Change Author Name in a Word 2016 Document
To change the author name in a Word 2016 document, update the document’s Author property under File > Info, or change the name Word uses for new documents in File > Options > General. These settings are separate: changing the default user name does not necessarily replace the author already saved in an existing file.
How Word stores the author name
Word can show names in more than one place. The document’s Author property is metadata stored with the file. Separately, Word has a user name and initials in its application settings, which it can use for new documents, comments, and tracked changes. A file may also contain names in comments, revision history, or other properties.
That distinction explains a common surprise: changing the name in Word’s Options may affect work you create from then on, while an older document continues to display its previous author. If your aim is to correct the author attached to a particular file, edit that file’s properties directly.
Change the author for an existing document
- Open the document in Word 2016.
- Select File, then Info.
- Look for Properties on the right side. If the property panel is collapsed, select Show All Properties.
- Click the current name beside Author, or right-click it and choose Edit Property, depending on what the Info screen displays.
- Type the correct author name, then press Enter.
- Save the document. Close and reopen it if you want to confirm the saved value.
The exact presentation can vary with the document and the Word 2016 installation. If the Author field is not visible or editable in the Info panel, use the advanced properties route: from File > Info, open the Properties menu, choose Advanced Properties, and look on the Summary tab for the Author field. Replace the name and confirm with OK, then save.
For example, if a file’s Author property says “Jordan Lee” but the document should be attributed to “Jordan Lee, Research,” change the Author property in that file. Merely changing the user name in Options will not reliably make that correction to an already saved document.
Set the name Word uses for new work
To change the name and initials associated with your Word profile, select File > Options > General. Under Personalize your copy of Microsoft Office, edit User name and, if needed, Initials. Select OK to save the preference.
This setting is useful when Word keeps inserting an outdated name into new comments or tracked changes. It can also influence information added to newly created documents. It is not a universal “rename every document” command: existing files may retain their own Author property, and existing comments and revisions retain the names recorded when they were made.
- Use the document’s Author property to correct the author shown for one existing file.
- Use User name and Initials in Options to change Word’s default identity for future editing.
- Review comments and tracked changes separately if the old name appears there.
Comments, tracked changes, and document history
Changing the Author property does not rewrite every name in a document. Comments and tracked changes can carry the identity used when each item was created. For example, a document may list “Morgan Patel” as its author while a comment still shows “M. Patel” or another editor’s name. Editing the user name now generally affects future activity; it does not automatically relabel past comments or revisions.
If the document will be shared and you need to remove personal details, inspect the whole file rather than changing just the Author field. Word 2016 includes the Document Inspector, available from File > Info > Check for Issues > Inspect Document. The available checks depend on the file. Review the inspection results carefully before removing anything, because removal can affect comments, revision information, or other content you may need to keep. Save a separate copy before making broad cleanup changes.
Also check whether the file is stored in a shared location or managed by an organization. Another editor, a template, or a document-management process may add or preserve identifying information. Changing one visible property does not guarantee that all copies or records elsewhere are updated.
Common problems and practical checks
- The old author returns: Confirm you edited the document’s Author property, saved the correct file, and are not reopening another copy. Check the advanced properties if the Info panel did not expose the field.
- The name is still on comments: That is separate from the Author property. The name may be part of existing comments or tracked changes.
- The field is unavailable: The document may be read-only, protected, or opened with limited permissions. Save an editable copy or ask the file owner for access, then try again.
- A shared file shows inconsistent information: Save, close, and reopen the same file location. If others edit it, coordinate changes so an older copy does not replace the corrected one.
- You want anonymity: Replacing the Author field with a blank or generic name may not remove names in comments, revisions, or other metadata. Inspect a copy and verify what remains before sharing.
When the author name matters for attribution, use the name that should genuinely be credited rather than assuming the computer’s user name is authoritative. A document’s metadata is editable information; it does not establish authorship by itself.
Frequently Asked Questions
How do I change the author name in Word 2016?
Open File > Info, edit the name beside Author, and save. If it is not shown there, use Properties > Advanced Properties and edit the Author field on the Summary tab.
Why does Word still show the old author after I changed my user name?
The user name in Word Options and the Author property saved in an existing document are separate. Change the property in the document itself, then save it.
Will changing the author change old comments and tracked changes?
No. Existing comments and revisions can retain the name recorded when they were created. The Author property change does not automatically relabel them.
How do I change the name Word uses for new comments?
Go to File > Options > General and update User name and Initials under the personalization settings. This is for future activity, not a general replacement for past comments.
Can I remove all personal information from a Word document?
Use File > Info > Check for Issues > Inspect Document on a copy, review the findings, and remove only information you intend to remove. One edited property alone may not clear every name.
Does changing the author alter the document’s content?
It changes document information, not the text of the document. However, removing comments, revisions, or other information through the Document Inspector can affect what is retained, so review its results before applying changes.
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