Please Note: This article is written for users of the following Microsoft Word versions: 2007 and 2010. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Making Sure Changes and Comments are Anonymous.
John publishes a journal whose articles are peer-reviewed, and the reviewers are supposed to remain anonymous from the person who originally wrote the article. As reviewers (called referees) are reviewing articles, they keep Track Changes turned on so that modifications and comments stand out in the document.
The problem is that Word, as part of the Track Changes feature, also tracks the name of the person who made a particular change. If the original article author got the article back, all that would be necessary would be to hover the mouse pointer over a change or comment, and the name of the referee would be visible.
It is possible, of course, to tell the referees to make a change or two to Word prior to making any changes in an article being reviewed. Just display the General options (in the Word Options dialog box) and then replace the user's name and initials with a space or some nondescript wording, such as "Referee 1." Any changes from that point on will then bear that name, and anonymity will be preserved.
Note that merely deleting the user name and initials in the dialog box will not work; you must use a space or a new word/name. The dialog box will put the original name back in an empty name box and a letter in the initial box.
You can also follow these steps to get rid of identifying information in comments and changes by following these steps in Word 2007:
Figure 1. The Document Inspector.
If you are using Word 2010 you should follow these steps, instead:
When you are through running the Document Inspector, and assuming you removed any personally identifying information, then the next time you save the document, Word replaces the referee's names with the word "Author." There is other identifying information that is removed, as well, so you should only use this method if you don't mind that information also being removed. (Things like author information that is stored in the document's Properties area is removed.)
There is a more selective, but involved, method that can be used to just remove the referee's information. This method will work with any version of Word. Follow these general steps:
{\*\revtbl {Unknown;}{Jane Doe;}}
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10222) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: Making Sure Changes and Comments are Anonymous.
Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!
If you have Word configured to show markup on-screen and you look through a document, it is easy to tell where changes ...
Discover MoreWord includes editing tools that allow you to track what changes you've made in a document. Making the tracked changes go ...
Discover MoreTrack Changes can be a great tool when you have multiple editors working on a document. If you want to know the names of ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
2024-03-18 11:46:50
John Ballif
I have used the "more selective, but involved, method" for removing referee info many times and it always works very well. How does one reverse the process? I would like to resume seeing who made and makes tracked changes in the same document. Anyone have experience to offer?
2022-12-05 18:04:06
Mark
Thank you for this information! You saved me a lot of time.
2021-09-29 10:46:44
David
Very helpful in anonymizing comments, thank you!
2021-02-17 13:45:14
Allen
Tedo,
It does still work; I use it all the time in my Office 365. On the Mac is different, but that is not the focus of this tip (or this site). The link you provided details how to do it on the Mac.
-Allen
2021-02-17 13:39:38
Tedo
This doesn't work in newer versions of Word (or for mac), but after a long time of searching here is another option on the answer the question here:
https://answers.microsoft.com/en-us/msoffice/forum/msoffice_account-mso_mac-mso_365hp/make-reviewer-comments-anonymous-in-already/343f3f74-efe0-4825-8086-de2427e863cf
2019-01-14 10:57:55
Janet
Excellent advice, thanks so much!
2018-07-17 00:32:04
JC
Need to make it clearer which option to select to remove ONLY the identifying information, and not the Comments themselves - you haven't made that clear enough. Instead you just state "Use the controls in the dialog box to get rid of any identifying information.", two lines after stating, "Make sure all the available check boxes are selected."
I ended up discovering that from another solution by someone else that articulated that subtlety more clearly. Means the full RTF solution is less often required.
I appreciated Katie's solution too (ie. using compare docs) - that's creative.
2017-12-27 17:38:00
Katie
I just compare docs (marked-up version with original version), select the changes (including comments) I would like keep marked, and replace the commenter's name with "reviewer."
2017-04-23 13:51:56
Catherine
well done, thanks for your job
2016-07-29 05:19:25
Fiona
Kimberley, of course, I really was being a daft lassie after all. Thanks for the assistance, really appreciated.
2016-07-28 15:12:14
Kimberly
Fiona i was having the same issue with the saved changes reverting back to Author. You need to unclick the "Remove personal information from file properties on save" setting. This website shows the location of this setting on various systems. hope this helps
2016-07-13 08:05:38
Fiona
@anonymouse ...
