Where to find the profile picture setting in Outlook

Your profile picture in Outlook appears next to your name in emails you send and in your contact card when others look you up. The location of this setting depends on which version of Outlook you use — the web version, the desktop app for Windows or Mac, or the mobile app.

In Outlook on the web (outlook.com or your work account accessed through a browser), click your profile icon in the top right corner of the screen, then select "View profile" or "My profile". In Outlook desktop (Windows or Mac), go to File > Account Settings > Account Settings, then find the Account Information tab. On Outlook mobile (iPhone or Android), tap the menu icon and look for Settings or Account.

Key Takeaways

  • Outlook stores your profile picture in your account settings, and the exact location differs between the web version, desktop app, and mobile app.
  • You can upload a photo from your computer, take a new photo with your device's camera, or use an image already stored in OneDrive or your phone.
  • The image should be a square or nearly square photo — rectangular images may crop unexpectedly.
  • Changes to your profile picture can take a few minutes to appear in emails you have already sent, but will show when ready on new messages.

Adding a picture in Outlook on the web

Open Outlook in your web browser and sign in to your account. Click the circular profile icon in the top right corner — it usually shows your initials if no picture is set yet. Select "View profile" or "My profile" from the menu that appears.

On your profile page, look for the profile picture area near the top. Click on the picture placeholder or the camera icon overlaid on it. A dialog box will open asking where you want to get your image from. Choose "Upload photo" to select a file from your computer, "Take a photo" to use your device's camera, or "Browse OneDrive" if you have a photo stored there already.

Once you select or take a photo, Outlook may ask you to crop or adjust it. The image should be square or close to square — if it is wider or taller than it is wide, Outlook will crop the sides or top and bottom. Click "Save" or "Done" when you are satisfied with how it looks.

Adding a picture in Outlook desktop (Windows)

Open Outlook and click the File menu in the top left. Select "Account Settings" and then "Account Settings" again from the dropdown. In the window that opens, click the "Account Information" tab if it is not already selected.

You should see your account listed with a small profile picture area to the left of your name and email address. Click on that picture area or the camera icon. A file browser will open. Navigate to the photo you want to use on your computer and click "Open". Outlook will crop the image to a square and ask you to confirm the crop area before saving.

After you click "Save" or "OK", close the Account Settings window. Your new picture will appear next to your name in Outlook and in emails you send going forward.

Adding a picture in Outlook desktop (Mac)

Click "Outlook" in the menu bar at the top of the screen, then select "Preferences". In the Preferences window, look for "Account" or "Email Accounts" and click it. Find your email account in the list and click "Edit" or double-click the account name.

In the account details window, look for a profile picture area near the top. Click on it or on a camera icon if one is visible. A file browser will open. Select the photo you want from your Mac and click "Choose" or "Open". Outlook will show you a preview and may ask you to adjust the crop. Click "Save" when you are done.

Adding a picture in Outlook mobile

On iPhone, tap the menu icon (three horizontal lines) at the bottom right of the screen. Scroll down and tap "Settings", then tap your email account. Look for "Profile" or "Account Info" and tap it. You should see a profile picture area at the top — tap it to change the photo.

On Android, tap the menu icon (three dots) in the top right, then tap "Settings". Select your email account and look for "Profile" or "About me". Tap the profile picture area. You will be asked whether to take a new photo with your camera or choose one from your phone's photo library. Select the image you want, crop it if needed, and tap "Save" or "Done".

Image size and format requirements

Outlook accepts most common image formats: JPG, PNG, GIF, and BMP files all work. There is no strict file size limit, but Outlook compresses images automatically, so a photo between 1 and 5 megabytes is typical. Smaller files upload faster, especially on mobile.

The shape of your image matters more than the file size. Outlook displays profile pictures as squares, so a square photo (1:1 aspect ratio) will show completely. If you upload a rectangular photo, Outlook will crop it from the center outward, which may cut off the sides of your face or the top of your head. Before uploading, consider cropping your photo to a square in your phone's photo editor or on your computer.

Troubleshooting a picture that will not upload

If Outlook rejects your image or the upload fails, first check that the file is in a supported format (JPG, PNG, GIF, or BMP). If you are using an unusual format like HEIC (common on iPhones), convert it to JPG first using your phone's photo editor or a free online converter.

On the web version, clear your browser's cache and cookies, then try again. On desktop, make sure you are not using a network drive or cloud folder that is currently syncing — save the image to your local hard drive first. If the file is very large (over 10 megabytes), resize it in a photo editor before uploading. On mobile, check that you have a stable internet connection and that Outlook has permission to access your photos.

When your picture appears and how to change it later

After you upload a profile picture, it usually appears in your Outlook account within a few minutes. In Outlook on the web and desktop, it shows next to your name in the compose window and in your contact card. In emails you send, recipients see it if their email client supports profile pictures — Outlook, Gmail, and most modern email apps do, but some older systems may not display it.

To change your picture later, follow the same steps you used to add it the first time. Click on your profile picture area and select a new image. Your old picture will be replaced when ready. If you want to remove your picture entirely, look for a "Delete" or "Remove" option in the profile picture menu, or upload a blank or transparent image.

Frequently Asked Questions

Why does my profile picture look cropped or cut off?

Outlook crops all profile pictures to a square shape. If your photo is rectangular, Outlook removes the sides or top and bottom to fit the square frame. Before uploading, crop your photo to a square in your phone's photo editor or computer to control which part of the image stays visible.

Can I use a picture from my phone's camera roll without uploading it to OneDrive first?

Yes. On mobile, tap your profile picture and select "Choose from photos" or "Photo library" — you do not need to upload to OneDrive first. On desktop or web, you can select any file on your computer or phone without uploading it elsewhere.

Will my profile picture show in emails I already sent?

No. Your profile picture appears only in new emails you send after you upload it. Emails you sent before changing your picture will not update to show the new image.

What if my workplace uses Outlook but my company controls my account?

Your company's IT department may restrict profile picture changes. If you cannot find the profile picture setting or the upload button is grayed out, contact your IT support — they may have disabled this feature or require you to use a different method to update your picture.