Microsoft Word

How to Change the Author in Word

Spencer LanoueSpencer Lanoue
Microsoft Word

Changing the author in a Microsoft Word document isn't something most people do regularly. However, it can be incredibly handy when the need arises. Whether you're sharing a document on behalf of someone else, collaborating with a team, or simply wish to maintain some anonymity, knowing how to adjust the author details is a useful skill. In this article, we'll explore various ways to change the author in Word, providing you with different options depending on your version and setup.

🔮
The AI Alternative to Google Docs & Word:
Save time by letting Spell write your docs for you. Turn hours of doc writing work into minutes. Try it free →

Why Change the Author in Word?

Before we dive into the how-tos, it's worth considering why you might want to change the author details. Perhaps you're working on a collaborative project and want to ensure the final document reflects the main contributor. Or maybe you're submitting a document on behalf of a client or colleague and need their name to appear as the author. Whatever the reason, Word makes it relatively straightforward to tweak these details.

Another common scenario involves creating templates or standard documents for a company. In these cases, you might want to set a generic author name that reflects the organization rather than an individual. This approach keeps documents looking professional and consistent. No matter who in the team creates or edits them.

Changing the Author in Word 365

If you're using Word 365, changing the author is a breeze. Microsoft has made sure their cloud-based service is user-friendly and intuitive. Here's how you do it:

  • Open your document: Start by opening the Word document you want to edit.
  • Access the File Menu: Click on the 'File' tab in the top-left corner. This will take you to the backstage view, where you can find document properties and other options.
  • Look for Info: In the backstage view, select 'Info' from the list on the left. This section displays key details about your document.
  • Edit Author: Here, you'll see 'Properties' on the right. Click on 'Properties,' then 'Advanced Properties.' In the dialog box that appears, go to the 'Summary' tab. You'll find the 'Author' field, where you can enter the new author's name.
  • Save Your Changes: Once you've entered the new name, click 'OK' and then save your document.

And there you have it. Your document now reflects the new author details. This method is quick and straightforward. Perfect for when you need to make a speedy update.

Changing the Author in Word 2016 and Earlier

For those using older versions of Word, the process is slightly different but still manageable. Here's how to change the author details in Word 2016 and earlier:

  • Open Your Document: Go ahead and open the Word document you're working with.
  • Navigate to File: Click on the 'File' tab to access the backstage view.
  • Locate Properties: Like Word 365, you'll find 'Info' on the left side. Click it. Look for 'Properties' on the right side.
  • Access Advanced Properties: Click 'Properties,' then 'Advanced Properties.' In the dialog box, head to the 'Summary' tab to see the 'Author' field.
  • Change the Author: Enter the desired name into the 'Author' field.
  • Save Changes: Confirm by clicking 'OK' and save your document.

Older versions might have slight variations in naming or placement. If you're struggling with this process, you might consider using a tool like Spell, which can streamline document editing tasks and save you time.

The AI-First Document Editor
Spell is the AI-powered alternative to Google Docs and Microsoft Word.
Get started for free

Changing the Author in Word for Mac

Mac users aren't left out of the loop. Word for Mac offers a similar process, albeit with a few Mac-specific tweaks. Let's walk through it:

  • Open Your Document: Start by opening the Word document you wish to edit.
  • Access File Menu: Click on 'File' in the top menu.
  • Navigate to Properties: Select 'Properties' from the dropdown menu.
  • Edit Summary: In the 'Properties' dialog, head to the 'Summary' tab.
  • Change Author Name: In the 'Author' field, type the new name you want.
  • Save Your Changes: Click 'OK' and save your document.

That's all there is to it. With these steps, your Mac document will reflect the new author information. This method ensures compatibility and uniformity across different platforms.

Using Macros to Change Author Details

For those comfortable with a bit of coding, using a macro can automate the process and save you even more time. Macros are snippets of code that perform tasks automatically in Word. Here's how you can create a macro to change author details:

  • Open Word: Launch Word and open your document.
  • Access Developer Tab: If the 'Developer' tab isn't visible, enable it by going to 'File' > 'Options' > 'Customize Ribbon' and check 'Developer.'
  • Open Visual Basic: Click on the 'Developer' tab and then 'Visual Basic.'
  • Create a New Macro: In the Visual Basic window, click 'Insert' > 'Module' to create a new module.
  • Write Your Macro: Enter the following code in the module:
Sub ChangeAuthor()
    ActiveDocument.BuiltInDocumentProperties("Author") = "New Author Name"
End Sub
  • Run the Macro: Close the Visual Basic window, then return to the 'Developer' tab and click 'Macros.' Select your macro and run it.

