Update facility information

Question

We are needing to update the payment method on file and update users and we have had changes in employees. Please advise.

Answer 1

Hi @Carol Tierce, 

Thank you for reaching out. 

Based on your inquiries, this is handled in two separate areas of the Microsoft 365 admin center: Billing for the payment method, and Users for employee account changes. You’ll also need the appropriate admin permissions to do each task.

To address your inquiries clearly, I have structured my response into two distinct parts. 

Part 1/ Update the payment method on file. 

In the Microsoft 365 admin center, go to Billing > Bills & payments > Payment methods. From there, you can add a new payment method or update an existing one.  

You can edit details like the name on the card, billing address, and expiration date. If the card number itself has changed, you normally need to replace it with a new payment method rather than just edit the existing one. 

• For more details, please refer to Manage payment methods for Microsoft business accounts | Microsoft Learn 
• Regarding permission: if you do not see the payment options, it often means your account does not currently have the required billing permissions. You need to reach out to your IT admin to review your role. 

Part 2/ Update users because employees changed

For staff changes, you can go to Users > Active users in Microsoft 365 admin center.

From there you can: 

• Add a new user and assign a license.
• Update an existing user’s name, username, or email address by opening the user and using Manage username and email or the contact information options. 
• Handle former employees by first blocking sign-in, then removing/reassigning licenses, and deleting the user only after any needed mailbox or OneDrive data has been secured.

Since I am unsure of your exact goal, I have attached two articles covering how to add and remove users within your tenant: 

• Add users and assign licenses in Microsoft 365 - Microsoft 365 admin | Microsoft Learn 
• Remove a former employee - Overview - Microsoft 365 admin | Microsoft Learn 

I hope this helps. Should you have any further questions, please feel free to reach out.

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Answer 2

To update the payment method on file for a Microsoft 365 business subscription and update user information, use the Microsoft 365 admin center.

1. Update the payment method (card details, billing address, etc.)

1. Go to the admin center and sign in with an admin account.
2. Depending on your view:
   • Simplified view: Select the Products tab, then select View payment methods.
   • Dashboard view: Go to Bills & payments and select the Payment methods tab.
3. Find the payment method to change and select the More actions button (three dots), then select Edit.
4. In Edit payment method, update the name on the card, billing address, or expiration date.
   • When updating a credit or debit card, enter the security code before saving.
5. Select Save.

If the card number itself has changed, add the new card as a different payment method, assign it to the subscriptions as needed, then delete the old one.

2. Update admin contact phone number and email address

1. Go to the Microsoft 365 admin center and sign in.
2. Go to Users > Active users.
3. Select the admin account that needs updating.
4. To update phone number:
   • Under Contact information, choose Manage contact information.
   • Update the phone number and select Save changes.
5. To update email address (username/email):
   • Under Username and email, choose Manage username and email.
   • Update the email address and select Save changes.

3. Update other users after employee changes

For each user who has changed role, left the organization, or needs updated contact details:

1. In the Microsoft 365 admin center, go to Users > Active users.
2. Select the user:
   • Update contact details (phone, alternate email) under Contact information.
   • If needed, change their sign-in email under Username and email.
3. If an employee has left, remove or block the user and reassign licenses and roles as appropriate (follow your organization’s offboarding process).

For additional billing-related changes (such as billing addresses for the organization or other payment methods), use the billing and payment method management options referenced in the same admin center.

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References:

• Manage payment methods for Microsoft business accounts
• Update your Microsoft 365 admin phone number and email address