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Can a Shared or Administrator Account Post on Viva Engage?

Nimra Malik Sep 27, 2026 869 views

Question details

The user wants to know if it is possible to publish Viva Engage posts and announcements under a generic community, company, or administrator name rather than an individual's personal user profile.

Can a Shared or Administrator Account Post on Viva Engage?

Product: Viva Engage
Device & OS: not provided
Scenario: Attempting to broadcast official company or community announcements without tying the post to a specific employee's personal identity.
Observed behavior: By default, Viva Engage posts automatically display the identity and name of the signed-in user, making it challenging to post generic organizational communications.

Before you start

Before attempting to post as an organization, ensure you have the appropriate community administrator permissions and review your company's Microsoft 365 governance policies regarding shared accounts.

Solution 1Recommended

Use Delegated Roles and Official Community Announcements

Instead of violating security policies by sharing account credentials, use Viva Engage's built-in announcement and delegation features to post official communications.

Microsoft strongly advises against sharing account credentials. Standard Viva Engage posts will always display the name of the signed-in user mapped to their Microsoft Entra ID. To post under an official capacity, use delegated posting or community announcement features.

Sign in as a community admin

Navigate to your community

Select the specific Viva Engage community where you want to make an official organizational post.

Create an Announcement

Click on the discussion box and select the 'Announcement' option. This highlights the post as an official community update and notifies members.

Use 'Post on behalf of' (if enabled)

If your organization has enabled delegation, click the author drop-down menu in the post publisher to select a company leader or generic organizational identity to post on their behalf.

Use Delegated Roles and Official Community Announcements

Governance Check: Review your organization's Viva Engage governance. Creating generic user accounts just for posting often consumes a Microsoft 365 license and may violate internal IT security protocols.

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Frequently Asked Questions

Can multiple employees share one Viva Engage login to post updates?

No, sharing login credentials violates Microsoft 365 security guidelines and disrupts auditing processes. Instead, use the 'Post on behalf of' feature or assign multiple users as Community Administrators so they can post official announcements from their own accounts.

How do I change my Viva Engage display name to a company name?

Your Viva Engage display name is automatically synced with your Microsoft Entra ID (formerly Azure AD). Changing your name to a company name requires your IT administrator to update your profile in the Microsoft 365 admin center, which will affect how your name appears across Teams, Outlook, and other apps.

What is the 'Post on behalf of' feature in Viva Engage?

The 'Post on behalf of' feature allows designated users to publish posts and announcements under the name of another user—typically a company leader or executive—without needing access to their login credentials.

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