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  1. #1
    5 Star Lounger
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    Removing Comments etc (2002)

    Is there a reliable way to remove comments, annotations and possibly Track Change details from a document? Someone has suggested to me that comments and annotations can re-appear - has anyone encountered this?
    With Track Changes, is it right that they should all be accepted or rejected before Track Changes is turned off, to ensure that they are permanently removed?
    Thanks, Andy.

  2. #2
    Plutonium Lounger
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    Re: Removing Comments etc (2002)

    Turning off track changes doesn't remove anything. It only means that from that moment on, modifications to the document won't be tracked. Previously tracked changes will still be present. So you'll have to accept or reject tracked changes to remove them.

    You can delete all comments in a document using a macro:

    Sub DeleteComments()
    Dim i As Integer
    For i = ActiveDocument.Comments.Count To 1 Step -1
    ActiveDocument.Comments(i).Delete
    Next i
    End Sub

    What do you mean by annotations?

  3. #3
    Bronze Lounger IanWilson's Avatar
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    Re: Removing Comments etc (2002)

    I don't think that it makes any difference whether tracked changes is on or off when you accept or reject changes.

    Ian

  4. #4
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    Re: Removing Comments etc (2002)

    How would you remove all comments without a macro? The person I want to show won't like macros..

    I'm talking about Ink Annotations. Andy.

  5. #5
    Plutonium Lounger
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    Re: Removing Comments etc (2002)

    Make sure the Reviewing toolbar is displayed.
    Click the little dropdown arrow next to the Reject Change/Delete Comment button.
    Select 'Delete all comments in document'.

    I don't know about ink annotations - I have never used this feature.

  6. #6
    Super Moderator jscher2000's Avatar
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    Re: Removing Comments etc (2002)

    Can you post a document with one or two ink annotations? (The other stuff in the document isn't important...) I want to see whether our "metadata scrubber" will identify and suggest to remove them. Thanks.

  7. #7
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    Re: Removing Comments etc (2002)

    The only way to permanently delete them so that they won't reappear is to use a metadata removal tool.
    Even if you accept/reject changes, comments, etc. If you open it up in word by switching the File type: Recover text fom any file you will be able to see text that has been deleted in previous versions/saves.

  8. #8
    Super Moderator jscher2000's Avatar
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    Re: Removing Comments etc (2002)

    <P ID="edit" class=small>(Edited by jscher2000 on 11-Sep-06 12:16. Terminology clarified.)</P>
    <hr>Even if you accept/reject changes, comments, etc. If you open it up in word by switching the File type: Recover text fom any file you will be able to see text that has been deleted in previous versions/saves.<hr>
    Can you post an example of this? There certainly are problems created by using the "Versions" feature of Word, but if one doesn't use Word's "Versions", then accepting changes, saving, and closing the file should flush deleted revisions from the document. Right-clicking the pink Comment bar above a comment in the Comments pane provides the ability to Delete Comment, and those should be truly removed frrom the document, unless they are being tracked as changes (accept those, too).

    Word 2000 did store numerous previous file paths in the hidden portions of the document, but I believe that was fixed in Word 2002 (even without removing personal information from the document). Here's a very simplified example from Word 2002.
    Attached Files Attached Files

  9. #9
    Plutonium Lounger
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    Re: Removing Comments etc (2002)

    Information I have discovered in Word files by opening them with "Recover text from any file" includes the full path to the printer that the document was last printed on, and a list of usernames that have edited the document in the past.

    Text strings that I found in your document include
    Jefferson F. Scher
    Carr & Ferrell LLP

    (but both of these are visible in the document properties anyway)

    StuartR

  10. #10
    Super Moderator jscher2000's Avatar
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    Re: Removing Comments etc (2002)

    Yes, the document properties make sense. And I understand why Word cares about the last printer, so I suppose it would be a good idea not to give anything away in the printer name/path if one isn't using a metadata scrubber. <img src=/S/wink.gif border=0 alt=wink width=15 height=15>

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