Easily Changing Username and Initials

Written by Allen Wyatt (last updated January 15, 2022)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021

When Damodara reviews (and edits) documents, he uses Track Changes. He changes usernames and initials often, in order to differentiate his edits. Changing the usernames and initials is a pain, so Damodara is wondering if there is a way to more easily select from among his preferred usernames as he is doing his editing.

There isn't anything built into Word to facilitate this task, but it would be relatively easy to do the necessary changes in a macro. Basically you just need to change the .UserName and .UserInitials properties of the Application object.

Rather than re-invent the wheel, I'll share here a technique detailed at Michael Schuler's blog:

https://bergerplusschuler.com/2019/08/10/swapping-user-names/

The macro is rather short, with most of the code being devoted to setting variables that cycle through four different usernames and initials. The macro could be easily modified with just about any names desired, and it would be trivial to break it down into four separate macros, one for each username/initial pair. Here's an example:

Sub SetUser1()
    Application.UserName = "John Davis"
    Application.UserInitials = "JD"
End Sub

The macro (or macros) could be assigned to shortcut keys or added to the ribbon to easily choose which username and initials you wanted to use.

Note:

If you would like to know how to use the macros described on this page (or on any other page on the WordTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (12808) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen...

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