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Update your profile picture and status

Change your profile picture and let colleagues see whether you're available, busy, or away.

Who this is for: everyday users — your picture and status are personal to your account and visible to colleagues wherever your name appears in the portal (for example in team lists and the webphone).

Before you start

  • Nothing to prepare — this is available from every screen in the portal, not just a settings page.
  • If you want to upload your own photo, have an image ready (PNG, JPG, GIF or WebP, 2MB or smaller).

Steps

  1. Select your name or picture in the top-right corner of the portal to open the account menu. Your current status is already shown here, next to your name, with a small colored dot.
  2. To change your status, select the status row (for example Available) to open the status list, then choose a new one — such as Available, In Meeting, Do Not Disturb, Be Right Back, or Away. Your colleagues see this update immediately wherever your name appears. Note that On Call and Offline are normally set automatically by the system while you're on a call or signed out, rather than something you pick yourself.
  3. From the same account menu, select My Profile to open the Edit Profile screen.
  4. Under Profile Picture, select Change avatar (or the small camera icon on your picture) to open the avatar picker.
  5. Choose how you want your picture set:
    • Gallery — pick one of the ready-made avatar icons, then select it to highlight it.
    • Upload — drag an image onto the upload area, or select it to browse for a file from your device; you'll see a preview once it's picked.
    • Gravatar — use the picture already linked to your email address on gravatar.com, if you have one set up there.
    • Microsoft 365 — when the prerequisites below are met, select Use my Microsoft photo to opt in and use the profile photo from your linked Microsoft account.
  6. For Gallery, Upload, or Gravatar only, check the Preview at the bottom of the window, then select Save Avatar to apply that choice.
  7. For Microsoft 365, selecting Use my Microsoft photo is the immediate save and opt-in. No Preview or Save Avatar button is shown. Sync now is optional if you want to request another refresh later.
  8. Back on the Edit Profile screen, you can also update your name and other personal details if needed, then save your changes before closing the window.

Use your Microsoft 365 photo

The exact path is account menu My Profile → Profile Picture → Change avatar (or the small camera icon) → Microsoft 365 → Use my Microsoft photo. Choosing it starts a private import straight away and is the save and opt-in: no Preview or Save Avatar button is shown for Microsoft 365. Use Sync now only when you want to request another refresh.

This option is available only when your organisation has Microsoft 365 Presence Sync, its administrator has connected Microsoft 365, and has linked your Phonovo account to the correct Microsoft user. If it says Microsoft 365 is not connected or you are not linked, ask that administrator to complete the setup. If photo storage is unavailable, your current avatar stays in use; try again later. Choosing Gallery, Upload, or Gravatar opts you out of Microsoft photo sync.

For the administrator setup and connection guidance, see Set up Microsoft 365 Presence Sync.

Screenshot

Screenshot of the account menu open in the top-right corner, showing the avatar with presence dot, the status list, and the My Profile and Settings options.

Ask Olivia

You can also ask Olivia, the in-portal assistant, to walk you through this.