Import and use Organizational Data in Microsoft 365
Organizational data refers to employee data that your admin uploads by using the Organizational Data in Microsoft 365 feature. Organizational Data in Microsoft 365 combines this uploaded data with existing Microsoft 365 data to power certain capabilities in Microsoft 365 applications. This feature also helps improve your Microsoft 365 User Profile data by ingesting organizational data that currently resides in your organization's external systems (such as human capital management systems). This helps fill in any gaps related to missing or stale user profile data and enables richer experiences in Microsoft 365 and Microsoft Viva.
Microsoft 365 User Profile Data refers to the information associated with a user's account and is stored in the Microsoft 365 User Profile. This information includes email address, phone number, job title, and other descriptive information.
Microsoft 365 User Profile Data comes from two main sources: either Microsoft Entra ID (formerly Azure Active Directory), which is the default setting, or from Organization Data in Microsoft 365 through a .csv file that you upload. The properties in the Microsoft Entra schema and in the Microsoft 365 User Profile match the column names in the .csv file and are referred to as attributes in Organizational Data in Microsoft 365.
Note
Do you have Microsoft 365 Copilot? Check out Use organizational data in the Microsoft Copilot dashboard for important information about configuring and accessing the organizational data.
Data attributes
When you upload a .csv file, you need to include at least one required attribute, Microsoft_PersonEmail, for each employee. Based on specific requirements for applications that use this data (for example, the Copilot Dashboard), you might need to upload additional fields. To learn how to set up and structure an organizational data .csv file, see Prepare and import your organizational data.
You can also include the following optional attributes. (The value in parentheses is the corresponding property name in the Microsoft 365 User Profile schema.).
See Attribute reference for more details about the specific attributes, and Attribute to property mapping for information on how the Organizational Data in Microsoft 365 attributes map to Microsoft 365 User Profile data.
- Names
- Microsoft_FirstName (first)
- Microsoft_LastName (last)
- Microsoft_DisplayName (displayName)
- Positions
- Detail
- Microsoft_JobTitle (jobTitle)
- Microsoft_SecondaryJobTitle (secondaryJobTitle) - used for skills mapping
- Microsoft_JobDiscipline (role)
- Microsoft_LevelDesignation (level)
- Microsoft_Layer (layer)
- Company
- Microsoft_Company (displayName)
- Microsoft_CompanyCode (companyCode)
- Microsoft_Organization (department)
- Microsoft_CompanyOfficeLocation (officeLocation)
- Address
- Microsoft_CompanyPostOfficeBox (postOfficeBox)
- Microsoft_CompanyOfficeStreet (street)
- Microsoft_CompanyOfficeCity (city)
- Microsoft_CompanyOfficeState (state)
- Microsoft_CompanyOfficeCountryOrRegion (countryOrRegion)
- Microsoft_CompanyOfficePostalCode (postalCode)
- Address
- Company
- Detail
- Manager
- Microsoft_ManagerEmail (userId)
- User Skills
- Microsoft_UserSkillNames
Important
In the Microsoft 365 User Profile, Microsoft Entra data takes precedence over Organizational Data in Microsoft 365. When a service queries a Microsoft 365 User Profile, if there is both organizational data and Microsoft Entra data for a single attribute, the Microsoft Entra value is used. Learn how to customize the data precedence for your tenant in Data usage.
If you upload organizational data through the Microsoft 365 admin center, that data is also accessible to and used by Viva Insights (except for those excluded attributes listed in How Organizational Data in Microsoft 365 works with Viva Insights). If you upload data from Viva Insights first, and then upload data using Organizational Data in Microsoft 365, the data is merged and Viva Insights will also use your organizational data. In this instance, whichever data value was uploaded most recently takes precedence.
Three name related attributes (Microsoft_FirstName, Microsoft_LastName, and Microsoft_DisplayName) are treated as a group in the Microsoft 365 User Profile, so if any one of them has a value in the input .csv file, the other two also need to have values. Otherwise, the specified value isn't stored in the Microsoft 365 User Profile.
Prepare and import your organizational data
Before you upload organizational data, you need to do the following:
- Download a .csv template
- Structure the organizational data
- Import your organizational data for the first time
- Update or make other changes to your data
Step 1 - Download a .csv template
- Sign into to the Microsoft 365 admin center as a user with Global Admin permissions.
- On the Organizational Data in Microsoft 365 page (under Setup > Migration and imports), select Get started (if this is the first time you're importing data) or New import.
- Select Download CSV template.
Note
You can also use organizational data exported from another system, such as your HR software, as your starting point, as described in Get an export of organizational data.
Step 2 - Structure the organizational data
Now that you have your .csv file starting point, add the organizational data that you want to use in Microsoft 365, and then save the file.
