HOW TO: Check Document Properties and Remove Author Information (Microsoft Word) (2023)


Check document properties and remove author information BEFORE sharing a file, and avoid sharing hidden data or personal information. A MUST KNOW when sharing quotes, your resume or legal documents.

In this video I'll show you how you can confidently share a file knowing that hidden data has been checked and removed so that information that is private to you or your business REMAINS private!

Privacy is so important, and sharing information that you would rather others didn’t see can be disastrous. Some information can even travel into a PDF (I’ll show you in this video). Do this simple check so that you can feel more confident when you share your files.

Carry out this check before you share your resume, legal documents, quotes and proposals and be reassured you’re not sharing confidential information.

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Try this with Microsoft Office 2010, Office 2013, Office 2016, Office 2019 and Office 365.
Sharyn’s using the desktop version of Office 365 as part of the Office 365 Business Premium subscription.

#MicrosoftOfficeTutorial #MicrosoftOfficeTips #MicrosoftWord #ExcelatWork


- Hey there, how often do you open a document and do a File, Save As to save a copy of the original document? And then amend the new copy? Look, I, know, I, do it all of the time.

That saves me a lot of time and a lot of hassle, but did you know that there could be some private information in the original copy that has now traveled into the saved copy or the copy.

You've just created? A lot of people don't so I'm going to show you where you can find that information and deal with it.

(tranquil, music), Hey, I'm, Sharyn from Excel at Work, where we offer straightforward, non-technical assistance to help.

You become a confident, super productive and super safe user of Microsoft, Office.


This video, I'm going to run through the scenario of opening up an original copy, making a copy of that document and then going and finding the information that may travel with it.

I'll show you where it lives and how you can easily and confidently get rid of it.

Knowing that the private information is now not going to be a part of that document.

I'll also show you how the information can even travel into a PDF, I know, something to watch out for for sure.

Hi there.

So I, wanna talk to you about another situation that I see people get wrong quite often and it's so easy to get wrong.


Wanna talk about, I mean.

This is just a normal general kind of situation that happens at work.

A lot.

Here's, a scenario.

So, I've sent an email to Anne saying, hey, look, I've, attached a quote.


Obviously has gone out already to a client and I'm just saying, hey, look, do a File, Save As and use this to create a copy for another company.

I'm, very creative with my company, names.

ABC, Limited, XYZ, Limited., So.

What we're doing here is we've kind of like doing something that a lot of people do many, many times throughout the week, when they're working.

So, if I just kind of open up this file, and we'll just have a look at the information.

Go to Enable Editing.

And what we're gonna do here is we're just going to, obviously I could just do a File, Save As.

So if I go File, Save, As and I'll, just maybe go to This PC and go into the Documents and I'll just call it XYZ.

Quote, 'cause, I, wanna keep obviously the information that's in the quote and I'll just make it for XZY.

Company, that's, nice and easy.


I'll, just come in here.

Xyz, I, won't bore you.


Think you get the gist of what you'd do and of course, you'd put the address in here, I'll, just make it really 789.

High, Street., (chuckling), So there we go, so obviously a bit different name for the person and so on.

And so forth.

I was making it to myself, that's, really clever, isn't, it?, Not, very creative at all.

So we'll do TE Bear and we'll just go, hi Ted or dear Ted, there you go.

So that would be easy, nice and easy and of course.

You just have to make tiny little tweaks to what you're actually doing and within minutes, you can have this fantastic quote out to people and of course, I've saved it.

So I know that that's obviously going to the right, company., Now, I, wanna show you this.


If I go over to the File tab and I come down to Info.

And when I come down, here, I, wanna show you something that a lot of people don't, understand., Okay, so down here we have what's called metadata.

And this travels with the document.

Now I mean, at this time.

Obviously, it's got XYZ Limited up here.

But this is something I'd like you to start just checking.


You are doing a File, Save As.

Please come in here and check to make sure that there aren't any titles in here or tags, because some documents, if you're using like SharePoint folders, they can automatically be tagged when you're putting the document into them.

So, just be careful that there isn't kind of information in there that would look really bad if you're sending it out.


