Change the author name for review comments

A name or initials appear in the comment balloons (or in square brackets when the balloons aren't being used for comments). You can change the name that appears when you make review comments. This and other options are available in the Tracking group in the Review tab.

To open the Advanced Track Changes Options dialog:

  1. From the Review tab, in the Tracking group, click the Change Tracking Options dialog box launcher.

    Tracking dialog box launcher

  2. In the Track Changes Options dialog, click Advanced Options.

    select the Advanced Options button in the Track Changes Options dialog

To change the formatting of a particular type of markup, choose an option from the drop-down menu next to the type of markup you want to change.

setting options in the advanced track changes options dialog

By default, Word assigns a different color for each reviewer’s insertions, deletions, and formatting changes.

track changes color by author

Note:  Assigned colors may change when the document is closed and reopened, or when someone opens it on another computer.

You can’t choose which color Word assigns to reviewers, but you can choose colors for different types of markup. If you prefer to have colors determined by the type of markup, instead of by author, select a color from the drop-down menu:

Track Changes, Advanced Options - Common color dropdown

You can customize the way your revision marks and comments look on the page. The most commonly used options are right up front for you on the ribbon, but many other options are available. You can find them all in one place on the Track Changes Options dialog.

Screen shot of the Track Changes Options dialog box
  1. Click the Review tab, and then click the lower half of the Track Changes button where you see the down-arrow.

    Track Changes button with down-arrow highlighted

  2. To change the formatting of a particular type of markup, content move (such as when a paragraph moves from one place to another), or comment display, choose an option from the drop-down menu next to the item you want to change.

    setting options in the advanced track changes options dialog

  3. By default, Word assigns a different color for each reviewer’s insertions, deletions, and formatting changes. Assigned colors may change when the document is closed and reopened or when someone opens it on another computer.

    track changes color by author

  4. Click OK.

  1. On the Review tab, in the Tracking group, click the arrow next to Track Changes, and then click Change User Name.

    Change User Name

  2. Click Popular.

  3. Under Personalize your copy of Office, change the name or initials to use in your own comments.

Note: 

  • The name and initials that you type are used by all Microsoft Office programs. Any changes that you make to these settings affect other Office programs.

  • When you make a change to the name or initials that you want to use for your own comments, only the comments you make after the change are affected. Comments that are already in the document before you change the name or initials are not updated.

You can save a document without the names or initials of reviewers who are associated with the document.

  1. Open a document that has been saved with comments that you want to make anonymous.

  2. Click the Microsoft Office Button Office button image , point to Prepare, and then click Inspect Document.

  3. Click Inspect.

  4. Click Remove All next to Document Properties and Personal Information.

    Important: Do not click Remove All next to Comments, Revisions, Versions, and Annotations. If you do click Remove All, all comments from the document will be permanently deleted.

  5. Click Reinspect, and then save the document.

    When you reopen the document, all comments that appear in the document will appear without names or initials.

See Also

Track changes in Word

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