Wednesday, August 18, 2010

How to remove the personal and confidential information from the Office2010 files

The main thing to be noted while sharing a file publicly with the clients or with the colleagues is making sure that the no sensitive data is accidentally left hidden in file or in the File Properties. This article will be very useful for MS Office 2010 and lets you manage files and perform critical tasks to protect the data and private information.
The following is the example about what you need to d in Word 2010.
First, you have to open a file and select the File Menu choice on the Ribbon. You can view various information about the file once the Info option is selected as shown in the image below.

Notice in the center of the workspace the section labeled Prepare for Sharing. If you access the backstage view, Word 2010 will analyze the document and update the information dynamically to warn you of any potential issues with the file. Data vulnerabilities like stored document properties that you may or may not want to share and other potential issues come under these issues.

You can click on the Issues button and select the Inspect Document.

Now, the Document Inspector will be opened to let you select what types of data you want to search. Therefore, make your selections and click Inspect.

Now, the results will be returned and organized by type. Each type of contents has its own “Remove All” button to let you remove all Document Properties and Personal Information.
If you click the “Remove All” button beside any types of data you want to remove, the Document Inspector will update to inform you that the data has been removed successfully. You have to note the change in status for Document Properties and Personal Information as shown in the image below.

It is required to save the files for the changes to take the effect after removing the data.