Why Word Track Changes Changes My User Name Automatically & How to Fix It
Question details
The author name displayed in Word's Track Changes automatically changes or defaults to an unexpected account name during document review.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Collaborating on or reviewing documents where accurate reviewer identification is necessary for tracking edits.
- Observed behavior
- The displayed user name in Track Changes automatically overrides manual inputs, switching between the signed-in Microsoft 365 account name and a custom author name.
Ensure you are signed into the correct Microsoft 365 account and verify whether the issue happens across all documents or only affects specific files stored locally, on OneDrive, or in SharePoint.
Configure Word User Information Settings
Fix the automatically changing user name by adjusting Word's tracking and personalization settings.
Microsoft Word often defaults to the name associated with your active Microsoft 365 account. If a different custom name is set but keeps reverting, it is usually caused by the Office personalization settings prioritizing your sign-in details over manual local changes.
Look at the upper-right corner of the Word window to confirm which Microsoft 365 account you are currently signed into.
Click the 'Review' tab on the ribbon, locate the 'Tracking' group, click the 'Track Changes' drop-down arrow, and select 'Change User Name'.
In the Word Options dialog box, under the 'General' tab, locate the 'Personalize your copy of Microsoft Office' section.
Clear the checkbox for 'Always use these values regardless of sign in to Office' to let Word sync with your official account name. Alternatively, check the box if you want to force Word to use the manually typed User Name and Initials.
Click 'OK' to save the configuration, open a completely new document, and create a test edit to verify if the correct author name is now displayed.
Manage Document Edits Effortlessly with WPS Writer
If you are experiencing ongoing issues with Word's tracking settings, WPS Office offers a highly compatible alternative. You can easily manage Track Changes and customize reviewer names without complex account syncing issues overriding your preferences.
- 1. Open your document in WPS: Launch WPS Office and open your .docx file using WPS Writer.
- 2. Navigate to the Review tab: Click on the 'Review' tab located on the top interface ribbon.
- 3. Configure User Information: Click the 'Track Changes' drop-down arrow and select 'Change User Name' to enter your preferred reviewer name and initials.
- 4. Start Tracking Changes: Click the main 'Track Changes' button to start reviewing. All new edits will accurately reflect your newly configured user name.
Frequently Asked Questions
Why does Word Track Changes show 'Author' instead of my real name?
This occurs if the Document Inspector was previously run to remove personal information upon saving. To stop this, navigate to File > Options > Trust Center > Trust Center Settings > Privacy Options, and clear the checkbox for 'Remove personal information from file properties on save'.
How can I set a custom name for Track Changes without changing my Microsoft account?
Go to Review > Track Changes > Change User Name. Enter your desired name and initials, then check the box that says 'Always use these values regardless of sign in to Office'. This forces Word to use your custom local name instead of your synced account name.
Will changing my user name affect track changes and comments I already made?
No, changing your user name or account details will only apply to new track changes and comments. Existing edits and comments will permanently retain the author name that was active when they were originally created.
