Guide: Change Name or Email Address

Issue/Question

• How do I change my name in OSU's systems?
• How do I change my email address at OSU?

Environment

• Oregon State University
• Employee, Student

Explanation

This article covers topics related to changing a name, username, or email address. For information about other directory changes, see: How to Change Your Online Directory Entry

Your name in most OSU IT systems is based on your name in our system of record, Banner. It is usually your legal name, and may or may not include your middle name. The information in this article applies to at least the following systems: 

• Canvas
• Microsoft environment, including Outlook, Teams, SharePoint, and OneDrive
• Google Suite
• Zoom
• Box

Resolution

Index

• Employees
• Students
• Frequently Asked Questions

Employees

Your name in most OSU IT systems is based on your name in our system of record, Banner. It is usually your legal name, and may or may not include your middle name.

• Legal Name Change: If you have completed a legal name change, please notify HR.
  • See the "Request Legal Name Change" section on HR's site here: https://hr.oregonstate.edu/employees/current-employees/campus-directory-profile-information-faculty-and-staff#change-legal-name
  • Once you have completed the legal name change with HR, your name will be updated in Banner, and in your display name shown in many systems. This change will not affect your username or email address. To request a username or email address change after a legal name change, see: ONID - How to Request a Username Change
• Preferred Name Change: 
  • See the "Request use of a Preferred Name" section on HR's site here: https://hr.oregonstate.edu/employees/current-employees/campus-directory-profile-information-faculty-and-staff#preferred-name
  • Once you have completed a preferred name change with HR, the way your name appears will update in most systems. This change will not affect your username or email address. To request a username or email address change after a preferred name change, see: ONID - How to Request a Username Change
• Middle Names:
  • If you have a middle name listed in Banner, it will be listed in OSU IT systems.
  • You can change how your middle name appears on your ONID account, which also impacts how your name appears in the OSU Online Directory, OSU Email, G Suite, Office 365, Zoom and Box. 
  • You can choose to display your full middle name, only the initial, no middle name, or your middle name instead of your first name. For steps, see: ONID - Change How My Name Appears
  • Note that changes to the ONID name format do not change how your name appears in Banner or other systems that receive data directly from Banner.
• Other systems: for some systems, you may need to update your name manually even if you have done a legal name change or preferred name change.
  • Update name in Canvas
  • Update name and signature in DocuSign
  • Update name and email in CORE

Employees are usually issued an Exchange mailbox with two email addresses:

• The username@oregonstate.edu email address is based on the username and cannot be changed unless the username is changed.
  • Usernames are typically only changed if there is a legal name change, and must be requested by the employee.
• The First.Last@oregonstate.edu email address is added to the Exchange mailbox by the employee's IT team and can be set to anything the employee requests (so long as it is not offensive).
  • Additional First.Last addresses can also be added if needed, i.e. in the case of a name change. Ask your IT team.

Students

Your name in most OSU IT systems is based on your name in our system of record, Banner. It is usually your legal name, and may or may not include your middle name.

• Legal Name Change: If you have completed a legal name change, please notify the Registrar.
  • See the "Legal Name Change" section on the Registrar's site here: https://registrar.oregonstate.edu/biographical-information-change-requests#legal-name-change
  • Once you have completed the legal name change with the Registrar, your name will be updated in Banner, and in your display name shown in many systems. This change will not affect your username or email address. To request a username or email address change after a legal name change, see: ONID - How to Request a Username Change
• Name-in-Use Change: 
  • See the "Name-in-Use" section on the Registrar's site here: https://registrar.oregonstate.edu/biographical-information-change-requests#preferred-first-name-change
  • Once you have completed a preferred name change with the Registrar, the way your name appears will update in most systems. This change will not affect your username or email address. 
• Middle Names:
  • If you have a middle name listed in Banner, it will be listed in OSU IT systems.
  • You can change how your middle name appears on your ONID account, which also impacts how your name appears in the OSU Online Directory, OSU Email, G Suite, Office 365, Zoom and Box. 
  • You can choose to display your full middle name, only the initial, no middle name, or your middle name instead of your first name. For steps, see: ONID - Change How My Name Appears
  • Note that changes to the ONID name format do not change how your name appears in Banner or other systems that receive data directly from Banner.
• Other systems: for some systems, you may need to update your name manually even if you have done a legal name change or name-in-use change.
  • Update name in Canvas
  • Update name and signature in DocuSign

Undergraduate students are issued an Exchange mailbox with one email address:

• The username@oregonstate.edu email address is based on the username and cannot be changed unless the username is changed.
  • Usernames are typically only changed if there is a legal name change or preferred name change, and must be requested by the student.
• Students are not eligible for a First.Last@oregonstate.edu email address except in the case of some grad students who are also employees.

Frequently Asked Questions

1. Q: Can I go by my middle name instead of my first name?
   A: Yes, you can update your ONID profile to display your middle name instead of your first name. This will update most systems, but not all.
2. Q: I am an employee and have a professional name that is different from my legal name. Can I use my professional name at OSU?
   A: Yes. As an employee, you should request a preferred name from HR. Then ask your IT team to update your first.last@oregonstate.edu email address to match, if desired.
3. Q: I am an employee and I want my nickname displayed in the directory instead of my full name. Can I use my nickname at OSU?
   A: Yes. As an employee, you should request a preferred name from HR. Then ask your IT team to update your first.last@oregonstate.edu email address to match, if desired.
4. Q: I am a student and need to use a different name at OSU, but can't do a legal name change at this time. Can I change my name at OSU?
   A: Yes. As a student, you should request a name-in-use change from the Registrar. After your name-in-use has been changed, you can also request a username change, which will update your username@oregonstate.edu email address as well.
5. Q: I am an employee who recently changed my last name. Can I have a new first.last@oregonstate.edu email address and keep my old address, too?
   A: Yes. Employees can have more than one first.last@oregonstate.edu email address.

Assistance

For assistance, contact the Service Desk.