If these two were competitors.

So, it would look terrible if you'd just done a File, Save, As., The.

Other thing that I would like to point out is that it actually may hold on to the author information, where this information came from., So.

If I was a key account manager and obviously I'm not, Sharyn, Baines, isn't, the key account person or isn't.

The key account manager for XYZ, it's meant to be Anne, that would look pretty bad.

If it's kind of coming from the wrong.


Another thing that I saw just recently, actually from a friend who sent me this CV to just check to see what was on the CV and make sure that it was all good.

And it was.

It was fantastic, but I did notice that obviously he'd taken somebody else's kind of CV and used that as a template.

It was definitely his information that was in there, I can tell you that.

But unfortunately, he had the person's name down in here.

So I kind of went to him and said, I.

Think you should remove that name and put your name in there, okay? So, be careful.


You were sending your resume to somebody and had somebody else's name in there, one.

It may look like you didn't actually, do it too,? It may look like essentially not an original.

So if you're wanting to make sure that you are safe, of course, you can go in here.

And you can just delete this information, out.

It's, pretty easy.

And if you are a little bit freaked out now and you're kind of thinking, oh, my goodness, really?, How do I actually get, just go Remove Person.

How do I get in and check that everything's out of there,? You can go into Properties.

Advanced Properties, have a really good look through here and make sure that you're happy.


You go, there's a quote in there, a title in there.

So I think, if you do a right-hand mouse, click., No, press, Delete, it should actually once I say, Save, it should go away.

We'll just go and check that and General, how we looking? It's looking okay.


If I go Save, and we'll go back in and have a look at those Advanced Properties and make sure they're all good.

And, Contents, yeah, look at that, that's, much better, isn't, it?, Making.

You feel better now?, Hey, look.

So there is something that you do need to understand and I'll just quickly whip back and show you.

I should have shown you before I actually changed everything.

But oh, by the way, there is something called Inspect Document and I will put a link to a blog that I've done about this, it's got a lot more information in it about using the Inspect Document.

If you'd want to kind of like really go through a document and make sure that it's got everything out of it, like hidden text, or track changes, or anything like that, you can go in there and do that.

So look for that link in the description, if you want it.

Okay, so I will come out of here.

And hopefully you kind of get that and I'm just gonna shut this down.


Here, I am in Word again and I.

Just want to talk to you about, I mean.

Nobody is perfect (chuckling) and that's.



This was made just recently, I actually did this for a client and completely forgot to actually look and check.



Am teaching you and I was in just such a rush that I didn't check and of course, I'd, actually, just gone File, Save As.

And their original document was an Excel Step 1 or Stage 1 file.

So I'll just leave that in there and I'll show you what happened.

So I just went, obviously, save a copy.

And then I just saved it as a PDF to send off to the client.

So obviously I'd just gone there, I.

Think there might be on in there.

Already actually.

I'll just go over the top of it.


We go.

And what I'll do is I'll make my way out and I'll open up the PDF and I.

Just wanna show you how I noticed how I'd done that incorrectly.

So go out of here.

So we'll come in here and go and find that file, here.

We go.

And look up, here., So, straight away.

You can see that it's actually held onto the title from the document and popped that into the PDF settings and of course, that would look really bad.

If that was another customer's name up there, especially with the word Quote on it.

So, be careful, okay? Just, slow down a little bit.

And what I should have done is actually gone into that.

Word document, I'll, go back into it and of course, I could of just gone, gosh, Info and then into here and just taken it out.

Just taken it out and done a Save and of course, as soon as you save, then, you know that you're all good to go, so it's, actually saving because obviously it's up on OneDrive and we're good to go.


Now if I was to go PDF, should we just do it?, We'll, go File, and Save, a Copy and PDF.

And, Save, it'll, go over the original and Yes.

And we work our way down to where it is and open it up.


We go, much better, much safer., So, look, I hope.

What I've just gone through is helpful for you.

It might have just opened up a little bit of information that you never were aware of, but I'm sure you can appreciate that it's a good idea just to slow down and go and do a check on those documents.


You can do it in Excel.

