Easily Changing Username and Initials

by Allen Wyatt
(last updated January 15, 2022)

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. ...

MORE FROM ALLEN

Understanding the Gutter Margin

Most everyone knows that Word allows you to set top, bottom, left, and right margins for your document. There is another ...

Discover More

Disappearing Graphics Groups

Grouping graphics together can be a great way to manage them easier. Doing the grouping, however, could have unintended ...

Discover More

Non-adjusting References in Formulas

Sometimes making sure that a reference in a formula doesn't get changed is not as simple as putting dollar signs in front ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (ribbon)

Selecting a Line of Text

Many word processing programs include commands that allow you to select a line of text. Word doesn't, but you can use the ...

Discover More

Selecting a Group of Words

Want to select a chunk of text in a document? Perhaps the easiest way to do this involves using the mouse in conjunction ...

Discover More

Automatic Non-breaking Spaces in Dates

It drives some people crazy to have a date break across two lines. If you find yourself in this mindset, then you'll ...

Discover More
Subscribe

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.

What is seven less than 7?

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.

Videos
Subscribe

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

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.