This approach is ideal for repetitive tasks. You can modify the macro for different names or even batch process multiple documents. It's like having a personal assistant for document editing!

Making Use of Document Templates

Consider using document templates if you frequently create documents with the same author details. Templates can store common settings, including author information, saving you the hassle of setting them each time. Here's how you can create a template:

  • Start a New Document: Open a new document in Word.
  • Set Author Details: Change the author details as mentioned earlier.
  • Save as Template: Go to 'File' > 'Save As.' Choose 'Word Template' (*.dotx) from the 'Save as type' dropdown.
  • Name Your Template: Give your template a descriptive name and save it.

Next time you need a document with the same author, open this template, and you're ready to go. It ensures consistency and can help maintain a professional appearance across all your documents.

Go From Idea to Polished Doc 10x Faster With Spell 🪄
Get started for free

Batch Changing Author Details with PowerShell

If you're dealing with a large number of documents, manually changing each one can be a real chore. That's where PowerShell comes in handy. It's a powerful scripting tool that can automate many tasks on Windows. Here's a basic script to change author details across multiple Word documents:

  • Open PowerShell: Launch PowerShell on your Windows machine.
  • Enter Script: Copy and paste the following script:
$files = Get-ChildItem -Path "C:\Path\To\Documents" -Filter *.docx
foreach ($file in $files) {
    $word = New-Object -ComObject Word.Application
    $doc = $word.Documents.Open($file.FullName)
    $doc.BuiltInDocumentProperties("Author") = "New Author Name"
    $doc.Save()
    $doc.Close()
    $word.Quit()
}

Make sure to replace "C:\Path\To\Documents" with the path to your documents, and "New Author Name" with the desired author name. This script will automatically change the author for all documents in the specified folder. It's a lifesaver for large-scale projects!

Managing Document Properties with Third-Party Tools

Several third-party tools can help manage document properties if you're not comfortable with scripting. Tools like Bulk File Changer or Doc Scrubber offer user-friendly interfaces to batch edit metadata, including author details. These tools can be a great option if you prefer a graphical interface over command-line scripts.

When using third-party tools, always ensure they are reputable and secure. It's important to protect your documents and data. If you're unsure, consider sticking to built-in Word features or trusted tools like Spell, which offers integrated document editing features with AI support.

The AI Alternative to Google Docs
Go from idea to polished doc in seconds with Spell's AI-powered document editor.
Create my first doc

Changing Author Details for Document Security

In some cases, changing author details isn't just about aesthetics or professionalism. It's about security. For instance, if you're sharing documents externally, you might want to remove or change personal information to protect your privacy. Word allows you to inspect and strip metadata, including author details, to ensure your documents are secure.

  • Open Document: Start by opening the document you want to secure.
  • Access File: Click on 'File' and then 'Info.'
  • Check for Issues: Click 'Check for Issues' and select 'Inspect Document.'
  • Run Inspector: In the Document Inspector dialog, select the metadata you want to remove, including 'Document Properties and Personal Information.'
  • Remove Metadata: Click 'Inspect' and then 'Remove All' to strip the selected metadata.

Taking these steps can help ensure your documents are safe to share, keeping personal details private. It's a good practice for anyone working with sensitive information.

Final Thoughts

Changing the author in Word is a straightforward process, whether you're doing it manually, using macros, or automating tasks with PowerShell. It's a useful skill that can enhance document professionalism and security. For even greater efficiency, consider using tools like Spell, which streamlines document editing with AI, making tasks like these quicker and easier. Happy editing!

Spencer Lanoue

Spencer Lanoue

Spencer has been working in product and growth for the last 10 years. He's currently Head of Growth at Sugardoh. Before that he worked at Bump Boxes, Buffer, UserTesting, and a few other early-stage startups.