Whenever you create, open, or save a document in any of the
programs listed at the beginning of this article, the document may contain
information that you may not want to share with others if you distribute the
document electronically. This information is known as "metadata". Metadata is
used for a variety of purposes to enhance the editing, viewing, filing, and
retrieval of Office documents.
Some metadata is readily accessible
through the user interface of each Office program. Other metadata is only
accessible through extraordinary means, such as opening a document in a
low-level, binary file editor. The following are some examples of metadata that
may be stored in your documents:
- Your name
- Your initials
- Your company or organization name
- The name of your computer
- The name of the network server or hard disk where you saved
- Other file properties and summary information
- Non-visible portions of embedded OLE objects
- The names of previous document authors
- Document revisions
- Document versions
- Template information
- Hidden text or cells
- Personalized views
How to Remove Metadata from Your Documents
additional information about removing metadata from your documents, click the
following article numbers to view the articles in the Microsoft Knowledge Base:
How to minimize metadata in Microsoft Word 2002
XL:How to Minimize Metadata in Excel Workbooks
PPT2002: How to Minimize Metadata in Microsoft PowerPoint Presentations
How To Minimize Metadata in Microsoft Word 2000 Documents
PPT2000: How to Minimize Metadata in Microsoft PowerPoint Presentations
PPT97: How to Minimize Metadata in PowerPoint Presentations
WD97: How to Minimize Metadata in Word Documents
General Suggestions About Security
To increase the level of security in your computing environment,
review the following suggestions:
- When you are not working at your computer, secure your
computer with a password-protected screen saver, a power-on password, or the
Windows NT Lock
- If your computer has any shared folders, make sure you
apply passwords to the folders, so that only authorized users can access your
shares. For better security, use user-level access control, so that you can
control exactly who can access your computer's shares.
- When you delete a file, empty the Recycle Bin immediately.
You may want to consider using a utility that completely erases or overwrites
files when they are deleted.
- When you back up your data, store the backup files in a
secure location, such as a safe, a security deposit box, or a locked cabinet.
Store one copy of your backups at a secure off-site location in case your
primary location becomes unusable.
- Important documents should be password-protected to ensure
that only authorized users can open them. Your passwords should be stored in a
secure, separate location.
IMPORTANT: If you forget a password, there is no way to recover the
contents of a password-protected document.
- Do not distribute documents in electronic form. Instead,
print them and distribute them. Do not use identifying elements, such as
distinctive fonts, watermarks, logos, or special paper, unless necessary, for
example, for a presentation.
- E-mail is not anonymous. Do not send a document by e-mail if you are concerned
about your identity being attached in any way to the document.
- Do not send a document over the Internet by using either
HTTP or FTP protocols. Information sent across these protocols is sent in
"clear text". This means that it is technically possible (however unlikely) for
the information to be intercepted.