Word, PowerPoint, just go and check, okay?, Make, sure that it's nice and clean.

And obviously, if you need to get out that author, you don't want to actually have it in there.

All, righty, so yeah, let me know what you think.

So, I, really hope that this instruction has been helpful and it's going to help keep your information private.


This has been helpful, please, let me know in the comments below.

And if you want to stay connected, just hit that Like button, and please make sure that you subscribe because we're sharing new videos regularly.

And if you know someone who would benefit from this help, please be sure to share this video with them.


Thanks for watching and have a fabulous day.


How do I remove all Author information from a Word document? ›

If you share a document with other people, you can remove personal information, such as author name and company, that Office automatically adds to a document. On the Word menu, click Preferences. Under Privacy options, select the Remove personal information from this file on save check box. Save the document.

How do I remove Author metadata in Word? ›

Choose File > Properties. Select the 'Summary' tab in the 'Properties' box. Clear any content from each text box and press 'OK. '

How to inspect the document for issues and then remove all of them in Word? ›

Inspect a Document
  1. Click the File tab.
  2. Click Check for Issues.
  3. Select Inspect Document. The Document Inspector dialog box opens. ...
  4. Select which hidden data you want to check for, then click Inspect. ...
  5. Click the Remove All button next to a category's results to remove those elements.
  6. Click Close when you're done.

How do you check the Author of a Word document? ›

To see the Author property for a document or workbook, click File > Info, and then look for Author under Related People on the right.

How do I remove any personal information from File properties on save in Word? ›

Open the Microsoft® Word file and click “Tools.” Click “Options.” Click the “Security” tab. Select “Remove any personal information from file properties on save.”

How do I remove content control from an entire Word document? ›

Ctrl+A does work if I want to remove all content controls however.

How do I completely remove metadata? ›

Windows: How to Easily Remove Metadata from Files via File...
  1. Go to File Explorer.
  2. Select one or more files in Windows Explorer.
  3. Right-click > select Properties from the contextual menu.
  4. Go to the Details tab > click Remove Properties and Personal Information to open the Remove Properties dialog.

How do I remove all metadata from a File? ›

Follow these steps to identify metadata on a Windows computer for any file you are working with:
  1. Right-click on the file.
  2. View its Properties.
  3. If there is metadata that you would like to remove, select the Details tab.
  4. Click Remove Properties and Personal Information.

How do I find hidden metadata in Word? ›

To detect and remove hidden data, click File > Info > Check for Issues > Inspect Document. When the Document Inspection window opens, select an item for inspection that contains information you do not want to distribute, and click Inspect. A window opens for you to review the inspection results.

Can you see the editing history of a Word document? ›

Can You View the Editing History of a Word Document? Yes, a Word Edit History feature lets you see previous file versions. If you're using Microsoft 365 on a Mac device, select Browse Version History. For Word 2016 and 2019 users, choose File, then Browse Version History.

How can you see all the changes done in a document using? ›

Turn on Track Changes to show edits made in a document, and use Show Markup to show the types of revisions you'd like to display. Select Review > Track Changes to turn it on. Make edits in your document and Word captures any edits you make. Select Review > Track Changes to turn it off.

How do I see document properties? ›

View and Edit Document Properties
  1. Click the File tab. The Info screen here will show the basic document properties in a column on the right. The Info screen is the default when the File tab is opened. ...
  2. Click a property field.
  3. Fill in the property field, then click outside of the field.

Where is the author content control in Word? ›

You can find the content controls on the Developer tab.

How do I check the readability of a Word document? ›

Under Grammar, select Check grammar with spelling and Show readability statistics. In your Word document, select Review > Spelling & Grammar. Correct or ignore any spelling or grammar corrections, then Word will open the Readability Statistics window with information about the reading level of your document.

How to remove all of the document properties and personal information from the presentation? ›

Select Check for Issues > Inspect Document. Select the types of content that you want to inspect, and then select Inspect. Review the results. For each type of content that you want to remove from the document, select Remove All.

