Multiple photo management

CodeTwo User Photos for Office 365 makes it fast and easy to manage your photos collectively. The program is equipped with a mechanism that automatically matches images with users via custom or predefined naming patterns.

To manage photos for multiple users at the same time, select appropriate people from the list displayed in the main program window (Fig. 1.).

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You can use standard keyboard shortcuts (such as Ctrl+A or holding down Ctrl) for multiple or custom selections.

Custom selection of users.
Fig. 1. Custom selection of users.

Now use the toolbar buttons (see Fig. 1.) to:

  • Import local photos: apply the Automatch feature to assign new photos or replace the existing images. JPEG, BMP, PNG and GIF files are supported;
  • Export your Office 365 user photos to a local computer as files in the default Office 365 image format (currently: JPEG). You can define your own file name pattern;
  • Edit the images one by one via the built-in photo editor;
  • Remove the photos and replace them with default blank photo avatars.

Importing user photos

The program lets you import user photos from a local folder and assign them only to selected users or to all users in a currently open group (Fig. 2.). You can also define a custom filename pattern using common Active Directory (Exchange Online) attributes. This is particularly important as it allows the program to automatically match your images with Office 365 users.

Important

To use the program's automatic matching mechanism you have to name your image files properly. We recommend including common Exchange/AD attributes of users in your filenames, with optional separators. For example, filenames such as [First name]_[Last name].[jpg] or [E-mail].[bmp] will be recognized by the application after you define a suitable naming pattern in the Import/Export configuration window (Fig. 2.).

Remember to keep all image files directly within your selected folder, without any subfolders. The most common formats (JPEG, BMP, PNG and GIF) are supported.

The Import photos configuration window.
Fig. 2. The Import photos configuration window.

The Match photos wizard (Fig. 3.) will show you the results of the automatching process. You can sort them by the status of the matching operation. The panel on the right displays the list of image files that have not been matched. You can match them manually by dragging and dropping them onto appropriate users on the left. Use the Unmatch (User Photos 365 unmatch button 15 px) button if you want to individually unmatch the photos that have been automatically assigned. This action will move these photos to the list on the right. At this stage you are also able to assign local image files (e.g. from a different folder than specified previously) to individual users via the Browse (User Photos 365 add button) button.

Results of the automatching process.
Fig. 3. Results of the automatching process.

In the next step the built-in photo editor lets you preview and modify the photos that have been successfully matched (Fig. 4.), before finally assigning them to user accounts. You can edit each picture individually or apply your settings to all of the matched images.

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By default, your pictures will be resized to 4 MB, which is currently the maximum size allowed in Office 365. If this limit changes, or if you would like to specify your own image file size, use the other available option (Fig. 4.).

The built-in photo editor.
Fig. 4. The multi-photo editor.

Important

It may take up to 72 hours for your images to appear in SharePoint Online and associated services. In other Office 365 applications your user photos should be visible almost immediately. If you still have any problems with the visibility of images across various Office 365 components, see Frequently Asked Questions.

Exporting user photos

The Import and Export configuration windows are similar. When exporting Office 365 profile images, you can choose if the action should apply to all/selected user photos and define custom filename patterns. Additionally, you can decide how to rename your files to avoid filename collision conflicts (Fig. 5.).

The Export photos configuration window.
Fig. 5. The Export photos configuration window.

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Please note that the shortcut menu, available when you right-click your selection (Fig. 6.), lets you perform most of the actions mentioned above. You can also copy and paste images between individual users.

The shortcut menu.
Fig. 6. The shortcut menu.

Editing images

If you want to modify the photos of multiple users, select them from the list, right-click anywhere within the selection and choose Edit photos or use the Edit (User Photos 365 edit button) button available in the toolbar. This will open the photo editor (see Fig. 4.). You can edit each photo individually or apply your settings to all selected images. Please note that the editor does not let you change the image files. For that, you need to use the Import (User Photos 365 import button) button in the toolbar, as described before.

Removing user photos

To delete the photos of multiple users, select them, right-click on your selection and choose Remove photos from the shortcut menu. You can also use the Remove (User Photos 365 remove button) button in the toolbar.

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When you remove a photo, the program will replace it with a default blank photo avatar.

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