When you receive a document with tracked changes from a colleague, the author name attached to each insertion and deletion may not match your identity. This mismatch can cause confusion during review or when you need to consolidate edits under a single name for a final draft. Word stores the author name in the document properties, and each tracked change inherits that name from the user who made the edit. This article explains how to change the author name on all existing tracked changes in a Word document, whether you work with a single file or multiple documents at once.
Key Takeaways: Reset Author Name on Tracked Changes
- File > Info > Document Properties > Advanced Properties > Custom tab > _Author: Change the stored author name before accepting changes to update the author on all new tracked changes.
- File > Options > General > Personalize your copy of Microsoft Office > User name: Set the default author name for all future documents and tracked changes in the current session.
- VBA macro with Author property: Replace the author name on all existing tracked changes in one batch operation without accepting the changes.
Why the Author Name Persists on Tracked Changes
Each tracked change in Word stores the user name that was active when the edit was made. This name is pulled from two sources: the document-level _Author custom property and the application-level user name set in Word Options. When you open a document, Word reads the _Author property. If that property is blank, Word uses the user name from Options > General. Changing either of these settings after the edits are made does not retroactively update the author name on existing tracked changes.
The author name appears in the Reviewing Pane, in the balloon callouts, and in the Accept/Reject dialog. If you need all changes to show a single name — for example, after merging edits from multiple reviewers — you must replace the author name programmatically or accept the changes under a new user name and then reapply the edits.
Steps to Reset the Author Name on All Existing Tracked Changes
The method you choose depends on whether you want to keep the changes visible. The following steps cover the most reliable approach using a VBA macro, which does not alter the content of the document.
- Open the document that contains the tracked changes
Make a backup copy before running any macro. Save the original file with a different name or in a different folder. - Enable the Developer tab if it is not visible
Go to File > Options > Customize Ribbon. In the right panel, check the box next to Developer and click OK. - Open the Visual Basic Editor
On the Developer tab, click Visual Basic. Alternatively, press Alt+F11 on your keyboard. - Insert a new module
In the VBA Editor, go to Insert > Module. A blank code window appears. - Paste the macro code into the module
Copy and paste the following code exactly as shown:
Sub ResetAuthorOnTrackedChanges()
Dim rev As Revision
For Each rev In ActiveDocument.Revisions
rev.Author = "Your Name"
Next rev
End Sub
Replace “Your Name” with the exact name you want to appear on all changes. - Run the macro
Press F5 or click Run Sub/UserForm on the toolbar. Word updates the author name on every tracked change in the document. - Save the document
Go to File > Save or press Ctrl+S. The author names are now updated permanently.
Alternative Method: Accept Changes and Reapply
If you cannot use macros, you can accept all changes under the current author name, then set the correct user name and redo the edits. This method is time-consuming and only works if you remember exactly what was changed. To set the user name before making new changes, go to File > Options > General and type the desired name in the User name box. Clear the checkbox that says “Always use these values regardless of sign in to Office” if you want the name to apply only to this document.
Common Issues When Resetting Author Names
The macro does not change author names on comments
The macro shown above only affects tracked changes (insertions, deletions, and formatting changes). Comments are stored in a separate object collection: Comments. To reset the author name on comments, use a similar macro that iterates through ActiveDocument.Comments and sets the Author property of each comment.
Author name reverts after saving and reopening
If the document is stored on a SharePoint or OneDrive server that enforces a specific author based on the signed-in account, the server may overwrite the author name when the file is synced. Open the document in desktop Word, run the macro, and save locally. Then upload the file again. Disable automatic syncing during the process.
Macro does not run due to security settings
Word blocks macros by default. To allow the macro to run, save the document as a macro-enabled file (.docm) and enable macros when prompted. Alternatively, go to File > Options > Trust Center > Trust Center Settings > Macro Settings and select “Enable all macros.” Revert this setting after the operation to maintain security.
Word Online vs Desktop: Author Name Reset Behavior Differences
| Item | Word Desktop (Windows/Mac) | Word Online |
|---|---|---|
| Run VBA macro | Supported | Not supported |
| Change author on existing changes | Via macro or accept/reapply | Not possible |
| Set default user name | File > Options > General | Account profile name |
| Comments author reset | Separate macro required | Not possible |
Word Online does not support macros and cannot retroactively change the author name on tracked changes. You must use the desktop version to run the macro. After the author names are updated, the document can be opened in Word Online, and the changes will display the new name.
With the VBA macro method, you can reset the author name on all tracked changes in a few seconds without losing any edits. For documents that require frequent author name updates, consider creating a template with the macro pre-installed. The macro can also be modified to replace multiple author names at once by adding a loop that checks the current author and replaces it only if it matches a specific value.