How do I change content control properties in Word? ›

Set or change the properties for content controls
  1. Select the content control, and click Properties in the Controls group.
  2. In the Content Control Properties dialog box, choose whether the content control can be deleted or edited when someone uses your template.

How do I remove a source from a current document only in Word? ›

On the Document Elements tab, under References, click Manage. , and then click Citation Source Manager. In the Current list, select the source that you want to remove, and then click Delete.

How do I see all metadata? ›

Head to the File menu, then click File info. And you can also press Ctrl + Alt + Shift + I on Windows and Command + Option + Shift + I on Mac. From here, you can copy or edit the metadata.

What tool removes metadata? ›

MAT2 is free software, which allows the metadata to be removed from image, audio, torrent, and document file types.

How do I mass delete custom metadata records? ›

2 Answers
  1. Remove locally all meta data that you don't want to delete and only keep those that should be removed.
  2. Right-click the folder and select "Delete from project and org", it will only delete the remaining custom metadata records in the folder 🎉
Mar 27, 2018

How do I remove all metadata from DOCX? ›

How to clean a DOCX metadata
  1. Open this GroupDocs. ...
  2. Click inside the file drop area to upload a DOCX file or drag & drop a DOCX file.
  3. Click on "Clean Metadata" button to remove metadata from your DOCX.
  4. Click on "Save" then on "Download" button to download the updated DOCX file.

What does it mean to clean metadata? ›

Metadata removal tool or metadata scrubber is a type of privacy software built to protect the privacy of its users by removing potentially privacy-compromising metadata from files before they are shared with others, e.g., by sending them as e-mail attachments or by posting them on the Web.

What does it mean to strip the metadata? ›

Stripping metadata from files removes all that extra information and leaves you with just the information in the file itself. Some messengers—like Session—strip metadata from your image files when you attach them to a message.

How do I find hidden special characters in Word? ›

The Show/Hide

button turns hidden characters like spaces, paragraph markers, or tab marks on and off. Go to File > Options > Display. button is turned on or off. Clear any check boxes for ones you don't want always displayed.

Can you track changes in Word after the fact? ›

The Track Changes feature allows you to keep track of your additions, deletions, and notes while editing a paper. However, if you or someone else didn't track changes during the last editing session, you can create your own tracked changes document, sometimes called a redline document, using Word's Compare feature.

Can a viewer see edit history? ›

Using the Version History Menu

This will only be visible for users with “Editor” access to a document.

Can you check if a Microsoft Word document created date has been altered tampered with? ›

View Document Properties in Word

To view properties for an open document in Word, click the File tab and click on Info. On the right side of the window, the document properties are listed, including the Last Modified date, the date the document was Created, the Author, and the number of Words in the document.

Can you scrub a Word document? ›

Use Document Inspector to Detect and Scrub Invisible Content

Microsoft Word's Document Inspector is a built-in feature that can check for and clean out document metadata such as comments, embedded revisions, document information (such as any editors' names), and other invisible content and hidden text.

How do you clear all formatting? ›

To clear formatting using the Clear Formatting command in the Ribbon:
  1. Select the text with the formatting you want to remove.
  2. Click the Home tab in the Ribbon.
  3. In the Font group, click Clear All Formatting. This will remove both character and paragraph formatting and return the text to the Normal style.
Oct 3, 2022

How do I track all changes in Word? ›

To track only your own changes - On the Review tab, select Track Changes > Just Mine. To track everyone's changes - On the Review tab, select Track Changes > For Everyone. Note: To turn Track Changes off, select Track Changes again.

Can you track changes in Docs? ›

Yes. Fortunately, Google Docs includes a “Track Changes” feature to ensure easier collaboration and less delete-regret. It's named “Suggesting mode,” and you can access it by going to the navigation menu and tapping View > Mode > Suggesting (Edits become suggestions).

How do I anonymize track changes in Word? ›

Anonymizing a Word document
  1. In the tabs at the top of the document window ("Home", "Insert", etc.), click Review -> Protect -> Protect Document.
  2. Check the box for: "Remove personal information from this file on save"
  3. Save the document.

