How Do I Change The Author Of An Excel Spreadsheet Fast

Changing the author of an Excel spreadsheet is quick and straightforward once you know where to look. Whether you need to update the author name for a shared file or correct a typo, this guide walks you through every method in just a few clicks. We cover all Excel versions, common mistakes to avoid, and expert tips to make the process effortless.

Have you ever opened an Excel file and seen someone else’s name listed as the author? Maybe you received a workbook from a colleague and need to update it. Or perhaps you want to claim ownership of a file you created on a shared computer. Changing the author of an Excel spreadsheet is something many people need to do but few know how to accomplish quickly.

The good news is that this process is much simpler than most people think. You do not need advanced technical skills or special software to update the author information in your Excel files. In this comprehensive guide, we will walk you through every method step by step. You will learn how to check the current author, modify the name, and handle tricky situations like shared workbooks or older file formats.

By the time you finish reading, you will have complete confidence in managing author details for any Excel spreadsheet. Let us dive right in and make this easy for you.

Key Takeaways

• Easy Access: You can change the author name through the File Info panel or Document Inspector in just a few steps.
• Version Flexibility: The process works across Excel 2016, 2019, 2021, and Microsoft 365 with minor differences.
• Multiple Methods: There are at least three different ways to edit author information in Excel files.
• Metadata Matters: Changing the author also updates related metadata like the last modified by field.
• Common Mistakes Exist: Many users accidentally skip hidden properties or forget to save changes properly.
• Collaboration Friendly: Updating author info helps keep shared workbooks organized and professional.

Why Would You Need to Change the Author of an Excel Spreadsheet?

Before we get into the how, let us talk about the why. Understanding your reason helps you choose the right method and avoid common pitfalls. Several real-world situations make changing the author name necessary for Excel users at all levels.

Professional Ownership and Attribution

When you create a workbook on behalf of your company or team, the author field should reflect the correct person or organization. Accurate attribution matters for documentation and record-keeping. Clients and stakeholders often review file metadata to verify who created or last edited a document.

Privacy and Data Sharing

Sometimes the original author’s name contains personal information you do not want to share. Changing the author name protects privacy when distributing files externally. This is especially important in industries with strict data handling requirements.

Correcting Mistakes

Typos happen. You might have saved a file under the wrong name or used a nickname that does not belong in a professional setting. Fixing these errors keeps your files looking polished and credible.

Team Collaboration Cleanup

When multiple people work on the same file, the author field can become confusing. Updating the author helps keep collaboration organized and ensures everyone knows who is responsible for the current version.

How to Check the Current Author in Excel

Before you change anything, you need to know what is currently stored in the file. Checking the existing author information takes just a few seconds and helps you understand what fields are available for editing.

Method 1: Using the File Info Panel

Open your Excel file and click on the File tab in the top-left corner. You will see a menu panel on the left side. Click on Info, and a panel will appear on the right side of the screen. Look for the Properties section. You will see the author name displayed there along with other details like the date created and last modified.

This is the most straightforward way to view author information. It works in all modern versions of Excel including Excel 2016, 2019, 2021, and Microsoft 365.

Method 2: Using the Document Inspector

Still on the Info page, look for the Properties dropdown menu. Click on Show All Properties at the bottom. This expands the view and reveals additional metadata fields including the author, category, and status. The Document Inspector gives you a complete picture of all the information stored in your file.

Method 3: Checking File Properties in Windows

You can also check the author outside of Excel. Right-click the Excel file in File Explorer and select Properties. Go to the Details tab. You will see the Author field along with other metadata like the subject, tags, and comments.

This method is useful when you want to check a file without opening it in Excel. It gives you a quick preview of the file metadata before you decide what to change.

Step-by-Step Guide to Change the Author of an Excel Spreadsheet

Now for the main event. Here is exactly how to change the author name in your Excel spreadsheet. We will cover the primary method in detail and then provide quick alternatives.

Step 1: Open Your Excel File

Launch Microsoft Excel and open the workbook you want to update. Make sure the file is not set to read-only mode, as this can prevent you from editing properties. Check the title bar at the top of the window to confirm the file is fully accessible.

Step 2: Navigate to the File Menu

Click on the File tab located in the upper-left corner of the Excel window. This opens the Backstage view, which displays all the file management options on the left side panel.

Step 3: Access the Info Section

In the left panel, click on Info. The right panel will now display the file properties and related options. Look for the Properties section near the top of the right panel. You will see the current author name listed there.

Step 4: Edit the Properties

Click on the Show All Properties link at the bottom of the Properties section. This expands the view and reveals all available metadata fields. Find the Author field and click on the existing name. Type the new author name you want to use.

You can also update other fields at the same time. These include the Title, Subject, Category, and Comments fields. Filling out these fields properly improves file organization and makes your workbooks easier to find later.

Step 5: Save Your Changes

After entering the new author name, press Ctrl + S to save the file. The changes take effect immediately. Close and reopen the file to verify that the new author name appears correctly in the Info panel.

If the name does not update, try the following troubleshooting steps. First, make sure you saved the file after editing. Second, check that the file is not protected or locked. Third, restart Excel and reopen the file to refresh the metadata.

Quick Alternative: Right-Click Method

For a faster approach, right-click the Excel file in File Explorer. Select Properties and go to the Details tab. You will see the Author field there. Click on the value and type the new name. Click Apply and then OK. This method changes the author at the file system level and works even if Excel is not open.

