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Support and Feedback Technical Resources Additional Resources | Warning: You are viewing this page with an unsupported Web browser. This Web site works best with Microsoft Internet Explorer 6.0 or later, Firefox 1.5, or Netscape Navigator 8.0 or later. Learn more about supported browsers. Learn what the privacy options remove from a Word document
In Microsoft Word, on the Security tab of the Options dialog box (Tools menu, Options command), there's a Privacy options section. This section offers you three options to help protect the privacy of your document. Removing personal information from this file on saveThis option automatically removes personal information from your document when you save it. This feature only works on the current document, and you see the results only after saving it. To see a file's properties, click Properties on the File menu. When the Remove personal information from this file on save check box is selected, the Author, Manager, and Company properties are removed from the Summary tab of the dialog box. The Last saved by information is also removed from the Statistics tab of the dialog box. When you use markup in a document, tracked changes and comments are color coded by reviewer. To see the name of the reviewer, you can rest the insertion point over the markup balloon. When you select the Remove personal information from this file on save check box (Tools menu, Options command, Security tab), all actual names for tracked changes and comments are changed to the general name Author. If you use the routing feature in Word (File menu, Send to submenu, Routing Recipient command), a routing slip is attached to your document. The routing slip is removed after you select the Remove personal information from this file on save check box (Tools menu, Options command, Security tab), and then save the document. You can verify that the routing slip has been removed if the Routing Recipient command is the only available routing option. If the slip is still attached, you'll see these two commands. Note If you route a file to someone before selecting the Remove personal information from this file on save check box and saving the file, the routing recipients will be able to see other names on the routing slip. When you click E-mail, an e-mail message header appears. This e-mail message header is removed when you click the Remove personal information from this file on save check box and save the file.
If you use the Versioning feature (File menu, Versions command) to keep track of previous versions of a document, your name is stored in the Saved by field of the Versions dialog box. When you click the Remove personal information from this file on save check box (Tools menu, Options command, Security tab) and save the file, the Saved by name is changed to Author. Warning before printing, saving or sending a file that contains tracked changes or commentsWhether you can see tracked changes or comments depends on the view or mode that you use in Word. For example, you won't see markup balloons if you are working in Normal view. Or, if you click Final or Original on the Reviewing toolbar, you won't see markup at all. Because markup items could be hidden from your view, you may forget that they exist; however, you may not necessarily want to share these items with others. If you want to receive a warning for all documents that contain such items, click the Warn before printing, saving or sending a file that contains tracked changes or comments check box (Tools menu, Options command, Security tab). Storing random number to improve merge accuracyWhen you compare and merge documents, Word uses randomly generated numbers to help keep track of related documents. Although these numbers contain no personal information and are hidden in the file, they could potentially be used to demonstrate that two documents are related. If you choose not to store these numbers, the results of merged documents will be less than optimal.
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