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Okay, we're going to talk about metadata, because if you're sharing documents with others you need to know that each document you work with will have hidden data, sometimes containing personal information as well, that you may or may not want to share. Metadata can be comments, revisions, it could be document properties, even your personal information. The good news is that if you don't want to share this information, you can remove it before sharing the document with others by inspecting the document. So let's open up a document to inspect.
We'll go to the Office button then Open. We'll navigate to your lesson 18 folder of your exercise files and click on newsletter 18E. That's the one we want to open. All right, this one looks familiar. Now I just want to show you something in the document properties. We'll go up to our Office button and then down to Prepare. And then click on Properties up here. Right away you can see there are some document properties showing up here like the author's name, the title, there's a category here, a status, even some comments in the document properties.
OK, let's close that up and remember this because what we're going to do next is actually inspect this document to see if there's any hidden data. We now know that there kind of is. So when we go to the Office button and then down to Prepare, we'll click on Inspect Document. And by default all of these items are checked off. So it will be looking for you when you're tracking changes, any comments, revisions, versions, that kind of stuff. Document properties is included in this so personal information could be part of that.
XML data headers, footers, watermarks and even hidden text. We'll leave them all selected before we click the Inspect button down here. So it runs through our document and looks like it can't find any of those revisions and so on, no XML data, watermarks or hidden text, but we do have an exclamation mark here next the document properties and personal information. Something was found here and we saw that earlier when we checked out the properties. So the easiest thing we can do is click the Remove All button to remove all of those properties.
Looks like it's okay but let's re-inspect to make sure. Click the Reinspect button, make sure everything still selected and then click Inspect. So again it will run through the document and this time we're getting checkmarks all the way down, meaning we are good to go. We can close this up. Done. Now, before sending this off, you have to save your changes, which is simply the same document without that extra hidden data. Next we'll explore another important topic when sharing documents, and that's how to encrypt them.
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