Fix Word Track Changes Showing Same User as Different Authors
Question details
The user needs to consolidate author identities in Word's Track Changes so that edits made on different computers by the same person are not displayed as being from different authors.
- Product
- Microsoft Word (Microsoft 365 Family)
- Device & OS
- Windows 10
- Scenario
- Editing a single document with Track Changes enabled across multiple computers using the same Microsoft 365 credentials.
- Observed behavior
- Track Changes assigns different author profiles, colors, and names to edits made by the exact same user when switching between different computers.
Ensure you are actively signed into your Microsoft 365 account on all your devices and that your document has completely finished syncing before adjusting settings.
Standardize User Name and Initials in Word Options
Word primarily relies on the local User Name set in Word Options to identify the author of tracked changes. Ensuring these match perfectly across all devices will resolve the discrepancy.
Even when logged into the same Microsoft 365 account, local desktop installations of Word may retain default user names tied to the PC's system profile. Standardizing this setting forces Word to use one single identity.
Click on 'File' in the top-left corner of Microsoft Word and select 'Options' at the very bottom of the menu.
In the 'General' tab, scroll down until you find the section labeled 'Personalize your copy of Microsoft Office'.
Verify the 'User name' and 'Initials' fields. Manually type exactly the same name and initials (case-sensitive) on every computer you use.
Check the box that says 'Always use these values regardless of sign in to Office' and click 'OK'. Repeat this on all your computers.
Verify Account Sign-In Details
Sometimes a mismatch or sync error in the active Microsoft account can cause Word to register a new author profile for Track Changes.
Seamlessly Track Changes Across Devices with WPS Writer
WPS Office provides a robust and intuitive Track Changes feature that is perfectly compatible with Microsoft Word formats. You can reliably edit, review, and collaborate on documents across different devices without author mix-ups.
- 1. Open your Document in WPS Writer: Launch WPS Office and open your .docx file to begin editing.
- 2. Enable Track Changes: Navigate to the 'Review' tab on the top ribbon and click the 'Track Changes' button.
- 3. Set Author Name: Click on the 'Track Changes' drop-down arrow, select 'Change User Name', and enter your desired author name to ensure consistency.
- 4. Review and Edit: Start modifying your document. All your additions, deletions, and formatting tweaks will be accurately recorded under a unified author name.
Frequently Asked Questions
Why did Word suddenly start identifying me as a different author?
This usually happens after a software update, after signing out and back into Microsoft 365, or when using a new device where the local 'User name' setting in Word Options differs slightly from your previous devices.
Can I merge the different author names retroactively in an existing document?
Microsoft Word does not have a built-in button to merge authors retroactively. You would need to use a VBA macro or accept all previous changes and start tracking again to visually unify the document.
Does checking 'Always use these values' override my Microsoft 365 account name?
Yes, checking 'Always use these values regardless of sign in to Office' in the General Options forces Word to prioritize the local User Name and Initials for Track Changes and comments, effectively ignoring the cloud-based Microsoft account profile name.
How do I change the color of my tracked changes?
Word automatically assigns distinct colors to different authors and you cannot manually force a specific color for yourself. However, you can go to Review > Tracking > Advanced Track Changes Options to change how colors are displayed locally (for example, setting all insertions to 'Blue').
