# Understanding Microsoft 365 Company Profile Setup

## **1\. Purpose**

The organizational profile is the **starting point** when setting up your Microsoft Entra tenant (formerly Azure AD).  
If required fields (like **Address**) are missing, **the provisioning process stops**.

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## **2\. Permissions Needed**

* You must have the **Global Administrator** role to update the organization profile.
    

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## **3\. Editing the Organization Profile**

**Steps:**

1. Open **Microsoft 365 Admin Center**.
    
2. In the left menu:
    
    * Click **Show All** (…) to expand.
        
    * Go to **Settings** → **Org Settings**.
        
3. Select **Organization profile** tab.
    
4. Edit settings by **group** (e.g., *Organization information*, *Custom themes*).
    
5. Save each group before moving on.
    

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## **4\. Key Organization Information**

* **Organization name**
    
* **Address** *(required or provisioning will halt)*
    
* **Phone number**
    
* **Preferred language**
    
    * Determines **Microsoft communications language**.
        
    * **SharePoint Online language is set at signup and cannot be changed**.
        
* **Country/region** *(cannot be changed later)* — determines:
    
    * Available services
        
    * Taxes & billing currency
        
    * Microsoft datacenter location
        

⚠ If the country/region is wrong, you must create a **new tenant**.

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## **5\. Organization Theme Management**

Themes customize the Microsoft 365 suite header for your organization.

### **Theme Types**

* **Default theme** – applied to everyone (cannot be renamed, only deleted if all other themes are deleted).
    
* **Group theme** – assigned to Microsoft 365 groups (max 4 custom group themes + 1 default = 5 total).
    

### **Theme Assignment Rules**

* Can only be applied to **Microsoft 365 groups** (not security or distribution groups).
    
* If a user is in multiple themed groups → **default theme wins**.
    

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## **6\. Adding or Updating a Theme**

**Steps:**

1. Go to **Settings** → **Org Settings** → **Organization profile**.
    
2. Select **Custom themes**.
    
3. Click **Add theme** or edit an existing one.
    

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## **7\. Theme Customization Tabs**

### **A. General Tab**

* Set theme name.
    
* Assign up to **5 Microsoft 365 groups**.
    
* Option to:
    
    * Prevent user overrides.
        
    * Show user’s display name.
        

### **B. Logos Tab**

* **Default logo**: HTTPS image link, ≤10 KB, formats: JPG/PNG/GIF/SVG.
    
    * JPG/PNG/GIF: fits **200×48 px**.
        
    * SVG: fits **24 px height**.
        
* **Alternate logo**: For dark mode (same requirements).
    
* **On-click link**: URL where logo redirects (e.g., company website).
    
* Logos must be **publicly accessible** (no login required).
    
* Recommended **contrast ratio**: 4.5:1 (can override warning).
    
* **Note**: Header is responsive — narrow logos display more reliably.
    

### **C. Colors Tab**

* **Navigation bar color** – top bar background.
    
* **Text & icon color** – for top bar items.
    
* **Accent color** – for buttons & links on light backgrounds.
    
* **Reset color** – revert to defaults.
    

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✅ **Best Practices for Setup:**

* Double-check **country/region** at signup.
    
* Use **short/narrow logo** to avoid disappearing in small screen layouts.
    
* Assign **default theme** broadly; use **group themes** for special departments or branding.
    
* Keep address updated to avoid service issues.
    
* Choose **preferred language carefully** — SharePoint language is permanent.