OneDrive File Issues

How to Add an Author Name to OneDrive PDF Annotations

Maira Mehtab Sep 21, 2026 869 views

Question details

The user wants to assign an author name to comments and markups created in the OneDrive PDF markup application.

Product: OneDrive
Device & OS: not provided
Scenario: Annotating and marking up PDF files using the built-in OneDrive markup tool.
Observed behavior: PDF annotations created in OneDrive appear with an 'unknown author' when the document is opened in third-party PDF software.

Before you start

Verify that you are using the built-in OneDrive markup tool to annotate your PDF files rather than a dedicated desktop PDF editor, as metadata handling features vary significantly between applications.

Solution 1Recommended

Understand OneDrive's Limitations and Provide Feedback

Since OneDrive currently lacks a native setting to customize author names for PDF annotations, you must submit a feature request or use a dedicated PDF editor.

The built-in PDF markup application in OneDrive is designed for quick, basic edits. Because it does not feature advanced metadata management, any annotations or comments you make will default to an 'unknown author' status when viewed in standard PDF readers.

Acknowledge the missing feature

Currently, Microsoft OneDrive does not provide a built-in setting or option to add or customize an author name for PDF annotations and markups directly within its web or mobile interface.

Submit a feature request

Navigate to the official OneDrive feedback community portal and submit a detailed request so Microsoft developers can consider adding author identity support in future updates.

Use an alternative editing method

Until the feature is implemented, download the PDF file to your local device and open it in a fully-featured PDF editing software that supports author metadata.

Metadata Compatibility: The 'unknown author' tag appears because the OneDrive markup tool strips or fails to write user identity metadata into the standard PDF annotation format required by third-party readers.

Advanced PDF Editor Alternative

Annotate PDFs with Custom Author Names using WPS Office

Since OneDrive's markup tool cannot save user identities, you can use the built-in PDF editor in WPS Office to add annotations and markups with your personalized author name. It provides a robust, lightweight, and professional environment for all your document tasks.

1. Download and open the PDF: Download your PDF file from OneDrive to your local device and open it using WPS Office.
2. Access the Comment tools: Navigate to the 'Comment' tab in the top ribbon to reveal the comprehensive suite of annotation tools.
3. Set your Author Name: Go to the software settings or right-click an existing comment to access properties, then input your preferred author name.
4. Add and save your annotations: Create your markups and save the file. Your customized author name will now be permanently attached to the annotations and visible in any PDF viewer.

Easily configure and customize author names for all PDF comments and annotationsFully compatible with standard PDF formats and Microsoft Office document typesAccess advanced markup tools including highlighters, shapes, text boxes, and custom stampsLightweight application that syncs seamlessly across Windows, Mac, and mobile devices

microsoft office alternative - wps office

Frequently Asked Questions

Why do my OneDrive PDF comments show as 'unknown author'?

The built-in OneDrive markup tool is designed for basic, fast edits on the go and currently does not support writing custom user identity metadata into standard PDF annotations.

Can I change the author name of existing OneDrive annotations?

No, because OneDrive did not record the author metadata when the markups were originally created, existing annotations cannot have an author retroactively assigned through the OneDrive interface.

How can I make sure my name appears on PDF annotations?

To ensure your name is properly attached to your markups, you should download the PDF file and annotate it using a dedicated desktop PDF editor, such as WPS Office, where you can easily configure your author identity.

Document & File Issues