There are two types of attributes you can add in your organizational data file: required and reserved optional. Attributes can be in any order in the file.
- Required - The only attribute required by default is email address.
- Reserved - Attributes are reserved column headers for attributes that are currently used to calculate, filter, and group data.
Sample data file
Here's an example snippet of a valid .csv file:
Microsoft_PersonEmail,Microsoft_ManagerEmail,Microsoft_LevelDesignation,Microsoft_Organization,Microsoft_Layer,Microsoft_CompanyOfficeCity
[email protected],[email protected],Junior IC,Sales,8,Seattle
[email protected],[email protected],Junior IC,Sales,8,Seattle
[email protected],[email protected],Manager,Sales,7,Seattle
[email protected],[email protected],Support,Sales,9,New York
[email protected],[email protected],Support,Sales,9,New York
[email protected],[email protected],Support,Sales,9,New York
For more information about attributes, see the Attribute reference.
Step 3 - Import your organizational data for the first time
After you create a .csv file with your data, the next step is to import the data, either from your local computer (for Viva Insights-licensed customers) or from a SharePoint site.
Upload the .csv file from your computer (for Viva Insights-licensed customers)
After you create the .csv file with your data, you can upload it directly from your local files.
Note
- Local upload is only available for Viva Insights-licensed customers.
- There's a 25 MB limit on files uploaded directly from your local files. If your .csv file is larger, upload it first to SharePoint and then import it from there.
Upload the .csv file from SharePoint
First you need to upload the file from your local computer to a secure SharePoint location; then you import the data.
Upload the file to SharePoint
Use the following steps to upload your data to SharePoint. Make sure that your SharePoint site has the right permissions and that only those that should be able to access the data can access the site. You can upload a file up to 5 Gb in size.
Open the SharePoint site library.
Select Upload, and then select Files.
Navigate to the location where you saved the .csv file, and then select Open.
You can also use drag and drop to upload the file.
Before you import the data into Viva, you need the path to the file on SharePoint, in this format: https://domain.sharepoint.com/sites/sitename/Documents/foldername/filename.csv. Use the following steps to get the path to your file - the path isn't the same as the URL that you see in your browser when you view the file.
Select the ellipses (...) next to the file and then select Details.
Find the Path value, and then select the copy icon.
Note
Be sure to follow these steps to get the path to the file. This is a different path than what's visible in the URL field of a browser when you view the .csv file in SharePoint.
Import the data into Microsoft 365
Now you're ready to import the data.
- On the Organizational Data in Microsoft 365 page (under Setup > Migration and imports), select Get started (if this is the first time you're importing data) or New import.
- On the Import data from SharePoint page, enter the SharePoint location where you saved your .csv file. (If you copied the location at the end of the upload step, paste it here.)
- Confirm that you understand that the data you upload here may be processed by Viva and Microsoft 365, as well as non-Microsoft services that you've granted access to the data through Microsoft Graph. Select Next.
- Review the details for your upload, and then select Begin validation.
Your organizational data is validated against the requirements for use with Viva and Microsoft 365 services. Validation takes a few hours; however it can take up to three days for your complete data upload to be available in the profile store. You can check the validation status on the Organizational data page in the admin center. When the validation is complete, you see a message that your data is in use and managed by Viva and Microsoft 365.
Each end user's organizational data is stored in that end user's mailbox and respects the data residency rules for Exchange Online (as described in Data Residency for Exchange Online).
Step 4 - Update or make other changes to your data
Only the global admin can update or delete organizational data stored in the Microsoft 365 User Profile.
To update or delete an end user's organizational data, create and upload a new .csv file containing only the users whose data you want to update or delete.
- To update a value, include all of the attributes that you want to update. Provide a different value for any attribute that you want to change. If you include an attribute but don't provide a value (but do not set it to an empty string), the current value in the Microsoft 365 User Profile is used (it isn't updated).
- To delete a value, set the value for the attribute to an empty string by using two single quotes (''). (Set the Microsoft_Layer attribute "-1".) To delete all of the data for a user, enter the empty string or integer value for all of their attributes.
Note
If you use Excel to edit the .csv file, use three single quotes (''') instead of two ('')- Excel sees a single quote (') as the escape character.
Data usage, retention, and management information for Organizational Data in Microsoft 365
Review the following information to understand how organizational data is used, stored, and deleted.
