Add information to a user’s Directory profile

As a Directory admin, you can add information such as phone numbers, secondary email addresses, and desk location to users’ profiles. You can edit user profiles individually in the Admin console. You can also edit users in bulk either with the Google Workspace Admin SDK Directory API or Google Cloud Directory Sync.

Rich profile information connects users

When you add profile information to user profiles, people in your organization find it in many Google services:

• Individual and group addresses autocomplete as users enter them in Google services like Gmail, Google Docs, and Drive.
• Calendar intelligently suggests meeting rooms based on the location and number of guests (requires Calendar setup).
• Users find profile information in Google services. For example, when users point at or tap someone’s profile photo, they open a person information card.
   

  
   

• Users see organization relationships. If you add a manager email for all user profiles in an organization, then Google generates a reporting chain. This is available in Google services on Android and iOS, as well as in Cloud Search on all devices.
   

  

What you can update

You can add, edit, or delete the following information:

• Secondary email address—An address that is outside your domain
• Phone numbers, physical addresses
• Desk location (if you set up buildings in Calendar)
• Job title, manager email, department, and cost center 
• Employee ID and employee type
• Organization-specific custom attributes
• A user's primary email address and display name
• Related People card, which is updated using the Google Workspace Admin SDK directory API

You can also let users update some of their profile settings, including name, photo, and work location. Note: Gmail users can change their display name themselves.

How the Directory profile displays information

Person information card
 

		Name
		Profile photo
		Email
		Phone number
		Job title / Department
		Desk location: Building, floor, floor section
		Links

Contacts sidebar in Gmail
 

		Name
		Job title / Department
		Email
		Phone number
		Desk location: Building, floor, floor section
		Manager's email address
		Reports: Based on reports' manager's email address

Update a user profile

This method is the simplest way to update a few user profiles. If you need to update many profiles, use one of the bulk update methods described in the following sections.

To complete these steps, you need the appropriate User management privilege. Without this privilege, you won't see all the controls needed to complete these steps.

1. Sign in to your Google Admin console.

   Sign in using your administrator account (does not end in @gmail.com).

2. In the Admin console, go to Menu  DirectoryUsers.
3. In the Users list, click the user. If you need help, go to Find a user account.
4. Click the user’s name to open their account page.
5. Click User information.
6. Click any of the following sections to edit the user's profile information:
   • Contact information—Secondary email addresses, phone numbers, and physical addresses
   • Email aliases—Additional domain email addresses
   • Employee information—ID, job title, employee type, manager email, department, cost center, building ID, floor name, and floor section
   • Custom attribute fields—If you or another admin created custom attributes for user profiles, enter or edit their values.

     

     Tip: After you add information to a field, another field appears to let you add another entry. To specify details of an entry, such as Home or Work, click the menu at the right. To delete an entry, click Remove  on the right.

7. At the bottom right, click Save.
8. (Optional) To return to the user’s account page, at the top right, click the Up arrow .

Note: It can take up to 24 hours for changes to appear.

Update many profiles from a spreadsheet

This method lets you update many profiles at once without programming or Google Cloud Directory Sync.

1. Sign in to your Google Admin console.

   Sign in using an account with super administrator privileges (does not end in @gmail.com).

2. In the Admin console, go to Menu  DirectoryUsers.
3. At the top of the page, click Bulk update users.
4. Download the existing users' data into a CSV (comma-separated values) file.
5. Open the CSV file in a spreadsheet application, such as Google Sheets or Microsoft Excel.

   The file has columns for each profile attribute.

6. Update or fill in the users' profile information. If you don’t want to show an attribute, leave the column blank.

   Tip: To add multiple phone numbers or addresses for a user, enter the values in the column and separate the values with commas.

7. Save the CSV file as a CSV file type.
8. Click Upload to upload the file.

   For guidelines and tips, go to Add several users at once.

Note: It can take up to 24 hours for changes to appear.

Related topics

For other ways to update user profiles, go to:

• Overview: Changing a Directory user's name or email address
• Add or delete an alternate email address (email alias)
• Create custom attributes for user profiles
• Bulk update user profiles with LDAP directory or API

 

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