Word comments can contain author names and initials. If you need to share a document without identifying reviewers, use Word’s privacy/document-inspection tools and verify the resulting file before distribution. Simply changing the visible user name does not reliably anonymize comments that already exist.
How to Remove Personal Information from a Word Document
- Save a copy of the document first. Keep the original if you may need its review history.
- Select File > Info.
- Select Check for Issues > Inspect Document.
- Run Document Inspector.
- Review the Personal Information and document-properties findings.
- Remove the information you do not want included.
- Save the sanitized copy and inspect it again before sharing.
Comments and Tracked Changes Need Special Attention
Reviewer identity can appear in comments and revision history. If the recipient does not need that review history, accepting/rejecting tracked changes and deleting comments is often safer than trying to preserve the entire collaboration history while making every author anonymous.
Changing the Office User Name Is Not Retroactive
Word lets you change the user name and initials used for Office personalization, but that primarily affects new work. It should not be treated as a dependable way to rewrite authorship already embedded in existing comments or revisions.
Document Inspector Can Remove More Than Names
Inspection can identify document properties and other hidden information. Review each category before removing it, because some cleanup actions cannot be undone easily. That is why working on a copy is important.
Verify the Final File
Close and reopen the sanitized copy, inspect comments and tracked changes, and run Document Inspector again. For sensitive or regulated material, follow your organization’s approved redaction/anonymization process rather than assuming Word’s display labels alone provide anonymity.
Anonymizing reviewer information is different from redacting confidential text. If the document contains sensitive content in its body, headers, attachments, or other objects, address those separately.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.