How Organizational Data in Microsoft 365 works with Viva Insights
The data uploaded here is also used in Viva Insights and is mapped to these Viva Insights reserved fields:
- PersonId
- ManagerId
- Organization
- LevelDesignation
- FunctionType
- Layer
- Location
The following data is uploaded from the Organizational Data feature but isn't available for use in Viva Insights:
- Microsoft_DisplayName
- Microsoft_FirstName
- Microsoft_LastName
- Microsoft_SecondaryJobTitle
- Microsoft_UserSkillNames
These attributes are available to use as custom attributes in Viva Insights.
- Microsoft_JobTitle
- Microsoft_City
- Microsoft_CountryOrRegion
- Microsoft_PostalCode
- Microsoft_PostOfficeBox
Data usage
The organizational data you upload may be used by Viva, Microsoft 365 services, and non-Microsoft services that have been given access through the Microsoft Graph API. This data is treated as publicly available within the organization, meaning it may be displayed to any end user in the organization. This data might also be used in cross-tenant collaboration scenarios, in Microsoft 365 Copilot, and machine learning model training.
In the Microsoft 365 User Profile, Microsoft Entra data is given precedence over Organizational Data in Microsoft 365 by default. When a service queries a Microsoft 365 User Profile, if there's both organizational data and Microsoft Entra data for a single attribute, the Microsoft Entra value is returned. For example, a given end user has "Software Engineer" as the jobTitle property in Microsoft Entra ID. The global admin for your organization uses the Organizational Data in Microsoft 365 feature to upload a value of "Senior Software Engineer" for the Microsoft_JobTitle attribute for that same end user. After the upload, both values are stored in the end user's Microsoft 365 User Profile. When an experience like Profile cards in Microsoft 365 queries the Microsoft 365 User Profile to get the jobTitle property for that end user, "Software Engineer" is returned (instead of "Senior Software Engineer").
If you prefer to use the value from your organizational data in the Microsoft 365 User Profile, contact Microsoft by sending a request to [email protected]. Include the subject line, "Request to give organizational data precedence over Microsoft Entra data in Microsoft 365 User Profile for Tenant [Name] [Tenant ID]." It can take up to four days for this change to take effect.
If you later want to switch back to the default behavior (where Microsoft Entra data is given precedence), contact Microsoft again, using a subject line of, "Request to give Microsoft Entra data precedence over Organizational Data in Microsoft 365 User Profile for Tenant [Name] [Tenant ID]." This change also takes up to four days.
To ensure that the data in the Microsoft 365 User Profile remains up to date and accurate, we recommend that you upload refreshed organizational data regularly (for example, weekly). This prevents the data in the user profile from becoming stale when compared to the data in your organization's human capital management systems.
Ensure that the data you upload matches attribute names and descriptions listed in the Attribute reference. Also avoid uploading sensitive personal data.
Data deletion
See Update or make other changes to organizational data for information about deleting user data. As soon as the update is processed, the associated user data is overwritten with blank fields, meaning their data is effectively deleted immediately.
When a tenant is removed from Microsoft 365, all tenant data is purged within 30 days.
Data retention
Organizational data is stored as long as the end user is active and has a valid license and no deletion request has been made by the end user or the global admin.
Data residency
When you upload organizational data, your .csv file is stored in your SharePoint Online site, and each end user's organizational data attributes are scoped to their Microsoft 365 User Profile and stored in the user's Exchange Online mailbox. For data residency information for SharePoint Online and Exchange Online, see Data Residency for SharePoint Online and Data Residency for Exchange Online.
Manage data subject requests
A Data Subject Request or DSR is a formal request by a data subject (an end user) to a controller to take an action on their personal data. To understand what data subject rights end users have, see Office 365 Data Subject Requests Under the GDPR and CCPA.
Use the following information to fulfill DSRs from end users:
- Access and Export – An end user can access and export organizational data uploaded by a global admin and stored in the Microsoft 365 User Profile by using the data export function in the profile card. See Export data from your profile card.
- Edit – see Update or make other changes to organizational data.
- Delete – see Update or make other changes to organizational data and Data deletion.
Attribute reference
The following table provides more details about the Organizational Data in Microsoft 365 attributes.
Note
Be aware that Microsoft_LevelDesignation and Microsoft_Layer attributes don't have corresponding properties in Microsoft Entra. Because of this, the only way to add these values to a Microsoft 365 User Profile is by using the Organizational Data in Microsoft 365 feature.
