or-delete-pronouns-on-microsoft-365-profile-cards-from-microsoft-teams

ganeshsanapblogs

Turn Pronouns in Microsoft 365 Profile Cards in Microsoft Teams and Outlook Web ON or OFF from Microsoft 365 admin center

Add pronouns on Microsoft 365 profile cards from Microsoft Teams desktop client

Add, update, or delete pronouns on Microsoft 365 profile cards from Microsoft Teams desktop client

✇Office 365 for IT Pros

Microsoft 365 Profile Card Gains Support for Pronouns

Users Can Decide What Pronoun to Display in Profile Card

Updated March 30, 2023

Announced in message center notification MC515531 (last updated 21 February 2023), the ability to enable pronouns in Microsoft 365 profile cards is available in the Microsoft 365 admin center. Once enabled, users can set their preferred Microsoft 365 pronouns using the preview version of Teams. The pronoun feature is covered by Microsoft 365 roadmap item 86352 (Teams) and 115511 (OWA).

I have been able to update pronouns in Teams, OWA, and the latest build of the Monarch (“One Outlook”) client.

Employee Engagement

Microsoft’s documentation for the pronoun feature says that “the simple act of using the right pronouns for one another can help build trust and improve communication among colleagues.” Microsoft goes on to highlight that “Whether or not to share or publicly display pronouns is always up to an individual. Pronouns should never be assigned to one person by another person. It should be up to the person using them to decide when, where, and which pronouns are used – including whether to use this feature.”

In other words, organizations should do some thinking and employee engagement before they implement pronouns for profile cards.

Implementing Pronouns on the Microsoft 365 Profile Card

The first step is to enable pronouns for the organization. Go to Org settings in the Microsoft 365 admin center and select the Security & privacy tab. Pronouns is one of the listed options (Figure 1).

Pronouns setting in the Microsoft 365 admin center
Figure 1: Pronouns setting in the Microsoft 365 admin center

Microsoft says that it can take up to 7 hours before users can change their pronouns. In practice, expect the change to take a day before it is effective. If you disable pronouns, it will take the same length of time before pronouns disappear from view for all users. Microsoft 365 removes pronoun data if an organization disables the feature. Like most deletions in Microsoft 365, deletion is not immediate and if you reenable pronouns, previously set values will reappear.

After the software change is effective, users will see the option to update pronouns on their profile card. For instance, I clicked on my photo for a message posted to a Teams channel to reveal my profile card and see the option to add pronouns (Figure 2).

The option to update pronouns (in Teams) Microsoft 365 pronouns
Figure 2: The option to update pronouns (in Teams)

Remember Microsoft’s point that pronouns are a personal decision for users? To enable freedom of choice, you can add whatever text you like for a pronoun. The profile card suggests the commonly-used values such as “She/Her,” but you can ignore these values and use whatever text you prefer (up to 30 characters).

Adding an individual version of a pronoun Microsoft 365 Pronoun
Figure 3: Adding an individual version of a pronoun (in OWA)

The important thing to remember is that pronouns are visible to all members of the organization. There’s no way to restrict pronoun display to a certain segment, such as members of a group. Guest members and external members of shared channels can’t see pronoun information on profile cards.

Building the Profile Card

Microsoft 365 stores user pronouns in a hidden folder in user Exchange Online mailboxes. Apps that support the profile card retrieve the information from the mailbox along with other properties (including custom attributes) to display the profile card (Figure 4).

How pronouns appear on the Microsoft 365 profile card
Figure 4: How pronouns appear on the Microsoft 365 profile card

A Change to Plan

Microsoft’s FAQ for pronouns contains some other useful information to consult before implementation. Displaying pronouns in the profile card is obviously something that an organization should think through before implementation. For example, some organizations also add pronouns to account display names, meaning that the information shows up in address books and other places where people see display names, like email headers, listings of documents in SharePoint Online and OneDrive for Business, and so on. Don’t rush to deploy just because someone (maybe a vocal proponent) thinks that pronouns are a good idea. Pause, consider, and then decide.

Support the work of the Office 365 for IT Pros team by subscribing to the Office 365 for IT Pros eBook. Your support pays for the time we need to track, analyze, and document the changing world of Microsoft 365 and Office 365. Even pronouns deserve analysis…

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