Microsoft Advertising — Update User Roles & Access Levels | OpsBlu Docs

Microsoft Advertising — Update User Roles & Access Levels

Change Microsoft Advertising user roles between Super Admin, Standard, and Viewer, and reassign account-level permissions.

Overview

User access requirements change as team members take on new roles, responsibilities shift, or security needs evolve. Microsoft Advertising allows administrators to modify user permissions without removing and re-adding users.

When to Update Access

Common Scenarios

Promotion: User promoted from Specialist to Manager

  • Current: Standard User
  • New: Advertiser Campaign Manager
  • Reason: Now responsible for budget management

Role Change: User moves from execution to analysis

  • Current: Standard User
  • New: Read Only
  • Reason: No longer managing campaigns, only reporting

Increased Responsibility: User takes over billing

  • Current: Advertiser Campaign Manager
  • New: Super Admin
  • Reason: Now responsible for payment management

Reduced Responsibility: User transitions to part-time

  • Current: Advertiser Campaign Manager
  • New: Standard User
  • Reason: Reduced scope, no longer managing budgets

Security Downgrade: Precautionary access limitation

  • Current: Super Admin
  • New: Advertiser Campaign Manager
  • Reason: Billing now handled by finance team

Update User Access Level

Step 1: Navigate to User Management

  1. Sign in to Microsoft Advertising
  2. Click your account name in top right
  3. Select Accounts & Billing
  4. Click User management in left sidebar

Alternative:

  1. Click Tools icon (gear)
  2. Under "Accounts," select User management

Step 2: Locate User

  1. User list displays all active users and pending invitations
  2. Use search box to filter by name or email
  3. Identify user to modify

Step 3: Edit User Permissions

  1. Click on user's name or email
  2. User details page opens
  3. Click Edit user or Edit access button
  4. Modify settings:
    • Access level: Change role
    • Accounts: Add or remove account access

Step 4: Save Changes

  1. Review new permissions
  2. Click Save
  3. Changes take effect immediately
  4. User notification email sent (optional)

Verification After Update

Checklist:

  • Access level changed in Microsoft Advertising
  • User notified of change (if appropriate)
  • Business justification documented
  • Manager approval obtained (for elevations)
  • Change logged in access audit trail
  • Calendar reminder set for next review

Best Practices

Document All Changes

Access Change Log Template:

Date: 2025-12-24
User: jane.doe@company.com
Changed By: admin@company.com
Change: Standard User → Advertiser Campaign Manager
Reason: Promotion to Senior PPC Manager
Approval: John Smith (CMO)
Review Date: 2026-03-24 (90 days)

Communicate Changes

Email Template:

Subject: Microsoft Advertising Access Update

Hi [User Name],

Your Microsoft Advertising access has been updated:

Previous Access: Standard User
New Access: Advertiser Campaign Manager
Effective Date: December 24, 2025

New Capabilities:
- Campaign budget management
- Create and delete campaigns
- Manage shared budgets

Questions? Contact [Admin Name]

Next Steps

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