Guides

Last updated: 15 October 2026

Short, sourced guides to the data a Word, Excel or PowerPoint file carries besides what you see on the page — and how to audit it before the file leaves your hands.

Office Document Inspector: what it checks, on Windows and Mac

• Document Inspector on Mac: what you actually get (and what you don't) — what Microsoft says about Word for Mac, what you can still check by hand, and the gaps. (about 7 min read)
• Hidden data in Word, Excel and PowerPoint: the kinds Document Inspector checks, what it leaves behind, and how to check by hand — Microsoft's own lists, the items it finds but will not remove, and what you can check on a Mac. (about 9 min read)
• Office Document Inspector vs ScrubDrop: what each one actually removes — item by item: what Document Inspector removes or only reports, and what ScrubDrop removes, refuses or points out. (about 12 min read)
• LibreOffice and Microsoft Office: what each records in a .docx, .xlsx or .pptx, and how each removes it — what LibreOffice's help says its file properties record, how its personal information option compares with Document Inspector, and checks. (about 6 min read)
• Hidden data in Word, Excel and PowerPoint files: 15 common questions — fifteen common questions about hidden data in Office files, each answered briefly with a link to the full guide. (about 5 min read)
• What Document Inspector misses: link paths, embedded files, rsids and more, with a check for each — what Document Inspector cannot detect, finds but leaves, or does not list, and a by-hand check for each. (about 7 min read)

Hidden data in Excel

• Hidden data in Excel: hidden sheets, veryHidden, pivot caches, external links – how to find every one of them — each place an .xlsx keeps data out of sight, where it sits in the format, and how to find it. (about 8 min read)
• The PSNI, Hammersmith & Fulham and Cambridge Hospitals leaks all came from one thing: hidden Excel data in FOI replies — what the regulator's documents say happened in each case, and the check that would have caught it. (about 9 min read)
• Hidden sheets, defined names and personal information in Excel: how to take them out — how to take hidden sheets, defined names, pivot caches, link paths and custom properties out with Excel's own tools. (about 8 min read)
• Full paths in Excel workbooks: where links, names and pivot sources keep user names and share names — where a workbook keeps full paths with user and share names, apart from its properties, and how to remove them. (about 9 min read)
• Defined names, formulas, drop-down lists and formatting rules: the internal labels an Excel workbook shows — where names, formulas, drop-down lists and formatting rules carry internal labels, and how to check them. (about 7 min read)
• Excel pivot caches: why the source data survives deleting the source sheet, and how to take it out — why a pivot table's cache keeps deleted source rows, how Show Details brings them back, and how to remove it. (about 7 min read)
• Filtered rows, collapsed groups, hidden cells and notes: personal data inside an Excel sheet — filtered-out rows, collapsed groups, values hidden with ;;; and cell notes: where personal data stays, and how to remove it. (about 8 min read)
• Excel's legacy shared workbook and co-authoring: which user names end up inside the file — which user names Excel co-authoring and the legacy shared workbook leave inside the file, and how to check. (about 9 min read)
• Excel's threaded comments and notes: where each keeps the author's name — where Excel's threaded comments and notes keep author names, what deleting removes, and how to check. (about 7 min read)
• Excel charts: the values a chart saves, the hidden rows and filtered-out series it keeps, and the files it points to — the saved values, hidden rows, filtered-out series and links to other workbooks an Excel chart keeps, and how to check. (about 11 min read)
• Custom properties and SharePoint columns in an Excel workbook: the case numbers, owners and status a copy can keep — where a workbook keeps custom properties, a SharePoint content type, status and library column values, and how to check. (about 11 min read)
• Headers, footers and printer settings in Excel: what a workbook's page setup keeps — the header and footer text, first-page and even-page headers and printer details a workbook's page setup keeps. (about 10 min read)
• Power Query in an Excel workbook: the source paths, server names and steps a query keeps after the data is loaded — the formulas, source paths, server names and refresh details a Power Query query saves inside the workbook. (about 12 min read)
• Excel sheet protection is not encryption: what a protected workbook still lets anyone read — why a protected sheet or workbook is still readable in the file, and how encryption with a password differs. (about 10 min read)
• Scenarios in Excel: the other sets of figures, hidden scenarios and user names that Scenario Manager keeps in a workbook — the input values, names, comments, user names and hidden scenarios Scenario Manager saves in a sheet, and how to check. (about 10 min read)

