- Hey there, how often do you open a document
and do a File, Save As to save a copy
of the original document and then amend the new copy?
Look, I know, I do it all of the time.
That saves me a lot of time
and a lot of hassle but did you know
that there could be some private information
in the original copy that has now traveled
into the saved copy or the copy you've just created?
A lot of people don't
so I'm going to show you where you can find
that information and deal with it.
(tranquil music)
Hey, I'm Sharyn from Excel at Work
where we offer straightforward, non-technical assistance
to help you become a confident,
super productive and super safe user of Microsoft Office.
In this video, I'm going to run through the scenario
of opening up an original copy,
making a copy of that document
and then going and finding the information
that may travel with it.
I'll show you where it lives
and how you can easily and confidently get rid of it
knowing that the private information
is now not going to be a part of that document.
I'll also show you how the information
can even travel into a PDF, I know,
something to watch out for for sure.
Hi there, so I wanna talk to you
about another situation that I see people get wrong
quite often and it's so easy to get wrong.
I wanna talk about, I mean,
this is just a normal general kind of situation
that happens at work a lot.
Here's a scenario.
So, I've sent an email to Anne saying,
hey, look, I've attached a quote.
This obviously has gone out already to a client
and I'm just saying hey, look,
do a File, Save As
and use this to create a copy for another company.
I'm very creative with my company names.
ABC Limited, XYZ Limited.
So what we're doing here
is we've kind of like doing something
that a lot of people do many, many times
throughout the week when they're working.
So if I just kind of open up this file,
and we'll just have a look at the information.
Go to Enable Editing
and what we're gonna do here
is we're just going to,
obviously I could just do a File, Save As,
so if I go File, Save As
and I'll just maybe go to This PC
and go into the Documents
and I'll just call it XYZ Quote
'cause I wanna keep obviously the information
that's in the quote and I'll just make it
for XZY Company, that's nice and easy.
So I'll just come in here, XYZ,
I won't bore you.
I think you get the gist of what you'd do
and of course, you'd put the address in here,
I'll just make it really 789 High Street.
(chuckling)
So there we go, so obviously a bit different name
for the person and so on and so forth.
I was making it to myself, that's really clever, isn't it?
Not very creative at all,
so we'll do TE Bear
and we'll just go hi Ted or dear Ted, there you go.
So that would be easy, nice and easy
and of course, you just have to make tiny little tweaks
to what you're actually doing
and within minutes,
you can have this fantastic quote out to people
and of course, I've saved it
so I know that that's obviously going
to the right company.
Now I wanna show you this.
So if I go over to the File tab
and I come down to Info,
and when I come down here,
I wanna show you something
that a lot of people don't understand.
Okay, so down here we have what's called metadata
and this travels with the document.
Now I mean, at this time obviously,
it's got XYZ Limited up here
but this is something I'd like you to start just checking.
If you are doing a File, Save As,
please come in here
and check to make sure
that there aren't any titles in here
or tags because some documents,
if you're using like SharePoint folders,
they can automatically be tagged
when you're putting the document into them.
So just be careful
that there isn't kind of information
in there that would look really bad
if you're sending it out.
Imagine if these two were competitors.
So it would look terrible
if you'd just done a File, Save As.
The other thing
that I would like to point out
is that it actually may hold on to the author information,
where this information came from.
So if I was a key account manager
and obviously I'm not, Sharyn Baines
isn't the key account person
or isn't the key account manager for XYZ,
it's meant to be Anne,
that would look pretty bad
if it's kind of coming from the wrong author.
Another thing that I saw just recently actually
from a friend who sent me this CV
to just check to see what was on the CV
and make sure that it was all good,
and it was, it was fantastic,
but I did notice that obviously
he'd taken somebody else's kind of CV
and used that as a template.
It was definitely his information
that was in there, I can tell you that
but unfortunately he had the person's name down in here,
so I kind of went to him and said,
I think you should remove that name
and put your name in there, okay?
So be careful.
If you were sending your resume to somebody
and had somebody else's name in there,
one it may look like you didn't actually do it too,
it may look like essentially not an original
so if you're wanting to make sure
that you are safe,
of course, you can go in here
and you can just delete this information out.
It's pretty easy
and if you are a little bit freaked out now
and you're kind of thinking oh my goodness, really?
How do I actually get,
just go Remove Person,
how do I get in and check that everything's out of there,
you can go into Properties,
Advanced Properties, have a really good look through here
and make sure that you're happy.
There you go, there's a quote in there,
a title in there,
so I think if you do a right-hand mouse click.
No, press, Delete, it should actually once I say Save,
it should go away.
We'll just go and check that
and General, how we looking?
It's looking okay.
So if I go Save,
and we'll go back in
and have a look at those Advanced Properties
and make sure they're all good.
And Contents, yeah, look at that,
that's much better, isn't it?
Making you feel better now?
Hey, look, so there is something
that you do need to understand
and I'll just quickly whip back and show you.
I should have shown you before I actually changed everything
but oh by the way,
there is something called Inspect Document
and I will put a link to a blog
that I've done about this,
it's got a lot more information in it
about using the Inspect Document
if you'd want to kind of like really go through a document
and make sure that it's got everything out of it,
like hidden text, or track changes,
or anything like that,
you can go in there and do that,
so look for that link
in the description if you want it.
Okay, so I will come out of here
and hopefully you kind of get that
and I'm just gonna shut this down.
So here I am in Word again
and I just want to talk to you about,
I mean, nobody is perfect
(chuckling) and that's me.
So this was made just recently,
I actually did this for a client
and completely forgot
to actually look and check.
Here I am teaching you
and I was in just such a rush
that I didn't check
and of course, I'd actually just gone File, Save As
and their original document
was an Excel Step 1 or Stage 1 file,
so I'll just leave that in there
and I'll show you what happened.
So I just went obviously save a copy
and then I just saved it as a PDF
to send off to the client,
so obviously I'd just gone there,
I think there might be on in there already actually.
I'll just go over the top of it.
There we go and what I'll do
is I'll make my way out
and I'll open up the PDF
and I just wanna show you how I noticed
how I'd done that incorrectly.
So go out of here,
so we'll come in here
and go and find that file, here we go.
And look up here.
So straight away you can see
that it's actually held onto the title
from the document and popped that into the PDF settings
and of course, that would look really bad
if that was another customer's name up there
especially with the word Quote on it.
So be careful, okay?
Just slow down a little bit
and what I should have done
is actually gone into that Word document,
I'll go back into it
and of course, I could of just gone,
gosh, Info and then into here
and just taken it out.
Just taken it out
and done a Save and of course, as soon as you save,
then you know that you're all good to go,
so it's actually saving because obviously it's up
on OneDrive and we're good to go.
So now if I was to go PDF,
should we just do it?
We'll go File, and Save a Copy and PDF.
And Save, it'll go over the original
and Yes and we work our way down
to where it is
and open it up.
There we go, much better, much safer.
So look, I hope what I've just gone through
is helpful for you.
It might have just opened up a little bit
of information that you never were aware of
but I'm sure you can appreciate
that it's a good idea just to slow down
and go and do a check on those documents.
So you can do it in Excel, Word, PowerPoint,
just go and check, okay?
Make sure that it's nice and clean
and obviously if you need to get out that author,
you don't want to actually have it in there.
All righty, so yeah, let me know what you think.
So I really hope that this instruction
has been helpful
and it's going to help keep your information private.
If this has been helpful,
please let me know in the comments below
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Hey, thanks for watching and have a fabulous day.