How do I view metadata in a Word document? ›

View Document Properties
  1. Open a Word document.
  2. Click the File tab.
  3. Click “Info” and then click “Show all Properties” to view the metadata entries for the file.

How do you remove properties from a document? ›

Right-click and choose the Properties option in the context menu. Switch to the Details tab. Click on 'Remove Properties and Personal Information' at the bottom of the dialog window. Select 'Remove the following properties from this file'.

What is a visible content control in Word? ›

Content controls are Microsoft Word entities that act as containers for specific content in a document. Individual content controls can contain content such as dates, lists, or paragraphs of formatted text.

Where is show document content in Word? ›

Click File > Options > Advanced, and then under Show document content, select the Show drawings and text boxes on screen check box.

How do I check content readability? ›

The most common measurement for readability in English is the Flesch-Kincaid test, which is two tests: one measuring reading ease and one measuring grade level. For reading ease, the higher the score, the easier it is to read. Grade level indicates which level of education is required to understand it.

How can I improve the readability of a document? ›

Are there proven strategies to improve readability?
  1. Use short, easy words. ...
  2. Shorten your sentences. ...
  3. Nix some of your adjectives and adverbs. ...
  4. Drop the jargon. ...
  5. Use reader-friendly fonts. ...
  6. Break up your copy. ...
  7. Test your writing using readability formulas, and aim for grade level 7 or 8.
Sep 27, 2017

How do I fix my readability score? ›

How to Increase Readability Score
  1. Keep Your Paragraphs Short. The average paragraph should contain around five sentences, but there are exceptions to that rule. ...
  2. Choose Your Words Carefully. Action words are critical. ...
  3. Shorten Your Sentences. ...
  4. Keep it Simple. ...
  5. Break it Up. ...
  6. Write for Your Audience, Not for Your Score.

How do I remove the author from a Word document online? ›

How to delete an author name in an Office document (Word, PowerPoint, or Excel)
  1. Open the document. NOTE: If you want to change the author name in a template, right-click on the template, and select Open to open the template. ...
  2. Go to File > Info.
  3. Right click on the author's name.
  4. Select Remove Person.
Apr 6, 2019

How do I remove editing information in Word? ›

Remove tracked changes
  1. Click at the beginning of the document.
  2. On the Review tab, go to Changes.
  3. Select Accept or Reject. As you accept or reject changes, Word will move to the next change.
  4. Repeat until you've removed all changes in the document.

How do you change the metadata of a Word document? ›

Click the File tab. Click Info to view the document properties. To add or change properties, hover your pointer over the property you want to update and enter the information. Note that for some metadata, such as Author, you'll have to right-click on the property and choose Remove or Edit.

How do I remove the author comment in Word 365? ›

If you wish to change all this, you can take the following steps;
  1. Open the Document and select the File tab. ...
  2. Select Trust Center Settings on the right to open the Trust Center dialog box.
  3. Clear the Remove Personal Information from the File Properties.
  4. Click OK in all dialog boxes.

How do I change the author to Anonymous in Word? ›

Anonymizing a Word document
  1. In the tabs at the top of the document window ("Home", "Insert", etc.), click Review -> Protect -> Protect Document.
  2. Check the box for: "Remove personal information from this file on save"
  3. Save the document.

How do I remove metadata from a Word document online? ›

Metadata free online tool in your favourite browser. Click inside the file drop area to upload a DOC file or drag & drop a DOC file. Choose the metadata property to delete from your DOC, select it and click remove icon. Click on "Save" then on "Download" button to download the updated DOC file.

How do I clear metadata? ›

Follow these steps to identify metadata on a Windows computer for any file you are working with:
  1. Right-click on the file.
  2. View its Properties.
  3. If there is metadata that you would like to remove, select the Details tab.
  4. Click Remove Properties and Personal Information.

Is it possible to change metadata? ›

Head to the File menu, then click File info. And you can also press Ctrl + Alt + Shift + I on Windows and Command + Option + Shift + I on Mac. From here, you can copy or edit the metadata. Click OK to save your changes.

Can document metadata be altered? ›

Generally, file description metadata can be viewed and edited under the Properties option of most software.

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