Changing the "last modified by" in Word is a simple process that involves accessing the document’s properties and making a few quick adjustments. This is particularly useful if you’re collaborating on a document and need to update the record of who last made changes.
How to Change Last Modified by in Word Step by Step Tutorial
Before we dive into the steps, it’s important to understand that changing the "last modified by" information will help keep your document’s version history accurate. This is crucial when working in a team environment where multiple people are editing the same document.
Step 1: Open the Document
Open the Word document that you want to modify.
When you open the document, ensure that you have editing permissions, especially if the document is shared or protected.
Step 2: Access the File Menu
Click on the "File" tab in the top-left corner of the Word interface.
This will take you to the backstage view where you can access the document’s properties.
Step 3: Go to Info
In the File menu, click on the "Info" option.
This section contains the document’s metadata, including the "last modified by" information.
Step 4: Check the Properties Section
Look for the "Properties" section on the right-hand side of the screen.
The "Properties" section shows various details about the document, including authorship and modification information.
Step 5: Click on "Show All Properties"
At the bottom of the Properties section, click on the link that says "Show All Properties".
This will expand the section to reveal more detailed metadata about your document.
Step 6: Edit the "Last Modified By" Field
Find the "Last Modified By" field and click on it to edit the information.
You can now type in the new name or information that needs to be updated in this field.
After completing these steps, the "last modified by" information on your Word document will be updated. This change will be reflected in the document’s metadata and will be visible to anyone who views the document properties.
Tips on Changing Last Modified by in Word
- Always make sure to save your document after making changes to the properties to ensure that the updates are applied.
- If you’re updating the "last modified by" for transparency purposes, communicate this change to your team or collaborators.
- Remember that changing the "last modified by" does not change the actual edits made to the document, only the record of who last modified it.
- Be cautious when changing document metadata, as it can affect version control and document management systems.
- If you cannot edit the "last modified by" field, check to see if the document is protected or if you have the necessary permissions.
Frequently Asked Questions
Can I change the "last modified by" information on a protected document?
Generally, you cannot change the "last modified by" information on a protected document unless you have the password to unprotect it.
Will changing the "last modified by" affect the document’s content?
No, changing the "last modified by" information will not affect the actual content of the document, only the metadata.
Can multiple people be listed as "last modified by"?
No, the "last modified by" field can only display one name or entity at a time, representing the last person who saved the document.
Is it possible to remove the "last modified by" information completely?
While you can edit the field, you cannot completely remove the "last modified by" information as Word automatically tracks this data.
Can I see the full history of modifications made to the document?
Word does not keep a comprehensive history of modifications within the document properties. However, if you use version control or track changes, you may be able to view a history of edits.
Summary
- Open the Word document.
- Click on the "File" tab.
- Select the "Info" option.
- Locate the "Properties" section.
- Click on "Show All Properties".
- Edit the "Last Modified By" field.
Conclusion
Changing the "last modified by" in Word is a straightforward process that can be completed in just a few steps. This is particularly useful for keeping track of document edits in collaborative environments. By following the steps outlined in this article, you can easily update this information to reflect the most recent editor. Remember to always communicate any changes to your team to maintain transparency and ensure everyone is on the same page. With these tips and FAQs in mind, you’ll be able to manage your Word documents like a pro.
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.