5 replies to this topic

[Nvyseal]

Remove hidden data in Microsoft Word documents

You probably e-mail business letters, resumes and personal documents as Word documents. But you may be telling people things that would make your hair curl. Unless you take extra steps, recipients of Word documents can easily see items deleted or modified.

For example, how about that letter you sent to Joe Jones? You first referred to him as a "sniveling creep." You changed that to "great guy." But Joe may know what you really think.

Hidden within that letter was your original wording. Microsoft Word dutifully saved it all. And Joe doesn't have to be a rocket scientist to find it.

Anybody who uses Word risks exposing sensitive information. Word inserts metadata (information about data) to help identify author names, document titles, keywords, print and save dates, and names of people who have reviewed and saved a document. Metadata can also spill the beans about your place of business: your company or organization's name, the name of the network server or hard drive on which the document is saved and any comments added.

Some of this data is easily seen in Word. And some can be viewed only by opening the document in a specialized program. Regardless, the data is there.

Metadata is useful when multiple people are working on one document. Let's say you create a document and send it to your boss for approval. You'll probably want to track changes made.

However, it could be disastrous if others discover the information. Imagine submitting a business proposal with varying figures (written as comments) on "nonnegotiable pricing."

here are a number of ways to ensure that your personal or company data stays with you:

• Turn off Fast Save. This feature speeds up saving a document by saving only changes made to a document. However, text that you delete from a document may still remain. Microsoft recommends turning off this feature to eliminate any chance of deleted text remaining in the document. Click Tools, then Options. Click the Save tab. Clear the "Allow fast saves" check box and click OK.

• You can remove personal information from a document when you save it. In Word 2002 and 2003, click Tools, then Options. Click the Security tab. Under Privacy options, select "Remove personal information from file properties on save" and click OK. In Word 2000, click Tools, the Options. Select the User Information tab. Clear the information in Name, Initials and Mailing Address and click OK.

• Turn off the Track Changes tool. In Word 2002 and 2003, click Tools, then Track Changes. In Word 2000 and earlier versions, click Tools, Track Changes, Highlight Changes. Click to clear the check mark in the "Track Changes while editing" box.

You can tell if the Track Changes feature is on by looking at the status bar (located at the bottom of every document). When Track Changes is enabled, TRK appears in the status bar. When Track Changes is disabled, TRK is dimmed.

Track Changes must be disabled before writing the document. Otherwise, any changes made will not be removed.

• Finally, a free Microsoft tool removes hidden data from Word, Excel and PowerPoint. The Remove Hidden Data add-in tool http://www.snipurl.com/3osw will delete hidden text and comments from individual files or a batch of files at once.

[Sphere]

I knew it saved some stupid and unwanted information, but is it really that "bad"?

[tnctx02]

Mine was already done. One of our IS guys at work showed me this! Good information!

[Mr Bad Guy]

I didn't know it was possible!

[patman174]

That is great information. I never had thought of that or heard of it to be honest. Ill have to go take sometime to change that in my Word.

[ShadowFox]

Unfortunately I don't have Office installed on this one yet But I'll remember to change that when I install it