How profile picture synchronizes in Microsoft 365

SharePoint Online picture synchronization for users who have an Exchange Online mailbox

The following example shows the synchronization process that occurs when a user who has an Exchange Online mailbox browses to a page in SharePoint Online.

The sequence is as follows:

NOTE: A photo sync is attempted every time the user requests their own photo in SharePoint Online.

1. If the user has an Exchange Online mailbox, and the mailbox contains a profile picture for the user, SharePoint Online will request the picture from Exchange Online.

2. SharePoint Online creates a small, medium, and large thumbnail photo from the picture that was returned from Exchange Online. The photos are saved in a folder in the User Photos Library for the My Site Host site collection. The name of the folder will vary, depending on what the My Site Host root web locale is set to at the time of photo upload or synchronization.
   
   NOTE: If the My Site Host root web locale is set to English, the name of the folder will be Profile Pictures.

3. The Picture Timestamp, Picture Placeholder State, and Picture Exchange Sync State profile properties for the user are set or updated to reflect the profile picture synchronization state.

SharePoint Online picture synchronization for users without an Exchange Online mailbox

The following example shows the synchronization process that occurs when a user who doesn't have an Exchange Online mailbox browses to a page in SharePoint Online.

The user takes the following steps:

1. Browse to the My Profile page by clicking the photo icon in the upper-right corner of the Microsoft 365 suite navigation bar and then clicking the My Profile link.

2. Click the camera icon.
   
   For more information, see View and update your profile in Office Delve.

3. Click Upload picture.
   
   NOTE: When a user doesn't have an Exchange Online license, the Picture property will have an Upload picture button. The Picture Exchange Sync State is set to 0.

4. Click the Basic Information tab, and then click Upload picture. The Choose a picture dialog box is displayed.
5. Upload a picture to SharePoint Online from the Choose a picture dialog box.
6. SharePoint Online creates a small, medium, and large thumbnail photo from the uploaded picture. The photos are saved in a folder in the User Photos Library for the My Site Host site collection. The name of the folder will vary, depending on what the My Site Host root web locale is set to at the time of photo upload or synchronization.
   
   NOTE: If the My Site Host root web locale is set to English, the name of the folder will be Profile Pictures.
7. The Picture Timestamp, Picture Placeholder State, and Picture Exchange Sync State profile properties for the user are set or updated to reflect the profile picture synchronization state.

Profile pictures in SharePoint Online

The Delve Profile page consists of three sections: the Microsoft 365 suite navigation bar, the Delve Profile pane, and the left-side navigation pane. The user’s profile picture is displayed in all the sections that make up the Delve Profile page. The images are tagged so that they will be cached by the browser. When you change your profile picture, you may have to clear the browser image cache. For more information about the Delve Profile Page, see Connect and collaborate in Office Delve.

Note: Users who are not configured for Exchange Online won't see their user photo displayed on the suite navigation bar. Instead, their default initials will be displayed. To have their user photo displayed on the suite navigation bar, users must be licensed for Exchange Online and with a photo uploaded to their Exchange mailbox.

Reference: Information about profile picture synchronization in Microsoft 365 - Office Support