Easily Changing Username and Initials

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

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, 2021, and Word in Microsoft 365.

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...

MORE FROM ALLEN

Leap Years and Fiscal Periods

Need to figure out when a fiscal year ends when that period does not correspond to the calendar year? Here are some ways ...

Discover More

Unhiding Multiple Worksheets

You can hide a bunch of worksheets at the same time, but Excel makes it much more difficult (depending on your version of ...

Discover More

Inserting Text with a Macro

Need to have your macro insert a bit of text into your document? It's easy to do using the TypeText method.

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2019. Spend more time working and less time trying to figure it all out! Check out Word 2019 For Dummies today!

More WordTips (ribbon)

Slowing Down Mouse Selection

We've all experienced the problem: You start selecting a large block of text using the mouse, and before you know it the ...

Discover More

Symbols for Non-Printing Characters

Displaying non-printing characters can help you better understand the formatting and contents of your documents. What do ...

Discover More

Displaying Spaces in a Document

Seeing where every space is within a document can be very helpful in polishing your editing. Here's how to make those ...

Discover More

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

Notify me about new comments ONLY FOR THIS TIP

Notify me about new comments ANYWHERE ON THIS SITE

Hide my email address

What is nine minus 0?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)

This Site

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.