From: Greg Smith, Chief Information Officer and Dr. Christopher Taylor, Associate Vice-President, EDIR
Date: June 2, 2025
Subject: Pronouns option now available in Microsoft 365
Information Systems & Technology (IST) and the Office of Equity, Diversity, Inclusion, and Anti-Racism (EDI-R) are excited to share that beginning June 2, 2025, as part of the University’s commitment to creating an inclusive campus, you will have the option to add your pronouns to Microsoft Teams and Outlook (email web version).
Learn more about adding, changing, or deleting pronouns in M365
Understanding this change
- When enabled, personal pronouns (i.e., words we use to replace someone’s name in a sentence, such as “he,” “she,” or “they”) will be added to an individual’s Microsoft 365 profile card (the card with your picture or initials in the circle) and display in Teams and Outlook (web version) only.
- M365 profile cards are visible to all members of the University of Waterloo organization, including students, employees, and guests. There is no way to limit the visibility of the pronouns for specific populations or groups.
- Pronouns are not visible to anyone outside of the University of Waterloo and are not synced across any other University system.
- The use of personal pronouns in M365 is optional and the principle of informed consent should guide use of this feature.
- Pronouns can be added or removed at the individual’s discretion. Pronouns can be set using the defaults provided or customized to reflect a preferred choice (up to 60 characters).
- Use of these fields is governed by University Policies, e.g., Policy 33 – Ethical Behaviour and Policy 71 – Student Discipline.
Understanding the limitations and risks of sharing personal info
- Please be mindful when sharing someone else's pronouns. Sharing this information without their explicit consent can put them at risk, especially if it reveals aspects of their gender identity, gender expression, or sexual orientation that they haven't chosen to disclose.
- Non-consensual sharing of personal pronouns may amount to an involuntary outing, which can have serious and even devastating consequences for the individual. Always prioritize consent and privacy when it comes to someone’s identity.
Reporting inappropriate use of this feature
Inappropriate behaviour involving the misuse of pronouns, such as repeated misgendering, mocking, or intentionally altering someone’s pronouns against their wishes, can be reported using the EDI-R Advocate tool.
Support resources
- Add, change, or delete pronouns on your Microsoft 365 profile card
- Pronouns FAQ page from the University’s Office of EDI-R
- Frequently asked questions about pronouns in Microsoft 365 (Microsoft)
- Pronouns on your profile in Microsoft 365 (Microsoft)
- Profile cards in Microsoft 365 (Microsoft)
Note: Once enabled, it may take up to 24 hours before this feature is visible on your Microsoft 365 profile card.
If you have any questions, please complete the intake form.
Gregory Smith
Chief Information Officer
Information Systems and Technology
Christopher Taylor
Associate Vice-President, Equity, Diversity, Inclusion, & Anti-Racism
Office of Equity, Diversity, Inclusion & Anti-Racism (EDI-R)