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You may not be aware that your Word, Excel, and PowerPoint files often contain hidden or personal information, such as revisions or comments, that others can access. Depending on the nature of the information, this could place you in an embarrassing or compromising position. It could even potentially put the University at legal risk. For example, during the discovery phase in a lawsuit, electronic copies of relevant documents could be subpoenaed.

Any hidden comments or revisions in these documents could then possibly be used as evidence. Examples of hidden or personal information that are stored in Office documents include: • Tracked changes, comments, annotations, and versions, even if not displayed • Hidden text or data cells • Presentation notes • Previously deleted text • Name of author and person who last modified the file To protect any sensitive information from accidentally being made public, Information Technology Services recommends that you get into the habit of removing this information before distributing final electronic copies of your documents.

There are some simple ways to do this, as described below. Perform the following steps each time you plan to distribute a final electronic copy of a Word document: • Open the document. • Click the File tab. With Info highlighted on the left, you will see the file properties on the right that show, for example, the author of the file. • Click the Check for Issues box and then Inspect Document. The Document Inspector window appears as follows. Note that the options will vary slightly, depending on whether you are using Word, Excel, or PowerPoint.

• If you are using Microsoft Word, select at a minimum, the following options: - Comments, Revisions, Versions, and Annotations - Document Properties and Personal Information - Invisible Content (You will need to scroll down to see this.) - Hidden Text (You will need to scroll down to see this.) • Click Inspect. Winrar download free. • The system will search for items that pertain to the categories you selected. If it finds any items, you will be prompted to remove them.

Click Remove All to delete the information. • To finish, click Close. • If you are prompted to save the document changes when you close the file, click Save. Perform the following steps each time you plan to distribute a final electronic copy of a Word document: • Open the document. • Click the File tab and then click on Info so you see three panels.

On the right-hand panel, you will see the file properties that show, for example, the author of the file. • In the center panel, click the Check for Issues button next to Prepare for Sharing.

Then click Inspect Document. The Document Inspector window appears as follows. Note that the options will vary slightly, depending on whether you are using Word, Excel, or PowerPoint. • If you are using Microsoft Word, select at a minimum, the following options: - Comments, Revisions, Versions, and Annotations - Document Properties and Personal Information - Invisible Content - Hidden Text • Click Inspect. • The system will search for items that pertain to the categories you selected. If it finds any items, you will be prompted to remove them.