How to Change the Display Name on Mail App in Windows 10

The Display Name in your outgoing emails may be shown of another account if the display name in the mailbox sync settings of the account is not configured. Moreover, the corrupt installation of the Mail app may also cause the issue at hand.

The user encounters the issue at hand when he sees the display name of another (or friend’s/family’s) account in his outgoing emails sent by the Windows 10 Mail app. But upon checking the email provider’s website, the Display Name is set up correctly (and upon sending the email from the website, the correct Display Name is shown but not from the Windows 10 Mail app).

Windows 10 Mail App is Using the Display name of Another Email Account

Before moving on to changing your display name, make sure the display name you want to use is added to the website and mobile application of your email provider. Moreover, check if the email address is not saved into your contacts list with the display name (that you do not want to use). Moreover, if you want to edit the Display Name of a Microsoft account, then edit it in the Email & Accounts tab in the Windows 10 Accounts Settings. Last but not least, make sure the Mail application and Windows of your system are updated to the latest built.

Solution 1: Change the Mailbox Sync Settings

Your email may show the wrong display name if the name is not entered in the account sync settings of the Mail app. If you want to change the display name, then changing it in the account sync settings may solve the problem. This option may not be available to all the email account type (especially Hotmail users).

  1. Hit the Windows key and type Mail. Then select Mail.
  2. Now, in the left pane, click on the Gear icon (near the bottom of the pane) to open the Settings.
    Open Settings of Windows 10 Mail App
  3. Then open Manage Accounts and then select the account for which you want to change the Display Name.
    Open Manage Accounts in the Settings of the Mail App
  4. Now open Change Mailbox Sync Settings and under the option of Send Your Messages Using This Name, enter the name that you want to use.
    Change Mailbox Sync Settings
  5. Then click on the Done button and reboot your PC to check if the display is changed.
    Enter Your Display Name in the Field of Send Your Messages Using This Name

Solution 2: Reset the Mail App to the Defaults

You may fail to change the display name if the installation of the Mail app is corrupt. In this case, resetting the Mail app and re-adding the email account may solve the problem. Before proceeding, make sure to backup essential information/data.

  1. Hit the Windows key and type Mail. Now, in the search results, right-click on Mail and choose App Settings.
    Open App Settings of the Windows 10 Mail App
  2. Now click on the Terminate button (you may have to scroll a bit) and then click on the Reset button.
    Terminate and Reset the Mail App
  3. Now click on the Windows button and type WSRest. Then right-click on WSReset and choose Run as Administrator.
    Launch WSReset as Administrator
  4. Now reboot your PC and upon reboot, add the problematic account (never add another account before) to check if you can successfully change/add the Display Name in the Display Your Name While Sending Mail field. If you are encountering the issue with a non-Microsoft account, then add that account first.

If the issue is resolved, make sure to restart your PC before adding each account. Keep in mind that if you are adding more than one account (non-Microsoft account) of the same email provider (for example Google), then you may have to add the second account in the Advanced Setup (as discussed in the next solution).

Solution 3: Re-add the Email Account to the Mail App

The issue could be a temporary glitch/bug in the Mail app or the problematic account. In this context, removing and re-adding the problematic email account may let you change the display name. Make sure to back up the essential info/data.

  1. Hit the Windows key and type Mail. Then open Mail.
  2. Now, in the left pane, click on the Gear icon and open Manage Accounts.
  3. Then select the problematic account and click on Delete Account.
    Delete Account in the Windows 10 Mail App
  4. Now confirm to delete the account and then reboot your PC.
    Confirm to Delete the Account
  5. Upon reboot, open Manage Account in the Mail app (steps 1 to 2) and select Add Account.
    Add the Account to the Mail App
  6. Then add your account as per the service provider and check if the Display Name issue is resolved.

If that did do the trick, then once again remove the account from the Mail app by repeating steps 1 to 4, and then you may have to try the steps below. For illustration we will discuss the process for Gmail, you may have to dig deeper to make it work for you but keep in mind that your Calendar and Contacts may not sync to the Mail app, although you may add that account as discussed above. But keep in mind it will show two same email entries in your Mail app and to send the email, you may use the email that is added by using the Advanced Setup (discussed below).

If not Using 2-Step Verification:

  1. Launch a web browser and navigate to the Less Secure Apps page of your Google account.
  2. Now enable access to less secure apps for your account
    Allow Less Secure Apps

If using 2-Step Verification:

  1. Launch a web browser and navigate to the app-specific password page of your Google account.
  2. Now enter your password (if asked) and expand the App dropdown.
  3. Then select Mail and expand the dropdown of Select Device.
  4. Now select Windows Computer and click on the Generate button.
    Generate an App Password for Windows 10 Mail
  5. Then copy the generated password.

Use the Advanced Setup in the Mail App:

After allowing less secure apps or generating an app-specific password, follow the steps below (before moving on, make sure IMAP access in the web version of Gmail is enabled):

  1. Open the Manage Accounts window of the Mail app (as discussed above) and click on Add Account.
  2. Now select the Advanced Setup option (not Google) and select Internet Email.
    Select Internet Email in the Advanced Setup
  3. Then enter your credentials (make sure to enter the app-specific password in the password field) and fill out the details as below (fill out the User Name, Account Name and Send Your Messages Using This Name as per your liking):
    Account Type: IMAP4
    Incoming Mail Server:
    Outgoing Mail Server:
    Add Gmail In the Advanced Setup of the Windows 10 Mail App
  4. Then checkmark all the options (usually 4) at the end of the window and click on sign-In.
  5. Now check if the display name has changed as per your requirement.

Solution 4: Create a New Windows User Profile

If the issue is still there, then the issue could be a result of a bug or glitch in the current user profile. In this scenario, creating a new Windows user profile and using the Mail app in that account may solve the problem.

  1. Create a new Windows user profile and log out of the current user account.
  2. Now sign-in using the new user account and set up the Mail app for the email account that you want to use. Make sure to add the Display Name during the setup and then check if the issue is resolved. Keep in mind that you may have to use this Windows user profile whenever you want to use the said Display Name.

If the issue is still there, then you may try a 3rd party application (like Thunderbird) or use the website of your email provider to send the email (till the issue is resolved).


Kevin Arrows

Kevin Arrows is a highly experienced and knowledgeable technology specialist with over a decade of industry experience. He holds a Microsoft Certified Technology Specialist (MCTS) certification and has a deep passion for staying up-to-date on the latest tech developments. Kevin has written extensively on a wide range of tech-related topics, showcasing his expertise and knowledge in areas such as software development, cybersecurity, and cloud computing. His contributions to the tech field have been widely recognized and respected by his peers, and he is highly regarded for his ability to explain complex technical concepts in a clear and concise manner.