When an employee’s email address changes, updating the company website is only part of the job. The old address may also be listed in a staff directory, a conference speaker bio, a downloadable brochure, or a partner’s page. A missed listing can send messages to an inbox no one checks—or leave a contact unsure which address to use. A simple change process makes the work trackable: record where the address appears, assign who will update each listing, and confirm the new details in the places people actually see them.
The useful bits
- Keep one approved record of each employee’s current public contact details.
- Assign an owner and status to every page or document that needs an update.
- Check published pages and event materials after the changes are made.
Start with a clear change record
When a change is approved, capture the employee’s display name, new address, effective date, and the person coordinating updates. Record the old address too, so the team can search for it rather than relying on memory. Keep this information somewhere the responsible colleagues can access, but avoid placing account passwords or recovery codes in the record.
Use a shared tracker or task list with one entry for each location where the address appears. Include the page or document name, its owner, the requested change, the date it was checked, and a status such as “needs update,” “requested,” or “confirmed.” If a location is managed by an outside organization, record the contact or submission route instead of treating it like a page your team can edit.
Search for every version of the old address
Search your own website and shared files for the old address, including downloadable PDFs and older event announcements. Search for the employee’s name as well: a profile may display a contact button or a linked address without showing the full text. Check both the current site and materials used by teams that arrange events, partnerships, recruiting, or customer communications.
Make a separate list of third-party locations, such as event agendas, association directories, speaker pages, and partner listings. Your team may not control their publishing systems, and an old printed program may not be replaceable. Mark those items for a correction request or for a note in future communications.
- Search the old address, the employee’s name, and common document titles.
- Include public pages, linked contact buttons, PDFs, and upcoming event materials.
- Mark each listing as internally managed or externally managed.
Decide what happens to the old address
Before public updates go live, agree on how messages sent to the old address will be handled. Ask the person responsible for business email administration whether the old mailbox will remain available, whether another approved contact should be published, or whether senders need a transition message. Do not assume that changing a profile also changes the mailbox, or that an alias is a separate mailbox or login.
Keep the decision limited to what the organization has actually arranged. If the old inbox will no longer be monitored, tell relevant internal teams and update any routine contact instructions. Avoid publishing a personal address as a quick substitute unless the employee and organization have approved that choice.
Update the sources people rely on
Make the company website and internal staff directory the first updates, then work through event pages, partner listings, and reusable documents. For materials that cannot be changed immediately, ask the publisher to correct the listing and note when you made the request. If an event program is already distributed, consider whether the organizer can add a correction to its event page or attendee communications.
Use one approved spelling and format everywhere. Check the displayed address as well as any clickable email link; they can differ. Also review nearby text, such as a contact label or profile description, so it does not direct readers to an outdated person or role.
Change record Employee: [Employee name] Old address: [old-address@example.com] New address: [new-address@example.com] Effective date: [date] Company profile: [owner] — confirmed Event speaker page: [owner or organizer] — correction requested
Verify the published result
After an update is reported complete, open the public page as a reader would. Check the visible text, the email link’s destination, and any downloadable file. For a third-party listing, revisit the public page after the organizer says it has been changed; a submitted request is not the same as a published correction.
If the address is used in a calendar invitation, event handout, or scheduled announcement, check the version that will actually be sent or distributed. Record the date and what you verified. When a page is still wrong, leave it open in the tracker with a named owner and a next follow-up, rather than marking it complete.
Close the loop with the team
Tell the relevant colleagues when the new address is ready to use and identify any locations that remain outside your control. This helps people avoid copying the old address from a saved document or an earlier message. Keep the change record long enough to resolve outstanding listings, then follow your organization’s normal handling rules for internal records.
For organizations using BITTU Mail, workspace and mailbox administration is available to authorized workspace administrators; controls depend on role, plan, and provisioning state. Keep mailbox administration separate from the public-profile checklist: completing one does not confirm the other. The process is complete when the approved address is visible in the intended public locations, links point to it, and unresolved third-party changes have an owner and follow-up.
About this guide
Prepared with AI assistance for the BITTU Mail editorial library. Check important details against your original messages and current account settings. Product access depends on your role, plan and provisioning state. Provider interfaces and requirements can change.
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