Document Editing Problems

How to Move Word Comments While Preserving Author and Date

Muhammad Talha Oct 8, 2026 869 views

Question details

The user needs to transfer comments from one Word document to another without losing essential metadata such as the author's name, date, and time.

How to Move Word Comments While Preserving Author and Date Information

Product: Word
Device & OS: not provided
Scenario: Copying or exporting reviewed documents containing multiple comments to a new file.
Observed behavior: Standard copy and paste operations do not reliably retain comment metadata, often stripping away the original author and replacing the timestamps.

Before you start

Before attempting to move your comments, ensure both your source and destination documents are saved to prevent accidental data loss during the transfer process.

Solution 1Recommended

Use a VBA Macro to Export Comments with Metadata

Run a VBA macro to extract all comments, including author, page, line, and original text, into a structured table in a new document.

Since standard copying often fails to preserve timestamps and author data reliably across all versions of Word, using a VBA script is the most robust workaround. This method creates a comprehensive report of all comments in a separate document.

Open the VBA Editor

Press Alt + F11 on your keyboard while your Word document is open to launch the Microsoft Visual Basic for Applications window.

Insert a New Module

Click 'Insert' from the top menu bar, then select 'Module' to open a blank script editing window.

Paste and Run the Script

Paste your preferred comment extraction macro code into the window, then press F5 to run it. A new document containing a table with all your comment metadata will be generated.

Use a VBA Macro to Export Comments with Metadata

Macro Limitations: While this method safely preserves the author and text details in a table, the original comment objects and exact timestamps are converted to plain text rather than active comment bubbles.

Solution 2

Use Native Review Features with Source Formatting

Attempt to copy text and comments natively using the Keep Source Formatting paste option, which may work depending on your software version.

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Experience Seamless Document Reviewing with WPS Office

If you are tired of complex workarounds for preserving document metadata, try WPS Office. It provides a lightweight, highly compatible, and user-friendly environment for viewing, editing, and managing document comments without losing critical author data.

1. Download and Install WPS Office: Visit the official WPS website to download the free suite and complete the quick installation process.
2. Open Your Word Document: Launch WPS Writer and seamlessly open your existing .docx file containing the comments.
3. Manage Comments Effortlessly: Navigate to the Review tab to view all your original comments, authors, and timestamps fully preserved.

Fully compatible with Microsoft Word document formats (.doc, .docx)Robust Review tools that seamlessly preserve original comment authors and timestampsLightweight installation that runs fast on any deviceFree to download and use with a highly familiar user interface

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Frequently Asked Questions

Why does standard copy and paste lose Word comment authors?

When copying text with comments into a new document, Word often treats the pasted comment as a brand new entry created by the active user. This automatically replaces the original author's name and timestamp with your username and the current time.

Can I export Word comments directly without using a VBA macro?

Native Word does not have a built-in one-click 'Export Comments' feature. To extract them, you generally need to use third-party add-ins, run a VBA macro, or print the document with markups to a PDF.

Will saving the document as a PDF preserve the comment metadata?

Yes, if you save or print the document as a PDF with 'Document and Markups' selected, it will visually preserve the comments, authors, and dates. However, they will be flattened into static elements and will no longer be editable as active Word comments.

Document & File Issues