Changing Author Information in Different Excel Versions

The process for changing the author name is very similar across Excel versions, but there are a few minor differences worth noting. Here is what you need to know for each major version.

Excel 2016 and 2019

In Excel 2016 and 2019, the process follows the same steps we described above. Open the File menu, click Info, and edit the Properties section. These versions have a clean and intuitive interface that makes finding the author field very easy.

Excel 2021 and Microsoft 365

Excel 2021 and Microsoft 365 work almost identically to the 2016 and 2019 versions. The main difference is that Microsoft 365 receives regular updates that may slightly change the layout. Look for the same File > Info > Properties path, and you will find the author field without any issues.

Excel for Mac

If you are using Excel on a Mac, the process is slightly different. Open the file and click on File in the top menu bar. Select Properties from the dropdown menu. A dialog box will appear showing the document properties. Click on the Author field and enter the new name. Click OK to save.

Older Versions (Excel 2013 and Earlier)

In older versions of Excel, the process is a bit different. Go to File > Info > Properties > Advanced Properties. A dialog box will open with multiple tabs. Click on the Summary tab. You will find the Author field there. Edit the name and click OK. These older versions may also require you to save the file in a newer format for full metadata support.

Common Mistakes When Changing Excel Author Info

Even though changing the author is simple, people still make mistakes. Avoid these common errors to save time and frustration.

Forgetting to Save After Editing

The most common mistake is editing the author name and then forgetting to save the file. Always press Ctrl + S after making any property changes. If you close the file without saving, your changes will be lost.

Confusing Author with Last Modified By

Excel stores two separate fields: the Author and the Last Modified By. Changing the author does not automatically update the last modified by field. You need to edit both fields separately if you want both to reflect the correct information.

Ignoring Hidden Metadata

Excel files can contain hidden metadata that persists even after you change the visible author name. This includes the original creator name stored in the file header. Use the Document Inspector to check for and remove hidden metadata before sharing sensitive files.

Not Checking Protected Files

If the file is password-protected or set to read-only, you may not be able to edit the properties. Check the file protection status before attempting changes. You may need to enter a password or request editing access first.

Skipping Verification

After making changes, always verify that the new author name appears correctly. Close and reopen the file, then check the Info panel again. This simple step catches issues before you share the file with others.

Expert Tips for Managing Excel File Properties

Once you know how to change the author, you can take your file management to the next level. These expert tips help you work smarter with Excel metadata.

Use Consistent Naming Conventions

Establish a standard naming convention for author names across your team. This makes it easier to search and organize files later. Use full names instead of nicknames for a professional and consistent look.

Update Properties Regularly

Make it a habit to review and update file properties before sharing or archiving any workbook. Regular updates keep your file library clean and organized. Set a reminder to check properties at the end of each project.

Leverage Document Inspector for Cleanup

The Document Inspector is a powerful tool that goes beyond just author information. It can detect and remove hidden data, personal information, and outdated metadata. Run the Document Inspector before sending files to external parties to protect sensitive information.

Use Custom Properties for Advanced Tracking

Excel allows you to create custom properties beyond the standard fields. You can add fields like Project ID, Department, or Client Name. Custom properties make file sorting and filtering much more powerful for large teams managing many workbooks.

Batch Process Multiple Files

If you need to change the author for multiple files at once, consider using a VBA macro or a third-party tool. Batch processing saves significant time when dealing with large file collections. Search online for Excel VBA scripts that automate property updates.

Keep Backups Before Making Changes

Always keep a backup copy of your file before editing any metadata. While changing author information rarely causes issues, having a backup ensures you can always revert to the original if something goes wrong.

Frequently Asked Questions

Can I change the author of an Excel spreadsheet after sharing it with others?

Yes, you can change the author at any time, even after sharing the file. However, the change only affects the local copy and future versions. Previous copies shared with others will still show the old author name unless you send them the updated file.

Does changing the author remove the original author from the file?

Not always. Excel may retain the original creator information in hidden metadata. Use the Document Inspector to fully remove or replace all author-related data if you need a complete clean sweep of the original author information.

Can I change the author name on a read-only Excel file?

If the file is read-only, you may not be able to edit the properties directly. Try making a copy of the file first, then edit the properties on the copy. Alternatively, check if the file has password protection that prevents property editing.

Will changing the author affect the formulas or data in my spreadsheet?

No, changing the author name only affects the metadata of the file. All your formulas, data, formatting, and content remain completely unchanged. This is purely a property-level modification that does not touch the actual workbook content.

How do I change the author on a Mac version of Excel?

On a Mac, open the file in Excel and go to File > Properties in the top menu bar. Edit the Author field in the dialog that appears and click OK. The process is slightly different from Windows but equally simple.

What is the difference between Author and Last Modified By in Excel?

The Author field shows the person who originally created or last claimed the file. The Last Modified By field shows who made the most recent edit. These are two separate fields that you need to update independently if you want both to reflect the correct information.

Conclusion

Changing the author of an Excel spreadsheet is a simple but important skill that every Excel user should know. Whether you need to update ownership, correct a mistake, or protect privacy, the steps outlined in this guide make the process fast and easy. You now know how to check the current author, edit the name through multiple methods, handle different Excel versions, and avoid common pitfalls.

Remember to always save your changes, verify the update, and use the Document Inspector for thorough metadata cleanup. These small habits make a big difference in keeping your Excel files professional and well-organized. Apply what you have learned today, and you will never struggle with author information in your spreadsheets again.