Problem:
A Word 2007 document is received with changes you made data still visible, despite your deleting them with Track Changes beforehand. The document displays redlined text, sensitive information you thought you removed, etc.

Cause:
This is caused by hidden data being preserved in Word. Comments, Tracked Changes, the author's name…Word sometimes preserves all these until each are specifically deleted. Or cleared.

In order to purge a Word document of its hidden data, you must check several areas of the document's structure to make sure what you deleted stays deleted.

Solution:
You may not need to use all these steps every time. Try each in order, and stop when they work in removing the hidden data.

1. Edit the Document's Properties (Author Information, Comments, etc.)
   To edit a document's Properties, click the Office Button (top left). Select Prepare > Properties. A Document Properties Toolbar will display, showing fields for Author, Title, Subject, Keywords, Category, Status and Comments. Delete or edit any information shown.


2. Remove Tracked Changes Manually
   To turn Track Changes on/off, click the Review tab. Click the down arrow on Track Changes. Click Track Changes in the below menu to turn tracking on or off.
   Tracked changes in a document remain, even after you've turned Track Changes off. Each must be accepted or rejected in order for Word to delete them.
   
   
   1. To manually Accept or Reject a change, click Accept or Reject under the Changes group on the Review tab. Then click Next to jump to the next tracked change.
   2. To accept all changes, click the down arrow under Accept in the Changes group. Click on Accept All Changes in Document.
   3. To reject all the changes, click the Reject down arrow. Select Reject All Changes in Document.


3. Use the Document Inspector to Wipe All Hidden Data
   This is the most severe step to removing any and all hidden data. If you think hidden data might still be lingering, use this.
   
   
   1. Open the Document Inspector. Click on the Office Button. Select Prepare > Inspect Document.
   2. Select all options in the Document Inspector (like the screenshot below). Click Inspect.
      
      
   3. If any items are found, you will be given the option to remove them. Click Remove All to remove all hidden data for each item. Once you're done, click Close and save your document.

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Tech Note Written by: PlanetMagpie Network Support Team
January 16, 2009