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  1. #1
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    Document Security (2000)

    I have a few documents that I am required to provide (as Word docs) to another party. I don;t completely trrust them, so I would like to get rid of all "scret" information in the docs, all the outlines (but they need to format and appear just as they did before), all bookmarks, and any other finding aids or hidden text in the docs. How can I do this? I've been manually editing the bookmakrs away but there are hundreds. Writing the file out to MS Works seems to remove the Outline styles OK while leaving the formatting. Writing out to and reading back in from text or Word Perfect doesn;t seem to preserve the formatting. What else can I do, and where else does Word hide "secret" info beside under File/Info?? Thanks!

  2. #2
    Super Moderator jscher2000's Avatar
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    Re: Document Security (2000)

    There are multiple levels of "metadata" and other potentially revealing information in any Word document (2002 is only slightly different):

    (1) Properties - File>Properties...
    (2) Comments
    (3) Tracked changes (AKA revision marks)
    (4) Hidden text
    (5) Highlighting
    (6) User/Filename history

    Items (1)-(5) are editable from inside the document. For item (6), you need to recreate the document. I've posted a macro to aid in <post#=277803>post 277803</post#>.

    I'm not sure what you mean by getting rid of outlines. I see you also refer to outline styles. What's the problem here?

    Regarding bookmarks, I'm not sure how there can be hundreds of bookmarks. If these are the ones that Word automatically generates (its hidden bookmarks), I wouldn't be too concerned. I don't see what information that could provide.

    Hope this helps.

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    Re: Document Security (2000)

    No these wer bookmarks I added while developing the very large docs (each is 400 to 500 pages long). I'm looking for a way to remove them all automatically. Thx fo the help on the other items!

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    Super Moderator jscher2000's Avatar
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    Re: Document Security (2000)

    You could use a macro. If you are using any REF fields to extract data from bookmarks, you will need to unlink those first.

    Sub DelBmks()
    ' Macro deletes all bookmarks in the active document (from last to first)
    Dim intBmkCounter As Integer
    With ActiveDocument.Bookmarks
    For intBmkCounter = .Count To 1 Step -1
    .Item(intBmkCounter).Delete
    Next
    End With
    End Sub

    Hope this helps.

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    Re: Document Security (2000)

    also check out (if you have word 2002, i don't know if this is available in 2000 already) options->security->remove personal infomation.

    <pre>sub SecureDoc_incomplete()
    with activedocument
    .fields.unlink
    do while .bookmarks.count<>0
    .bookmarks(1).delete
    loop
    'xp only?:
    .RemovePersonalInformation = True
    end with
    end sub
    </pre>


    this could be a nice idea for an addin.

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    Re: Document Security (2000)

    Hi Randy,

    If you select the whole document (eg Ctrl-A) then press Ctrl-Shift-F9, that should convert all text inserted via cross-references to bookmarks, INCLUDETEXT fields, etc to standard text. It will also remove any bookmarks created via cross-references TOC entries, SEt/ASK fields etc, leaving only the ones you've created. Since whatever the latter refer to will now have been converted to standard text, it should be safe to remove those bookmarks too.

    Cheers
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Document Security (2000)

    Hi Macropod:
    I may have misunderstood your post. I took a document that had a TOC & cross-references, & converted all fields to text. However, the hidden bookmarks are still there. I'm not sure what you meant by "It will also remove any bookmarks created via cross-references TOC entries, SEt/ASK fields etc, leaving only the ones you've created." Could you explain?

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    Re: Document Security (2000)

    Hi Randy. If I remember correctly, there was a recent discussion in this Word discussion area, somewhere, about getting rid of some of the metadata. One suggestion that I remember, and perhaps someone can verify this...if you save the Word as an .rtf and then open this file (the document.rtf) and save it back as a Word document, a lot of the hidden changes and metadata disappears.

    Ron M <img src=/S/smile.gif border=0 alt=smile width=15 height=15> <img src=/S/smile.gif border=0 alt=smile width=15 height=15> <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

  9. #9
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    Re: Document Security (2000)

    Hi Phil,

    Seems I overstated things a bit - Ctrl-Shift-F9 leaves behind the bookmarks for TOC entries, but deletes the dependencies they were based on. Bookmarks created via SET & ASK fields are deleted, however. After unlinking this way, you could safely run Jefferson's macro.

    Cheers
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Document Security (2000)

    Thanks for clarifying it.

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