Configure your Microsoft 365 organizational profile

  • 6 minutes

Completing your company’s organization profile is the starting point when setting up your company’s Microsoft Entra tenant. Some of the properties that a Microsoft 365 Administrator must maintain cause the provisioning process to halt if they’re incomplete. For example, one such attribute is the Address line. The provisioning process stops if an organization doesn't have a complete address.

Important

You must be assigned the Global Administrator role to update your company's organization profile.

Edit your organization profile

Complete the following steps to edit your organization’s profile information:

  1. Go to the Microsoft 365 admin center.
  2. In the left-hand navigation pane, select the Show All ellipsis … icon to display all the navigation menu options.
  3. In the left-hand navigation pane, select Settings and then select Org settings.
  4. On the Org settings page, select the Organization profile tab.
  5. On the Organization profile tab, the settings are segregated by group, such as Custom themes and Organization information. Select the appropriate group, make your edits, and then save the group. Repeat this process for each group of settings as needed.

The Organization information group contains the basic company information, such as organization name, address, phone number, and Preferred language.

Warning

There's one issue concerning the Preferred language field that you should be aware of. The preferred language determines the language for all communications that Microsoft sends to your organization. When you sign up, this setting also determines the language used by SharePoint Online, which your users see on your team site. If you change the Preferred language after you sign up, Microsoft sends all future communication in the most recent language selected. However, the language used by SharePoint Online remains in the original language selected because you can't change it.

The Organization information group also contains the country/region for your subscription.

Warning

You can't change the value of the country/region field.

The reason for this restriction is that the country/region where your organization is headquartered determines:

  • Which services are available to you.
  • The taxes and billing currency.
  • The location of the Microsoft data center that supports the organization.

Important

Because you can't change the value in the country/region field, you must select the correct value when setting up your organization profile. If you enter an incorrect value, or if your organization's country/region actually does change, you must sign up for a new account. When doing so, you must choose the new country/region and purchase a new subscription.

Update your organization's theme

An organization's Microsoft 365 administrator can create multiple themes for their company's users. The organization theme is what appears in the top navigation bar as part of the Microsoft 365 suite header for people in the organization.

An organization can have a default theme and up to four custom themes. The default theme applies to everyone in the organization. Custom themes can be applied to specific users in the organization. You don't apply custom themes to individual users. Instead, you must apply the custom theme to one or more Microsoft 365 groups. If a custom theme is assigned to a group, the theme appears to the members of the group rather than the default theme.

Perform the following steps to add or update your organization's theme:

  1. In the Microsoft 365 admin center, go to the Settings > Org Settings page, and then choose the Organization profile tab.
  2. On the Organization profile tab, select Custom themes.
  3. To add a new theme, select Add theme and then add the required information for the tabs.

All organization themes can be customized using the following tabs.

Tab What can you do?
General Modify a theme name and assign to up to five groups (if applicable).
Logos Add your organization logo, including alternate logo for dark theme.
Colors Customize a color scheme by specifying navigation bar, accent, text, and icon colors.

Each of the tabs is examined in the following sections.

General tab: Modify a theme

Your experience on the General tab depends on whether you're adding or modifying the default theme or a group theme.

Update the default theme

The default theme is the first theme displayed.

  1. If you previously customized a theme for your organization, select Default Theme and use one of your saved customizations, or, select Add theme.
  2. On the General page, you can prevent users from overriding their theme and show the user’s display name.
  3. Select Save to save your changes.

Important

The default theme is unique. As such, it can't be renamed, and it applies to everyone in the organization. To delete the default theme, you must first delete all other themes.

Create a group theme

The default theme is shown to all employees. When an organization creates a new group theme, it must be mapped to one or more Microsoft 365 groups. You can't map themes to security groups or distribution groups.

The members of a Microsoft 365 group that has a theme assigned to it are displayed the group theme rather than the default theme. However, users who are assigned to multiple group themes are shown the default theme.

An organization can have a total of five themes - the default theme and up to four custom group themes.

  1. On the General page, enter a name for your new theme.
  2. Under Groups, you can select up to five Microsoft 365 Groups that can see your group theme rather than the default theme. You can also prevent users from overriding their theme and show the user's display name.
  3. Select Save.

Note

Only Global administrators can customize company themes. Global readers have read-only access.

Logos tab: Specify your theme logos

On the Logos page, you can add your logos and specify the URL where users navigate to when they select the logo.

  • Default logo. Add a URL location that points to your logo. Make sure the URL uses HTTPS. Add an HTTPS image url that allows anonymous access and doesn't require authentication. For the default theme, you can also upload a logo image that is less than 10 kb in size. Your default logo can be in the JPG, PNG, GIF, or SVG format. SVG images are resized to fit 24 pixels vertically. JPG, PNG, GIF images are scaled to fit 200 x 48 pixels. Logo aspect ratio is always preserved.
  • Alternate logo. Add a URL location that points to your logo. Your alternate logo should be optimized for use in Microsoft 365 dark themes. It also has the same requirements as the default logo.
  • On-click link. Add a URL location that points to your logo. You can use your logo as a link to any company resource, such as your company's website. If you don’t select a URL location for your logo, it defaults to the Microsoft 365 home page.

You can remove your logos at any time. Just return to the Logos page and select Remove.

When you upload a logo URL, the logo must be a publicly addressable UR; otherwise, the upload fails and you receive an error.

When you specify a theme logo, the recommended contrast ratio between text, icon, or button color and background color is 4.5:1. If you receive a message indicating the logo doesn't meet the minimum contrast ratio of 4.5:1, you can override this recommendation and still save your theme. This contrast ratio isn't a requirement.

Note

The Microsoft 365 suite header is designed to accommodate various screen sizes, window sizes, and display settings. The responsive behavior of the suite header sometimes results in the logo not showing to give space to other capabilities shown on the suite header. A narrower image file is recommended to reduce the likelihood of this behavior.

Colors tab: Choose theme colors

On the Colors page, you can set the default colors and choose which logo should be used.

  • Navigation bar color. Select a color to use for the background of the navigation bar. The navigation bar appears at the top on every page.
  • Text and icon color. Select a color to use for the text and icons on the top navigation bar.
  • Accent color. Pick one that shows up well on a white or light background. The accent color is used to color some links and buttons that show up on a white or light background. For example, the accent color is used to color elements in a user's Inbox and on their microsoft365.com portal page.
  • Reset color. Select this link to reset colors to the default colors.

Exercise – Interactive demonstration

Select the following link to complete an interactive demonstration titled: Set up the organization profile.

This simulation guides you through the steps to set up an organization profile for the fictitious company known as Adatum Corporation.

Knowledge check

Choose the best response for the following question. Then select “Check your answers.”

Check your knowledge

1.

Emily is the Microsoft 365 Administrator for Tailwind Traders, which up until last month was located in Paris, France. When Tailwind purchased its Microsoft 365 subscription two years ago, its Organization Profile listed the country/region in which the company is headquartered as France. However, Tailwind recently moved its corporate headquarters to New York. What should Emily do to change the company's headquarters for its Microsoft 365 subscription to the United States?