Word tracked changes and metadata

• Accept or reject? What happens to your Word document when you strip tracked changes — what is stored in a revision, what accepting or rejecting does to the text, and how to choose. (about 6 min read)
• rsid: the Word fingerprint that links your documents together (and how to remove it) — what revision save IDs are, what they can show about a document's history, and how to take them out. (about 7 min read)
• How to remove your name from a Word document before you send it — where a .docx keeps the author, editor, company and comment names, and how to take each out. (about 8 min read)
• Custom XML, embedded objects, linked files and template paths in a Word document — where a .docx keeps custom XML, document variables, embedded and linked objects and template paths, and how to remove them. (about 10 min read)
• Company, manager, category, template and custom properties in a Word document — where a .docx keeps company, manager, category, template and custom properties, how templates fill them, and what removal covers. (about 6 min read)
• After Accept All Changes: what still names people and dates in a Word document — what Accept All Changes leaves in a Word file: comments, the tracking setting, properties, editing ids and names. (about 5 min read)
• Word mail merge: the data source path, merge fields and other recipients' letters a file can still carry — what a mail merge letter, its main document and a merged file can hold, and what to send instead. (about 11 min read)
• The attached template of a Word document: the path to a .dotx or .dotm that the file keeps, and what it says about where it was made — the full path of the template a Word document is attached to, a .dotm included, and how to change it. (about 10 min read)
• Bookmarks and cross-references in Word: the bookmark names and earlier wording a document can keep — the bookmark names, hidden bookmarks and saved cross-reference text a Word document keeps, and how to check them. (about 11 min read)
• Footnotes and endnotes in Word: what the notes keep, and the notes a deleted reference leaves in the file — the tracked changes, comments, hidden text and deleted notes that Word footnotes and endnotes can keep, and how to check. (about 10 min read)
• Word forms with content controls and legacy form fields: the names, choices and earlier answers that travel with the file — what a Word form keeps besides the answers: control titles, tags, choices, default and help text. (about 10 min read)

