OFF97: How to Minimize Metadata in Microsoft Office 97 Documents

• Microsoft Excel 97 for Windows
• Microsoft Word 97 for Windows
• Microsoft PowerPoint 97 For Windows

SUMMARY

Whenever you create, open, or save a document in any of the programs listed above, the document may contain content 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. Some examples of metadata that may be stored in your documents are:

• 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 the document



• 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



• Comments

MORE INFORMATION

Removing Metadata from Your Documents

Q223789 XL97:How to Minimize Metadata in Excel Workbooks

Q223790 WD97: How to Minimize Metadata in Word Documents

Q223793 PP97: How to Minimize Metadata in PowerPoint Presentations

General Suggestions Concerning Security

• Whenever you are not at your computer, secure it with a password-protected screen saver, power-on password, or the Windows NT, Lock Workstation command.



• If your computer has any shared folders, make sure you apply passwords to them 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 a utility that complete erases or overwrites files when they are deleted.



• When you back up your data, store the backups in a secure location, such as a safe, security deposit box, or locked cabinet.



• 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, but remember, if you cannot recall 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 e-mail a document if you are concerned about your identity being attached in any way to the document.



• Do not send a document over the Internet using either HTTP or FTP protocols. Information sent across these protocols is sent in "clear text", which means that it's technically possible (however unlikely) for it to be intercepted.

Additional query words: OFF97 XL97 WD97 PP97

Keywords          : 
Version           : WINDOWS:97
Platform          : WINDOWS 
Issue type        : kbinfo 

Last Reviewed: March 30, 1999