How to Change Existing Track Changes Author Names in Word for Mac
Question details
The user needs to modify the author names assigned to existing tracked changes and revisions in a Microsoft Word document on Mac.
- Product
- Microsoft Word for Mac
- Device & OS
- macOS
- Scenario
- A document has existing revisions under an incorrect or outdated author name that needs to be updated before finalizing or sharing.
- Observed behavior
- Updating the User Information in Word Preferences only applies the new author name to future markup, leaving all existing tracked changes with the old author name.
Before attempting to run a VBA script to modify track changes, please save a secure backup copy of your document to prevent unintended data loss.
Use a VBA Macro to Update Existing Revisions
Since Word for Mac lacks a built-in feature to rename past authors, running a VBA macro is the only direct method to batch-update existing tracked changes.
Microsoft Word intentionally preserves the original author name attached to existing markup for document integrity. To bypass this limitation, you will need to utilize Visual Basic for Applications (VBA) code specifically written to iterate through the document's revisions and replace the target author name.
Press 'Option + F11' on your Mac keyboard, or go to 'Tools' > 'Macro' > 'Visual Basic Editor' from the top menu bar.
In the Visual Basic Editor, click 'Insert' from the top menu and select 'Module' to create a blank workspace.
Paste a trusted VBA script designed to replace revision author names (e.g., scripts readily available on Microsoft's answers forum) into the module window.
Click the 'Run' button or press 'F5' to execute the macro. The script will cycle through the document and update the old author names to the newly specified name.
Change User Information for Future Revisions
Update your Word preferences to ensure all new tracked changes and comments reflect the correct author name going forward.
Manage Documents Seamlessly with WPS Office
Dealing with complex macros in Microsoft Word just to fix minor revision issues can be frustrating. WPS Office offers a free, lightweight, and user-friendly alternative with built-in document collaboration tools and perfect compatibility with your existing Word files.
- 1. Download WPS Office: Visit the official WPS website and download the free version for macOS.
- 2. Install the Software: Follow the on-screen prompts to easily install WPS Office on your Mac.
- 3. Open and Edit: Launch WPS Writer to open your existing .docx files and seamlessly track changes without format loss.
Frequently Asked Questions
Why doesn't changing my Word user name update past revisions?
Microsoft Word attaches the author name at the exact moment a revision is created to maintain an accurate historical record of edits for multi-author documents. Modifying your current user profile only impacts edits made after the change.
Can I make all existing track changes anonymous in Word for Mac?
Yes. You can protect your privacy by going to 'Tools' > 'Protect Document' and enabling the option to remove personal information from the file upon saving. This will convert all existing author names on track changes to simply 'Author'.
Are there alternative office suites that track changes seamlessly?
Yes, WPS Office is an excellent free alternative that fully supports viewing, accepting, and rejecting tracked changes originally made in Microsoft Word documents, maintaining strict compatibility with standard .docx formats.
