If someone has forgotten their Microsoft 365 password or is locked out, an admin can set a new temporary password in under a minute. This article also covers resetting several people at once, what to do if you're the admin who's locked out, and whether passwords should expire.
Before you start
- You need an admin role that can reset passwords: Password Administrator, Helpdesk Administrator, User Administrator or Global Administrator.
- Helpdesk and Password Administrators can only reset ordinary users. Only a Global Administrator (or Privileged Authentication Administrator) can reset another Global Administrator.
- Make sure you're really speaking to the person. A quick call back on a number you already have stops someone tricking you into resetting another person's account.
Reset one user's password
- Sign in to the admin centre. Go to admin.microsoft.com.
- Find the user. Go to Users → Active users, select the person and then select Reset password.
- Choose the options. Leave Automatically create a password ticked, or untick it to type one yourself. Keep Require this user to change their password when they first sign in ticked so the person picks their own.
- Confirm. Select Reset password. The new temporary password appears on screen. Select Print to save it as a PDF if you need to, then Close.
- Give them the password safely. Read it out over the phone, tell them in person or send it by text message.
The user then signs in at office.com with the temporary password and sets a new one. Remind them to update the password on their phone and in Outlook too, or those apps will keep prompting.
"Resend" a new starter's password
The admin centre can't show an existing password again. If a new starter has lost their first password, reset it using the steps above. This gives them a new temporary password.
Reset several users at once
- On Users → Active users, tick the people you want (up to 40 at a time). Leave yourself unticked, because you can't reset your own password this way.
- Select Reset password in the toolbar, choose the options and select Reset password.
- Print or save the list of temporary passwords and hand each one out securely.
If you're the admin and you've forgotten your password
- Another admin exists: ask another Global Administrator to reset it for you. This is one reason to have two Global Administrators (see Give someone admin rights).
- You're the only admin: go to the sign-in page, enter your email address and select Forgot my password. Admin accounts can reset themselves using the phone number and alternative email registered on the account.
- Neither works: open a ticket from your Client Area. As your Microsoft partner we can help you regain access, and we'll verify your identity first.
Should passwords expire?
By default, Microsoft 365 passwords never expire, and Microsoft recommends keeping it that way. Forced regular changes tend to lead to weaker, predictable passwords. Multi-factor authentication protects you far better (see Set up multi-factor authentication).
If your insurer or a policy requires expiry:
- In the admin centre go to Settings → Org settings and open the Security & privacy tab.
- Select Password expiration policy.
- Untick Set passwords to never expire (recommended), enter the number of days (between 14 and 730) and select Save.
Microsoft 365 no longer sends "your password is about to expire" reminders, so tell your staff when to expect the change.
Troubleshooting
The user still can't sign in after the reset
Check the account isn't blocked: open the user and look for Sign-in blocked. If it is, select Unblock sign-in. Also make sure they're typing their full email address as the username.
Outlook keeps asking for the password
Outlook is still using the old saved password. Close Outlook, reopen it and sign in with the new password when prompted. If it loops, see Outlook keeps asking for a password.
"You don't have permission" when resetting
Your role can't reset that account, usually because the person is an admin. Ask a Global Administrator to do it.
We'd rather staff reset their own passwords
Turn on self-service password reset so people can use Forgot my password on the sign-in page: see Let users reset their own passwords.
Last reviewed: October 2026
