Hidden data in Word, Excel and PowerPoint files: 15 common questions

What counts as hidden data in a Word, Excel or PowerPoint file?

Whatever the file keeps that the page does not show: document properties such as the author and company, comments, tracked changes, hidden sheets, rows and slides, speaker notes, links to other files, embedded objects and the details inside pictures. See hidden data types in Word, Excel and PowerPoint.

Where is Document Inspector?

In Word, Excel and PowerPoint on Windows: on the File tab, select Info, then Check for Issues, then Inspect Document. Microsoft recommends running it on a copy, because it is not always possible to restore the data it removes. See Document Inspector and ScrubDrop compared.

Does Word for Mac have Document Inspector?

No. Microsoft's Inspect document page says Word for Mac doesn't have a document inspector, and describes checking the properties by hand through File › Properties instead. See Document Inspector on a Mac.

Does the No Markup view remove tracked changes?

No. Microsoft says the No Markup view only temporarily hides changes; it changes what you see, not what the file holds. Accept or reject the changes to take them out. See accept or reject tracked changes.

Does resolving a comment remove it?

No. In Word, Excel and PowerPoint a resolved comment stays in the file: it is hidden from the main view or closed to new replies, but it can still be shown and reopened. Delete it before you send the file. See comments, ink and annotations.

If I remove the document properties, are the names on tracked changes gone too?

Not by that step alone. An insertion or deletion can record its author in the document itself, apart from the properties. Those names go when the changes are accepted or rejected. See the author's name in Word.

Does Unhide show every hidden sheet in Excel?

No. A sheet can be set to very hidden, which the Unhide command does not list; Microsoft's Hide or unhide worksheets page says so. See hidden data in Excel.

Are rows hidden by a filter removed when I save?

No. Microsoft describes a filter as hiding the rows that do not meet the criteria. They are saved with their values, and anyone who clears the filter sees them. See filtered rows, hidden cells and notes in Excel.

If I clear the author and other properties, do file paths go too?

Not all of them. The paths of links to other workbooks, hyperlinks to files and data connections are kept in other parts of the workbook, and a path can include a user name. See Excel links and full paths.

Does Document Inspector remove hidden slides?

Hidden slides are not on Microsoft's list of what Document Inspector finds and removes in PowerPoint. A hidden slide stays in the file and is only skipped in Slide Show view, so unhide each one and delete the ones that should not go out. See notes and hidden slides before sharing.

Does saving as PDF remove the author's name?

Not by itself. For the Windows desktop apps, Microsoft's page on saving as PDF says to make sure Document properties is selected in the options if you want them in the PDF, so clear that option there; the controls differ on a Mac and on the web. Then open the PDF's own properties to check. See metadata when exporting to PDF.

What are rsids in a Word file?

Identifiers Word records for editing sessions. They contain no names and no text, but two files with the same first identifier started as the same document. See the rsid fingerprint.

Is a template from a previous job a risk?

It can be. A presentation built from a template keeps its slide masters and every one of their layouts, including layouts no slide uses and what is on them. See slide masters, layouts and fonts.

Should I send a CSV instead of a workbook?

If the recipient needs figures, not a workbook, a CSV or a table in the message carries the values without the workbook's hidden sheets, pivot caches and properties. See hidden Excel data in FOI replies for the guidance that recommends it.

Is my file uploaded when I use ScrubDrop?

No. ScrubDrop reads and cleans the file in your browser. Free: one file at a time; the supported kinds of hidden data it finds are listed, and properties, comments and tracked changes are removed. See what ScrubDrop removes.