How to Manage SharePoint User Profiles Using Admin Center? Explore 5 Quick Steps

Managing SharePoint user profiles is a tedious task, If you are a frustrated admin and managing SharePoint user profiles in your daily tasks. Then you are at the right place. Here you will get to know the essential steps that are required to manage SharePoint user profiles.

SharePoint is a powerful platform for collaboration and document management. User profiles are the crucial components of SharePoint and ensure the information is accurate and up-to-date. However, due to the lack of awareness, most of the SharePoint admins struggle to manage and update the user profiles in SharePoint. But we ensure you do not need to repeat the same query again after reading this article.

So, let’s start the write-up sequentially to know the step-by-step process.

What are the SharePoint User Profiles?

SharePoint user profile is the digital identity of the user in the organization. It includes information such as name, job title, department, contact information, and others as well. It helps to improve the search capabilities of the users.

In addition, Microsoft 365 uses Azure AD to manage the access and permissions of the users. There is a synchronization job between Azure Active Directory and SharePoint. It fetches the user profile information to show on the portal.

Manage SharePoint User Profiles – Why?

Other than the search capabilities, there are a lot more benefits to managing SharePoint user profiles. Here are several of the key ones.

1. Selection of Right People – While working on complex projects. Project coordinators need to screen the employees based on their skill sets. All this screening can be performed with the help of user SharePoint user profiles.
2. Compliance and Security – Maintaining the user profiles and updating them is necessary to meet the organization’s requirements.
3. Reduction of Admin Overhead – Storing all the information related to the user in a centralized location reduces the Admin overhead.
4. Access Control – Allocation of permissions is also easy to manage on the centralized platform.

How to Access the SharePoint User Profiles?

Before going to manage them, you need to be a SharePoint administrator or a global Microsoft 365 administrator. Because managing the user profiles in SharePoint requires permissions. So, if you have that essential permission then you can create, edit, or delete the SharePoint user profiles. And, to access them,

• Firstly move to the SharePoint Admin Center which is available under the Admin Centers option in Microsoft Admin Center.
• Open the User profiles from the left navigation pane.
• Now choose the Manage user profiles option to manage the user profiles.

5 Steps to Manage SharePoint User Profiles Using Admin Center

Undoubtedly, SharePoint is updating regularly so Admins or SharePoint users also need to upgrade themselves. But for now, below are the essential steps for managing the SharePoint user profiles.

1. User Profile Configuration

The configuration of user profiles requires the selection of the necessary information. There are ample properties of the users that a SharePoint admin can manage. It includes job title, name, contact, etc. However, for large organizations, it becomes difficult to manage multiple user profiles and keep them updated. So, to reduce the workload of the SharePoint admin, you can introduce some badges to the users who update their profiles.

You can also apply the custom properties for the user profiles from the User profiles > people > Manage user profile.

2. Assigning Permissions

SharePoint administrator also takes care of the sites and document permissions for the SharePoint users. There are multiple roles and responsibilities of the employees in the organization. So, to ensure the right permission to the right documents should be managing the SharePoint admin. it also helps to manage large lists and libraries in SharePoint Online.

3. Considering Feedback

As we are already aware of the importance of feedback. This helps to keep us updated and improve the limitations. But sometimes giving and receiving feedback becomes cumbersome. But you as an admin can manage the channel for the user’s feedback. Where the users can anonymously send the feedback.

4. Diversifying the Users

For managing the SharePoint user profiles, the SharePoint admin can distinguish the user based on different factors. These might be the skill set, location, and many more. Administrators can take benefit of these distinct users to target the specific project.

5. Analysis of SharePoint Reporting

The SharePoint admin center also prepares the report. It includes the user activity, usage of SharePoint, and constraints. As a result, the admin can use this report to manage SharePoint user profiles in the admin Center effectively.

How to Edit a User Profile in SharePoint?

These are the quick steps to edit a use profile.

• Step 1. Open the Manage User profile and then hit the Search option to locate the user.
• Step 2. Now open the profile and update the necessary information.
• Step 3. As the profile gets updated then Save the changes.

How to Create a User Profile in SharePoint?

Go with these straightforward steps in order to create a new user in SharePoint.

• Step 1. Open the SharePoint Admin Center > User Profiles> Manage User Profiles.
• Step 2. Search for the user to create the profile.
• Step 3. If the user is not found, then ensure it should be added to the Active Directory and Synchronized with SharePoint.
• Step 4. Run the synchronization correctly and the user will create automatically.
• Step 5. After that, you can edit the user details.

How to Delete a User Profile in SharePoint?

Make sure you have decided to delete the user profile permanently before going to execute the below steps.

• Step 1. In the Manage user profile option, search for the user that you want to delete.
• Step 2. As the user found, then open the Profile.
• Step 3. Click on the Delete option to delete the user from SharePoint.

Alternation Options to Update/ Manage SharePoint User Profiles

Other than SharePoint, the user profile is also managed in the Azure Active Directory and Outlook. So, you can also edit and update them as per necessary using these two options.

Azure Active Directory

• Step 1. Move to the Azure Portal and then Azure AD.
• Step 2. Open the Users option to see the list of users.
• Step 3. Choose the user that details you want to edit.

Outlook (Exchange Online)

• Step 1. Go to the M365 Admin Center > Exchange Admin Center.
• Step 2. Click on Recipient > Mailboxes.
• Step 3. Select a user and hit Edit. Update the profile and Save.

Use What to Migrate from One SharePoint to Another

You can use the Prominent SharePoint Migration Tool that can perform SharePoint data migration along with user-level permissions. It performs the complete migration without any hurdles.

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Additionally, it follows SharePoint Online migration checklist and easy to use , even if you are new to SharePoint. You can flawlessly use this tool for a seamless migration.

Conclusion

Managing SharePoint user profiles is necessary for an efficient SharePoint environment. Now by understanding the components and steps to manage SharePoint user profiles. You can estimate how important it is to update the user profiles.