How to Change Your Comment Name in Word

Updated 5 November 2026 · Standard formula, shown below

This guide shows you how to change the name that appears on your comments and tracked changes in Microsoft Word. You’ll need access to Word’s account or user settings, and the change applies to all new comments you make from that point on.

What You’ll Need

Microsoft Word (desktop version for Windows or Mac, or the web version)
Access to your Microsoft account or Office settings (if you use a work or school account, your admin may control this)

Step-by-Step

Open Word and a document. You can use any documentâ€”even a blank one. The steps work the same whether you’re starting fresh or editing an existing file.
Go to the File menu. Click File in the top-left corner of the window. This opens the backstage view.
Open Options (Windows) or Preferences (Mac). On Windows, click Options at the bottom of the left sidebar. On Mac, click Preferences in the menu bar or in the backstage view.
Find the General or User Information section. In the Options dialog, click General on the left. On Mac, look for the Personalize or User Information tab. You’ll see fields labeled User name and Initials.
Change your user name and initials. Type the new name you want to appear on comments. For example, if you want to be “Alex Johnson”, type that. Enter initials as well (e.g., “AJ”). These initials appear in comment balloons and markup when the full name isn’t shown.
Check the “Always use these values” box. There is a checkbox that says “Always use these values regardless of sign in to Office.” Make sure it is checked. This ensures Word uses the name you just typed, even if you’re signed in with a Microsoft account that has a different display name.
Click OK. Save your changes and close the dialog. Your new name is now active.
Test it. Insert a new comment (select text, then go to Review > New Comment). The comment should show your new name. If it still shows the old name, close and reopen Word, or restart the document.

For Word on the web (Office 365 in a browser):

Open a document in Word for the web.
Click your profile picture or initials in the top-right corner.
Select My Microsoft account or View account.
In the account page, go to Your info and edit your name. This changes the name used for comments in Word online.

For Word mobile apps:

Open the Word app on your phone or tablet.
Tap the menu (three horizontal lines) and then tap Settings.
Look for User Name or Account and edit it there. Some versions use the account name automatically; you may need to sign out and sign in again.

Common Mistakes

Changing the wrong setting. Some users change the document author in the “Info” panel (File > Info > Properties). That only affects the document’s metadata, not the comment name. You must change the user name in Options/Preferences.
Forgetting to check the “Always use” box. If you don’t check that box, Word may revert to the name associated with your Microsoft account, especially if you’re signed in.
Expecting old comments to change. Changing your user name does not retroactively update existing comments. Old comments keep the name they were created with.
Using the same name as someone else. If multiple reviewers use the same name, Word may mix up their comments. Use a unique name and initials.

Tips

Use a name that is clear to your team. If you’re collaborating, avoid nicknames that could confuse others.
Set your initials to something distinctive, especially if multiple people have similar names. For example, “JSmith” instead of “JS”.
If you’re on a shared computer, always check the user name before starting a review session. It’s easy to accidentally comment under someone else’s name.
You can also change the name for tracked changes (Track Changes) using the same settingâ€”it’s the same user name.
If you use a work or school account, your organization may override your personal settings. In that case, contact your IT admin.

Troubleshooting

My comments still show the old name. First, make sure you clicked OK and restarted Word. If you’re signed in to Office, check that the “Always use these values” box is ticked. If it still doesn’t work, try signing out of your Microsoft account and back in, or restart your computer.

I can’t find the Options or Preferences button. On Windows, if you don’t see “Options” in the File menu, you may have a restricted version of Word (like the web app). Use the web app method instead. On Mac, look under the “Word” menu at the top of the screen, not inside the File menu.

The name change only works for new comments, not old ones. That’s normal. To change the author on existing comments, you’d need to use advanced methods like editing the document’s XML, which is not recommended for most users. Instead, consider asking the original author to update their comments or accept them.

My work/school account doesn’t let me change the name. This is often controlled by IT policies. You can try using a local user profile (if allowed) or contact your admin. In some cases, you can create a new comment with a different name by switching to a personal Microsoft account, but that may not be possible in a managed environment.

I changed the name, but it appears differently in the comment bubble. The bubble shows the name you entered, but if you’re signed in with an account, Word might display the account’s display name instead. Double-check the “Always use these values” checkbox and ensure you’re not using a template that overrides user info.

Frequently Asked Questions

Q: Will changing my comment name affect my Microsoft account?
A: No, it only changes the name used in Word’s review features. Your Microsoft account display name remains unchanged unless you edit it separately.

Q: Can I have different names for comments and tracked changes?
A: No, both use the same user name setting. You cannot have separate names for comments and tracked changes.

Q: Does this work in Google Docs?
A: No, this guide is for Microsoft Word. Google Docs uses your Google account name for comments.

Q: How do I change the name on comments I’ve already made?
A: You can’t directly change the author of existing comments in Word. You would need to delete and re-add them, or use advanced editing like modifying the document’s XML (not recommended).

Q: Why does Word keep showing my old name after I changed it?
A: This usually happens when the “Always use these values” box is unchecked, or when Word is still using a cached profile. Restart Word and check the box.

Q: Can I set a different name for each document?
A: No, the user name is global for all Word documents. You can’t set a per-document name.

Method: the standard formula for this calculation, rounded as each result states. See how the calculators work or report an error.