Document Editing Problems

How to Change Track Changes Authors to a Company Name in Word

Chanuka Geekiyanage Oct 12, 2026 870 views

Question details

The user wants to selectively rename specific existing track changes authors to a custom company name in Microsoft Word.

How to Change Track Changes Authors to a Company Name in Word

Product: Microsoft Word
Device & OS: not provided
Scenario: Collaborating on a document and needing to reassign specific reviewer names to a generic company identity before final distribution.
Observed behavior: Changing the username in Word settings only applies to future revisions, and there is no built-in selective way to rename existing authors.

Before you start

Before attempting to modify author names or remove personal information, save a backup copy of your document to ensure the original revision history is not permanently lost.

Solution 1Recommended

Use Document Inspector to Anonymize All Tracked Changes

While Microsoft Word does not allow you to selectively rename specific authors to a custom company name, you can change all existing revision authors to a generic "Author" label.

The Document Inspector is a built-in tool designed to prepare files for distribution by removing personal metadata. This is an all-or-nothing operation, meaning it will replace every contributor's name with "Author" rather than letting you target a single individual or specify a custom company name.

Open Document Inspector

Click on the "File" tab in your Word document, select "Info" from the left sidebar, click the "Check for Issues" button, and choose "Inspect Document".

Inspect the document

In the Document Inspector dialog box, ensure that the "Document Properties and Personal Information" checkbox is checked, then click the "Inspect" button.

Remove personal information

Review the inspection results. Click "Remove All" next to the "Document Properties and Personal Information" section.

Save to apply changes

Close the Document Inspector and save your document. All existing track changes and comments will now display the generic name "Author".

Use Document Inspector to Anonymize All Tracked Changes

Permanent Action: Once you save the document after removing personal information, you cannot revert the names back to their original authors. Always work on a copy of your file.

Solution 2

Change Your Username for Future Tracked Changes

Update your Word settings to use your company name for any new edits or comments you make going forward.

Free Microsoft Office alternative

Try WPS Office for Seamless Document Collaboration

If you frequently work with tracked changes and need a lightweight, highly compatible word processor, WPS Office provides robust document collaboration tools. It fully supports Microsoft Word formats, allowing you to edit, track, and manage revisions effortlessly without expensive subscription fees.

1. Download the software: Visit the official WPS website and download the free installation package for your operating system.
2. Install WPS Office: Run the downloaded installer and follow the on-screen prompts to set up the software.
3. Open your document: Launch WPS Writer and open your existing .docx file to view and continue managing your tracked changes.

Fully compatible with Microsoft Word formats (.docx, .doc), preserving all existing track changes.Lightweight and free alternative for seamless document editing and collaboration.Familiar user interface ensuring zero learning curve and smooth migration.Built-in robust review tools to effortlessly accept, reject, and manage document revisions.

microsoft office alternative - wps office

Frequently Asked Questions

Can I use a macro to change specific track changes authors in Word?

Yes, advanced users can utilize VBA (Visual Basic for Applications) macros or third-party add-ins to iterate through a document's revisions and replace specific author names. However, this is a complex workaround that requires programming knowledge and is not supported by standard Word features.

Why did my track changes author name revert back after I changed it?

Word may automatically revert your username if you are signed into a Microsoft 365 account that syncs your profile information. To prevent this, go to File > Options > General, and check the box labeled 'Always use these values regardless of sign in to Office' after setting your preferred username.

Does changing the author name affect previous document versions?

No. Changing your username in the Word Options menu only applies to track changes and comments created after the setting is saved. It does not retroactively update any existing revisions already present in the document.

Can I change 'Author' back to the original names after using the Document Inspector?

No, removing personal information using the Document Inspector is permanent once the file is saved. You cannot restore the original contributor names, which is why it is highly recommended to perform this action on a separate copy of your document.

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