Many thanks for the ZIP option - worked perfectly until I tried to save the file again or print it. It then reverted back to "Author" (I had previously anonymised the reviewers but wanted to change it from "Author" appearing in every comment). I have amended both the comments and document xml files, then rezipped into same directory as the [Content_Types].xml file.
I am working in Word 2013, and couldn't get the RTF option to work at all, and I think our network settings were defaulting to original "user name" etc in Options, changes were not retained).
Daft lassie question, what am I doing wrong? Many thanks for any assistance.
2016-05-09 08:24:17
Hannah
Thank you for the RTF tip!
2016-05-06 03:37:50
Valdis
RTF trick does the job! Many thanks!
2016-03-12 20:01:04
Steve Parmenter
Aw nevermind. I just replaced the personal initials with "PR" and it worked.
2016-03-12 20:01:04
Steve Parmenter
Aw nevermind. I just replaced the personal initials with "PR" and it worked.
2016-03-12 19:52:13
Steve Parmenter
Following the instructions for WORD 2010 resulted in complete deletion of all comments.
I then tried the "selective"method to remove reviewer attribution from a WORD manuscript. The full name was replaced, but the reviewer's personal initials remain in the comment identifier. Is there another step I can apply to replace these initials?
Thank you!
2016-02-04 10:11:25
Lee
The RTF trick is awesome - many thanks!
2015-09-30 21:20:24
Rene
When I run the Inspect Issues command, and then request that identifying author information is removed, it changes the top margin of the document, except that the Margin Settings don't change. I have tried everything I know to adjust my top margin -- HELP!
2015-08-05 14:09:03
Rauf
Changing the author's name via comments.xml file works great.
Thanks for the tip.
2015-05-28 20:52:31
anonymouse
@Richard Collins ..
To do this in Word 2013 (must be a .docx file), make a copy of your file first, and do this to the copy:
1. change the file extension to .zip (and OK the warning)
2. open the .zip in 7-zip, or WinZip, or other zip file manager
3. open the 'word' folder
4. open comments.xml in any text editor and find/replace the author's name. Each instance will look like this: w:author="name is here"
5. open document.xml in any text editor and do the same
6. close out of the zip file manager
7. change the file extension back to docx (and OK the warning)
If you end up accidentally exporting the .xml files out of the zip, then make sure you add them again to the zip before step 6.
Open this copy of your original file and check that it all looks good. Don't ever try this on the original document; always make a copy first and experiment on that. If it's all good, then consider this your document's Version 2, and keep the original as a Version 1 backup.
I've done this dozens of times for authors of academic journal articles who wish to edit the comment author names (because they've worked on the document on several different machines and their own comments take on the machine name).
2015-04-12 23:15:51
Richard Collins
In Word 2013 NONE of that nonsense works! I tried that Document Inspector 3 times - DOES not work, tried the RTF method - it does not show the characters. Not sure where to go from there.
2015-03-12 11:28:59
Kristin Jones
Is there any way to put your author name ,time stamp and info BACK on a document once you've removed them? Thanks!
2015-02-01 20:50:26
JT
I successfully used this option a few weeks ago, when peer reviewing a manuscript for a journal. Today, I tried it and, like described by Debbie (above), it removed all of my reviewer comments. I tried to revert to a previous version of the document and am unable to do so. As far as I can tell, I've lost all of the comments that I had provided. Is there another way to restore my reviewer comments? Thank you!!!
2015-01-23 17:58:08
Nicole
Thank you for this!
2014-11-25 07:32:32
paloma
GREAT!!!!
thanks lot
2014-08-14 21:42:03
Debbie
Comments option removes all comments, not just the identifying information.
Also, should tell people to work on a copy of the document, as they may not be able to restore removed information.
2014-07-17 18:40:55
In Word 2007, when I hover over comments and insertions/deletions in Draft View, the pop-up text identifying the user, comment, etc., flickers twice and then disappears. Any idea what's going on?
2014-05-15 15:49:37
Robert Waller
Great tip, thanks.
I found it easier to just search my name and replace with "PR" (peer reviewer) but your description of the process of using the rtf format was a huge help to me.
Rob
Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2024 Sharon Parq Associates, Inc.
Comments