Office Settings & Configuration

How to Automatically Update the Username Field in Word on Open or Print

Ayan Masood Oct 9, 2026 868 views

Question details

The user needs the UserName field in a Word document to update automatically to the current user's name whenever the document is opened or printed.

How to Automatically Update the Username Field in Word on Open or Print

Product: Microsoft Word
Device & OS: not provided
Scenario: Using document coversheets or templates that require the current user's name to be dynamically updated for quick reference.
Observed behavior: The UserName field displays the name originally configured in Word Options and does not automatically refresh when a different user opens the document.

Before you start

Verify that the correct user name is configured in your Word settings, as the UserName field pulls its data directly from the application's general options rather than your system login.

Solution 1Recommended

Update the Field Manually or Configure Print Settings

The most reliable method without relying on macros is to refresh the field manually using a keyboard shortcut or configure Word to automatically update all fields before printing.

By default, Microsoft Word does not automatically update the UserName field simply by opening the document. However, you can force the update right before distributing or printing.

Verify configured User name

Navigate to File > Options > General. Under the 'Personalize your copy of Microsoft Office' section, ensure the 'User name' box contains the correct name.

Update fields manually

To instantly update the field, click on the UserName field in your document (or press Ctrl + A to select the entire document) and press the F9 key on your keyboard.

Enable automatic updates before printing

To ensure the field updates automatically when printing, go to File > Options > Display. Under 'Printing options', check the box for 'Update fields before printing' and click OK.

Solution 2

Use a VBA Macro to Update Fields on Open

If you require the UserName field to update the moment the document is opened, you can implement an AutoOpen macro.

Manage Fields with WPS Office

Easily Manage Document Fields with WPS Writer

WPS Writer offers a seamless and highly compatible environment to configure user information, insert dynamic fields, and ensure they automatically update before printing. It provides a lightweight alternative to manage your daily document workflows.

1. Configure User Information: Open WPS Writer, click the 'Menu' button in the top left, select 'Options', and navigate to the 'User Information' tab to set your name.
2. Insert the UserName Field: Go to the 'Insert' tab on the ribbon, click on 'Field', select 'User Information', and choose 'UserName' to add it to your document.
3. Update Before Printing: To automate updates, go to Menu > Options > Print, and check the 'Update fields' option so the username refreshes whenever the document is printed.

Fully compatible with Microsoft Word document formats (.docx, .doc)Easily insert and manage dynamic document fields like UserName and AuthorBuilt-in application settings to automatically update fields before printingFree, lightweight, and features a familiar user interface for seamless migration

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Frequently Asked Questions

Why does the UserName field display the wrong name?

Word pulls the UserName field data from its own application settings (File > Options > General > User name), not from your Windows computer login or network credentials. If another user previously changed the name in Word Options, that incorrect name will be displayed.

Can I lock the username in Word so others cannot change it?

No, Microsoft Word does not have a built-in way to prevent users from modifying their configured username in the options menu. If strict identification is required, document metadata or digital signatures should be used instead of the UserName field.

Is there a field that shows who created the document instead of who opened it?

Yes. Instead of using the UserName field, you can insert the 'Author' field. The Author field captures the creator's name from the document properties when the file was initially created and does not automatically change when a different user opens the file.

Will pressing F9 update every field in my entire document?

Pressing F9 only updates the fields that are currently highlighted. To ensure every field in your document (including headers and footers) updates, you must first press Ctrl + A to select all text, and then press F9.

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