Before you send or disclose a file

• A pre-send checklist for Office files: the ICO's sign-off requirement, automated — what the regulator's documents ask for before disclosure, as a checklist, and which steps a tool can take on. (about 7 min read)
• Exporting Word, Excel or PowerPoint to PDF: which metadata goes with it — what a PDF saved from Word, Excel or PowerPoint carries over, what stays behind, and how to check. (about 7 min read)
• Speaker notes, hidden slides and comments in PowerPoint: what to take out before you share the file — where a .pptx keeps notes, hidden slides, comments and linked video paths, and how to take each out before sharing. (about 7 min read)
• Office file metadata and the GDPR's data minimisation principle — how the personal data in Office file metadata relates to the GDPR's data minimisation principle, and the steps before sending. (about 7 min read)
• Removing comments, ink and annotations from Word, Excel and PowerPoint files — where Office files keep comments, resolved threads and ink, how to remove them at once, and what PDF export does. (about 8 min read)
• Before you send an Office file to a client: what to take out, by role — which hidden data matters most in files finance, HR, legal and freelance work send to clients, with steps. (about 8 min read)
• Removing metadata from many Office files at once: how to run a batch and check it — how to clean a folder of Office files in one pass, check the batch afterwards, and what stays. (about 8 min read)
• Before you upload a Word, Excel or PowerPoint file to a chat assistant — what an uploaded Office file carries to a chat assistant, what to remove first, and where training is set. (about 7 min read)
• Downloading from Google Docs, Sheets or Slides as .docx, .xlsx or .pptx: what to check in the file — what to check in an Office file downloaded from Google Docs, Sheets or Slides, and what Office adds to it. (about 6 min read)
• Attaching Word, Excel and PowerPoint files in Outlook and Gmail: what the recipient gets — what reaches the recipient of an Office file attached in Outlook or Gmail, and how a cloud link differs. (about 6 min read)
• A pre-send file cleaning rule for small teams: a template to adapt — a one-page rule a small team can adapt: what to remove before files leave, who checks, exceptions and records. (about 6 min read)
• Thumbnails and preview images inside Office files: what they can show, and how to remove them — the preview picture an Office file can carry, thumbnails inside its photos, and why one can be out of date. (about 6 min read)
• Hidden data in CVs, interview scorecards and offer letters: a check for HR and recruiting — what CVs, interview scorecards and offer letters carry out of sight, checked before sending and after receiving. (about 8 min read)
• Slide masters, layouts, the template name and embedded fonts: what a PowerPoint template leaves in a deck — what a template leaves in a deck: masters, unused layouts, its name and embedded fonts, and how to clear them. (about 6 min read)
• Sending a Word file as .docx or as PDF: what each one carries, and how to clean both — what a Word file sent as .docx carries, what its PDF carries, and how to clean both. (about 6 min read)
• Specifications and fee proposals from an architect or engineer: what a Word or Excel file can carry to the client or contractor — what a specification, fee proposal or estimate can still hold when it goes to a client or contractor. (about 15 min read)
• Board packs, minutes and treasurer's reports: what a nonprofit, association or PTA should clean before members see them — what board papers, minutes and treasurer's reports can still hold when a nonprofit or association sends them to members. (about 13 min read)
• An Office file larger than its content: what the extra size can be, and how to find it — what makes an Office file larger than its content, how to find the large parts, and what to remove. (about 7 min read)
• Grant applications, tenders and proposals in Word, Excel or PowerPoint: what to clean before you submit — what to take out of a grant application, tender or proposal file before you submit it, and what to keep. (about 11 min read)
• Office files from a template vendor, a previous employer or a predecessor: what they still carry — what an Office file from a template vendor, previous employer or predecessor still carries, and how to clean it. (about 9 min read)
• Charts and embedded Excel in PowerPoint: the data a slide carries behind the picture — what a PowerPoint chart keeps behind it: an embedded Excel workbook or a linked file's path, and how to check. (about 10 min read)
• Exporting PowerPoint as a video or as pictures: what carries over, and what stays in the .pptx — what a PowerPoint video, picture or GIF export takes from the deck, what stays in the .pptx, how to check. (about 7 min read)
• Press releases and media kits in Word or PowerPoint: what to clean before journalists get them — what a press release or media kit file can still show a journalist, and how to clean it before sending. (about 11 min read)
• Real estate agents: what a listing, contract or price analysis in Word or Excel can carry to buyers, sellers and other agents — what a listing, contract or price analysis can hold when an agent sends it to buyers, sellers or other agents. (about 12 min read)
• Your CV and cover letter as a Word file: what the employer can see inside it, and how to clean it first — what a CV or cover letter sent as a Word file can show an employer, and how to clean it. (about 10 min read)
• Reusing a Word, Excel or PowerPoint template from a previous job: the logos, styles, fonts and old data it brings along — what a template from a previous job keeps of that company besides its properties: logos, styles, fonts, old data. (about 10 min read)
• Sending Word and Excel files to a lawyer, accountant or tax adviser: what to clean first — what to take out of a Word or Excel file for your lawyer or accountant, and what to leave in. (about 10 min read)
• Sharing an Office file as a OneDrive or SharePoint link instead of an attachment: what else the recipient can reach — what a OneDrive or SharePoint link can show beyond an attached copy, and the link settings to check first. (about 10 min read)
• Teachers and schools: the student information a Word, Excel or PowerPoint file can carry to parents — what a school file can still hold about students, and how to clean it before it goes to parents. (about 13 min read)
• Sending Word, Excel or PowerPoint files for translation: what the translator needs, and what to take out first — what a source file holds when it goes to a translator, what they need, and what to remove. (about 13 min read)
• Slides for a conference or webinar: what a deck you hand to the organiser can carry to every attendee — what a deck handed to a conference or webinar organiser can carry once it is shared with attendees. (about 11 min read)
• Exporting from Keynote to PowerPoint: the presenter notes, skipped slides, comments and links to check in the .pptx — what Apple says about exporting Keynote to PowerPoint, and what to check in the .pptx before it goes. (about 10 min read)
• Office files as portfolio samples: the past client's data a Word, Excel or PowerPoint file can still carry — what a past client's file can still hold when posted as a portfolio sample, and how to make one. (about 12 min read)
• Sending a Word contract back to the other side: tracked changes, comments and earlier wording to deal with before you sign — what a contract draft holds when it goes back to the other side, and how to send only your proposals. (about 13 min read)
• Photos in Word and PowerPoint files: the Exif location, device and date a picture can keep — where a photo inserted into Word or PowerPoint can keep its location, device and date details, and how to check. (about 9 min read)
• Section names, slide titles and the outline: what a PowerPoint file says about how it was put together — where a .pptx keeps its section names and slide titles, hidden or not, and how to check them. (about 9 min read)
• Hyperlinks in Word and PowerPoint files: the addresses, ScreenTips and intranet links behind the text you see — the address behind each link's text, its ScreenTip, links to files and sharing links, and how to check them. (about 11 min read)
• Alt text and object names in Word, Excel and PowerPoint: the descriptions and picture names a file keeps out of sight — the alt text, titles and names that pictures, shapes and charts keep in Office files, and how to check. (about 11 min read)

Reading times count the words of each article at 200 words a minute, rounded up.

What ScrubDrop itself finds and removes in each file type, set against Document Inspector, is on What ScrubDrop finds and removes.

Guides in Japanese are listed on ガイド.

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