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It’s never a bad idea to remove your personal information from a file before sharing it. Office applications might store personal information in each file you create, meaning everyone that receives that file will have your information. Here’s how to remove it.

Save a Copy of Your File

First things first; if you plan to remove any of your personal information from a file, you might not be able to restore the data once it’s gone. With that in mind, it’s a good idea to have a backup file on hand. In addition to having a copy of your original document, be sure to give it a distinguishable name, so you know which file is which.

For example, you might have a slideshow that you presented at a sales conference. After the conference, you may need to send that presentation out to your clients. In this case, you would want to make a copy of the original file and then remove your personal info from the client copy. You’d also want to make sure you don’t send out the wrong copy, so give it a clear name!

Sales presentation plus client copy

Once you’ve saved a copy of your file, open it up and remove your information.

Inspect Your Presentation to Remove Personal Information

Once you’ve opened the copy of the file you’d like to remove your information from, select the “File” tab. Once selected, you’ll automatically be at the “Info” sub-tab. Here, click the “Check for Issues” button.

Check for issues

Select “Inspect Document” from the menu that appears.

Inspect Document

Once selected, the “Document Inspector” window will appear. Tell PowerPoint which types of content you’d like it to inspect by checking the box next to each option.

Once you’re ready, click “Inspect.”

Document Inspector

The inspection results will appear. If you see a green check mark next to a section, then no items were found, and no further action is required. However, if you see a red exclamation point, then that means information was found in that section. Review it, then select “Remove All” from each group that contains sensitive information.

Remove all personal info found from inspection

Now you’ll receive a message letting you know the information was successfully removed. As a matter of good practice, reinspect the document to ensure all of the data has been removed. Go ahead and click “Reinspect.”

It will go through the inspection process again. If it missed anything, it would let you know. During our reinspection, everything checked out. However, mistakes happen, and technology isn’t perfect. This further reinforces why it’s always a good idea to check and double-check before sending anything out—especially when it comes to your personal data.

Documentation inspection complete.

Finally, save your file. You may notice that the size of the PowerPoint file has been reduced. This is great since it’s not always possible to send extremely large documents via email. Speaking of, that’s your last step. So what are you waiting for? Share your presentation!

Profile Photo for Marshall Gunnell Marshall Gunnell
Marshall is a writer with experience in the data storage industry. He worked at Synology, and most recently as CMO and technical staff writer at StorageReview. He's currently an API/Software Technical Writer based in Tokyo, Japan, runs VGKAMI and ITEnterpriser, and spends what little free time he has learning Japanese.
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