# | Attribute | Description | Data type | Example |
---|---|---|---|---|
1 | Microsoft_PersonEmail | Unique identifier for the employee record - an employee's email address. | [email protected] | |
2 | Microsoft_ManagerEmail | Unique identifier for an employee’s manager - the employee's manager’s email address. | [email protected] | |
3 | Microsoft_Organization | The internal organization or department name that an employee belongs to. | String | Financial Planning and Analysis |
4 | Microsoft_LevelDesignation | Level that represents an employee's experience, management level, or seniority within the organization. This is whatever public level designation your company uses. | String | Director |
5 | Microsoft_JobDiscipline | The discipline that an employee belongs to. For more actionable insights, avoid using too few or too many unique Job disciplines. This is the public job discipline. | String | Finance management |
6 | Microsoft_Layer | An employee's position within the organizational hierarchy, expressed as their distance from the top leader of the organization. For example, the CEO is at Layer 0. Avoid using too few or too many unique layers. This is the layer that is publicly available in your company. | Integer | 2 |
7 | Microsoft_FirstName | First name of the end user. | String | Alexa |
8 | Microsoft_LastName | Last name of the end user. | String | Smith |
9 | Microsoft_DisplayName | Preferred name of employee to display. This is the public display name an employee chooses to list. | String | Alexa Smith |
10 | Microsoft_JobTitle | The public facing job title of the employee. | String | Software engineer |
11 | Microsoft_CompanyOfficeLocation | An employee’s company office location. This is a location code, like a building number, floor, or room. This shouldn't be an employee's home office or personal address. | String | 2N |
12 | Microsoft_CompanyPostOfficeBox | The post office box number. This is the publicly available company office box number. | String | PO Box 12 |
13 | Microsoft_CompanyOfficeStreet | The street. This is the publicly available company office street address. | String | NE 12th Street |
14 | Microsoft_CompanyOfficeCity | The city of the company office the user is associated with. This is the publicly available office address city. | String | Redmond |
15 | Microsoft_CompanyOfficeState | The state. This is the publicly available company office state. | String | Washington |
16 | Microsoft_CompanyOfficeCountryOrRegion | The country or region. It's a free-format string value, for example, "United States". This is the publicly available company office country or region. | String | United States |
17 | Microsoft_CompanyOfficePostalCode | The publicly available company office postal code. | String | 98004 |
18 | Microsoft_Company | Company name. | String | Contoso |
19 | Microsoft_CompanyCode | Legal entity number of the company or its subdivision. | String | A2518 |
20 | Microsoft_SecondaryJobTitle | Secondary job title for the employee | String | Software engineer |
21 | Microsoft_UserSkillNames | Skills the employee has, separated by commas. This value is used for Viva Skills inferencing, so it's important to make sure the field uploaded here is a field that you want to use to generate skills for your users. | String | Project management, organization |
Attribute to property mapping
The following table shows how Organizational Data in Microsoft 365 attributes map to properties in the Microsoft 365 User Profile schema.
# | Attribute (column heading) in .csv file | Property in Microsoft 365 User Profile schema |
---|---|---|
1 | Microsoft_PersonEmail | N/A The email is converted to the Microsoft Entra objectId of the end user and is used for internal processing. |
2 | Microsoft_ManagerEmail | positions -> manager -> userId The email is converted to the Microsoft Entra objectId for the manager and is stored in the Microsoft 365 User Profile. |
3 | Microsoft_Organization | positions -> positionDetail -> companyDetail -> department |
4 | Microsoft_LevelDesignation | positions -> positionDetail -> level |
5 | Microsoft_JobDiscipline | positions -> positionDetail -> role |
6 | Microsoft_Layer | positions -> positionDetail -> layer |
7 | Microsoft_FirstName | names -> first |
8 | Microsoft_LastName | names -> last |
9 | Microsoft_DisplayName | names -> displayName |
10 | Microsoft_JobTitle | positions -> positionDetail -> jobTitle |
11 | Microsoft_CompanyOfficeLocation | positions -> positionDetail -> companyDetail -> officeLocation |
12 | Microsoft_CompanyPostOfficeBox | positions -> positionDetail -> companyDetail -> physicalAddress -> postOfficeBox |
13 | Microsoft_CompanyOfficeStreet | positions -> positionDetail -> companyDetail -> physicalAddress -> street |
14 | Microsoft_CompanyOfficeCity | positions -> positionDetail -> companyDetail -> physicalAddress -> city |
15 | Microsoft_CompanyOfficeState | positions -> positionDetail -> companyDetail -> physicalAddress -> state |
16 | Microsoft_CompanyOfficeCountryOrRegion | positions -> positionDetail -> companyDetail -> physicalAddress -> countryOrRegion |
17 | Microsoft_CompanyOfficePostalCode | positions -> positionDetail -> companyDetail -> physicalAddress -> postalCode |
18 | Microsoft_Company | positions -> positionDetail -> companyDetail -> displayName |
19 | Microsoft_CompanyCode | positions -> positionDetail -> companyDetail ->companyCode |
20 | Microsoft_SecondaryJobTitle | positions -> positionDetail -> secondaryJobTitle |