OmniDocChange or Remove Track Changes Author Name in Word
Learn how Word assigns the reviewer name to each track change, how to change it for future edits, and how to hide or remove existing names before sharing.
If you open a Word document and see a colleague's name, an old name from a previous job, or a generic label beside every edit, you have run into the reviewer name that track changes attaches to each revision. It can be the wrong person's name, or a name you would rather not send to an outside reviewer. People searching for word track changes remove author name usually want one of three things: their own name on new edits, no names at all in the file, or a view that shows just one reviewer.
This guide covers all three. You will learn where the name comes from, how to change it, how to clear the names that are already in a file, and how to filter the markup so only one person's edits appear. Each step is done in Word, since OmniDoc's own tools do not manage track changes. Where OmniDoc can help, such as with a PDF copy, the article says so.
How do I remove the author name from Word track changes? The short answer
Word stamps each revision with the user name stored in its settings, so you change that name for future edits and clear old names by accepting, rejecting, or inspecting the document. Use the situation below to choose the right action.
| Your situation | What to do | Why |
|---|---|---|
| You want your own name on new edits | Change the user name in Word's settings before you edit | Word applies the stored name to each new revision |
| Old edits show someone else's name | Review them, then accept or reject the changes | Accepting or rejecting removes the markup and its name |
| You only want to see one reviewer | Filter the markup by reviewer | Hides other edits on screen without deleting them |
| The file must go out with no reviewer names | Run document inspection after the final review | Removes comments and revisions from the file |
| You share a PDF copy | Redact leftover names in the OmniDoc PDF editor | Removes selected text from the PDF, not from the Word file |
Before you start
- Save a backup copy. Accepting, rejecting, and removing revisions can't be undone once you save and close the file. Keep the original so you can still see who changed what.
- Confirm whether the names must stay. Contract, legal, and audit reviews often need a record of who made each change. Removing names from that kind of file can break the record.
- Check whether Word is signed in with an account. The name shown on revisions may come from that account rather than the typed user name. If the name doesn't change after you edit the setting, look at the account first.
- Look at the file's author property. The author field in the file information is separate from revision names. A name can stay there after every revision is gone.
- Plan for PDF copies. If the final copy will be a PDF, decide now how you will remove any names that still show. The OmniDoc desktop client (download.omnidoc.top) includes a PDF editor for that step.
Changing the reviewer name in Word, step by step
- Save a backup copy of the document. This keeps the original markup in case you need to refer to it later.
- Open Word's options and find the general settings. This is where the user name and initials are stored, and Word uses them for new revisions and comments.
- Replace the user name and initials. Use the name and initials you want readers to see next to your edits.
- Restart Word if the old name still appears. Some changes to the settings don't take effect until the program reopens.
- Make a test edit with Track Changes turned on. Check the margin for the new name, then undo the test edit.
- Decide what to do with existing revisions. Read through them, then accept or reject each one. Accepting or rejecting removes the markup and the name with it.
- Run document inspection only after the final review. Choose the option to remove comments and revisions, then save a new copy. This step is permanent, so keep the backup.
Showing only one author's changes
If the document shows only one reviewer's edits, or if you want to see only one person's changes, use the markup filter instead of changing any names. In Word's markup display settings, you can limit what appears to a specific reviewer. Other people's edits stay in the file and reappear when the filter is turned off.
The complaint that Word "only shows the author" usually comes from this filter being set to a single person. Open the markup settings and look at the reviewer list, then select everyone you want to see. If a reviewer is missing from that list, their changes may not be in the file yet.
Removing names from a PDF copy
Word exports what is visible on the page, so a PDF made while markup is showing can include reviewer names in the margins. The simplest fix is to accept all changes, or to hide the markup, before you export. Then check the PDF for any name that still appears in a header, footer, or body text.
For text you still need to remove from the PDF, open the file in the OmniDoc desktop client's PDF editor and use its redact tool on the selected text. Redaction changes the PDF only, so the Word file keeps its own settings. After you save, search the PDF for the old name to confirm nothing was missed.
Check the result
Run these checks after you change the name or clean the file. They take a few minutes and catch a common leftovers.
| Check | How to see it | If it's wrong |
|---|---|---|
| New edits show your name | Make a test edit with Track Changes on and read the margin | Recheck the user name and initials, restart Word, and test again |
| No old reviewer names remain | Look at the margin and the reviewer list after accepting or rejecting | Accept or reject the remaining changes, then run document inspection |
| File properties are clean | Open the file information and read the author field | Edit the author field, then save |
| PDF copy has no names | Search the PDF for each old name with your PDF viewer's search | Redact each match, save, and search again |
❓ FAQ
1. Why does a document from a colleague show their name on changes I didn't make?
Each revision keeps the name that was stored in the settings of the person who made it. Changing your own name doesn't affect edits recorded under someone else's settings. To clear those names, accept or reject the changes after review, then run document inspection if the file must go out without them.
2. Will running document inspection also delete my comments?
It can, depending on the options you select. Check which items are marked for removal before you run it, and make sure comments you still need are kept or resolved first. Save the result as a new file so the backup stays intact.
3. Can OmniDoc change the author name on Word track changes?
No. OmniDoc's facts don't cover track changes, so the name settings and revision cleanup happen in Word. OmniDoc's PDF editor can help with a PDF copy, such as redacting leftover text, but it doesn't change the Word file's revisions.
4. Should I remove reviewer names before sending a draft to someone outside my team?
It depends on whether the names need to stay for a record. If the draft may be reviewed or audited later, keep the original file and share a cleaned copy instead. Confirm with whoever owns the review process before you remove anything.
📝 Summary
Word attaches the reviewer name from its user settings to each revision, so change that name before editing and clear older names by accepting, rejecting, or inspecting the document. Use the markup filter to view one reviewer, and check the author property and any PDF copy before sharing. Keep a backup at every step, because the cleanup is permanent.
