VBA & Macro Problems

How to Change Author Name in Existing Word Comments Using VBA

Natalie Taylor Oct 1, 2026 868 views

Question details

The user needs to change the author name and initials on existing comments within a Word document, likely because the file was created under a different account or previous employer.

How to Change the Author Name in Existing Word Comments

Product: Microsoft Word
Device & OS: not provided
Scenario: Updating document metadata and review annotations before sharing, publishing, or finalizing a document.
Observed behavior: Word does not natively provide a standard user interface setting to retrospectively change the author name on comments that have already been created.

Before you start

Before running a VBA script to alter document metadata, save a dedicated duplicate of your file to prevent accidental overwrite of original review trails and comment history.

Solution 1Recommended

Use a VBA Macro to Update Existing Comment Authors

Since Word lacks a built-in feature to edit existing comment authors, running a VBA macro is the most efficient way to globally target and replace specific author names across the document.

This VBA script will iterate through the ActiveDocument.Comments collection. You can customize the macro to either replace all comment authors universally or use an 'If' statement to only update comments that match a specified previous author's name.

Open the VBA Editor

In your open Word document, press the Alt + F11 keys simultaneously to launch the Microsoft Visual Basic for Applications window.

Insert a New Module

In the VBA Editor, click on 'Insert' in the top menu bar and select 'Module' from the dropdown to create a blank script canvas.

Write the Looping Script

Write or paste a VBA macro that uses a 'For Each' loop on ActiveDocument.Comments. Validate the old name using 'If c.Author = "Old Name" Then', and assign your new name to 'c.Author' and 'c.Initial'.

Run the Macro

Click anywhere inside your macro code and press F5, or click the green 'Run' arrow in the toolbar. The script will execute and instantly update the specified comment authors.

Use a VBA Macro to Update Existing Comment Authors

Macro Security Settings: If the macro fails to run, ensure that macros are enabled in your Word Trust Center settings under File > Options > Trust Center > Trust Center Settings.

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Frequently Asked Questions

Can I change the author name for future comments without using VBA?

Yes. To change the author name for any new comments you create, go to File > Options > General. Under 'Personalize your copy of Microsoft Office', update the 'User name' and 'Initials' fields, and check the box that says 'Always use these values regardless of sign-in to Office'.

Will the Document Inspector remove comment author names?

Yes. If you use the Document Inspector (File > Info > Check for Issues > Inspect Document) and choose to 'Remove Document Properties and Personal Information', it will strip the specific author names from all existing comments and replace them with the generic label 'Author'.

Why can't I edit the comment author directly in the comment box?

Word locks the author metadata of a comment once it is generated to maintain the integrity of the review process. This ensures that in multi-author document collaborations, track changes and comments reliably reflect who actually made the annotations.

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