File, Info and Security Considerations

Quick reference

• 00:04 In this lesson you're gonna learn some things about Microsoft Word that very few
• 00:08 people know and what it is, it's the File Info.
• 00:12 All the information buried in the background.
• 00:14 Round of a document that's just completely overlooked or
• 00:17 just people don't know about it.
• 00:19 I clicked on the File ribbon and
• 00:20 on the top left the first option says Info and you have this page.
• 00:24 And usually it means nothing to anyone so they keep going to New or Open or
• 00:27 Save or anything else on that list.
• 00:30 But this screen has a lot of good information on it.
• 00:33 First of all, we do have these a Compatibility Mode which basically means
• 00:37 is this file compatible with older versions?
• 00:40 Usually, Microsoft Word 2013 will open
• 00:43 any older version of Word file that you can throw at it.
• 00:47 Now, if I were using Word 2003 and tired to open a 2013 file,
• 00:50 it will not open it is not compatible.
• 00:55 Generally, they are backwards compatible.
• 00:57 This new one will open any older version backwards from it.
• 01:01 Then we have the Protect Document, Inspect Document and Versions,
• 01:05 I'll talk about those in a minute.
• 01:06 But right over here we have the Properties of the document.
• 01:09 Now, this is invaluable information.
• 01:10 This tells you the size of the document.
• 01:13 How many pages? What the Word count is?
• 01:15 I don't even have to be in the document to figure this out.
• 01:17 It's all displayed right here.
• 01:19 How much editing time?
• 01:21 If I'm gonna push this document out online, I'm gonna give it a Title and
• 01:24 a Tag, and I'm gonna add Comments to it that will show up in the HTML code online.
• 01:29 But I don't need it here right now.
• 01:30 Related dates, it's the Last Modified, the Created date, and the Last Printed.
• 01:34 And then the Related People who've been working on the document.
• 01:38 Now, you'll see here that Franz is the author, and
• 01:40 Franz knows I'm working on this document.
• 01:42 Franz gave me this document to work on, I have permission and
• 01:46 then it was modified by myself.
• 01:48 And so it's very interesting to look at those names and see, well who first
• 01:51 touched this document, where was this created, it's all right there.
• 01:55 Now, let's move over here to Protect Document.
• 01:58 If you ever have a document that you absolutely want to be password protected,
• 02:02 also called encrypted then you would click on here.
• 02:05 When I click Protect Document, I can tell it Mark as a Final document, Encrypt with
• 02:10 Password, Restrict Editing to only certain people or Add a Digital Signature.
• 02:15 Because I'm very important and this may be a government file that needs to
• 02:20 have a digital signature assigned to it.
• 02:23 That takes us to a subscription to a service, I don't use that service so
• 02:27 I'm gonna skip that.
• 02:28 If I do want to encrypt with the password, I simply click there and
• 02:31 I put a password on this.
• 02:33 I do not recommend, if you work for a company,
• 02:36 I do not recommend that you encrypt document that belonged to that company.
• 02:42 That company, who employs you owns the work you do, it's not your own personal.
• 02:47 This would be a personal document on your own private computer at home,
• 02:52 then you can password away all you want.
• 02:54 But please don't do that if you work for another company.
• 02:57 Inspect Document, the inspect document is very valuable.
• 03:01 So it will check for all kinds of what we call meta-data in the background.
• 03:06 It will check for all kinds of things.
• 03:08 I'm gonna go ahead and inspect this document, before you do this,
• 03:11 make sure you save changes.
• 03:12 That's fine.
• 03:13 And now it runs through a checklist.
• 03:15 And it's checking all of these items and now, I'm gonna go ahead and
• 03:18 tell it to inspect.
• 03:20 It's gonna run through and
• 03:21 see if it finds anything that it feels needs to be taken care of.
• 03:24 And looks like everything was a pass except Document Properties and
• 03:27 Personal Information.
• 03:29 Now, you just saw my document properties, you saw Franz's name on there and
• 03:32 my name on there.
• 03:33 If I want all that moved and cleaned out, I'm going to absolutely hit Remove All.
• 03:38 So I'll go ahead and do that, hit Remove All.
• 03:40 It is done and let's see.
• 03:43 Custom XML data, that is online data, Headers and
• 03:46 Footer Watermarks, I can remove those.
• 03:48 It's absolutely cleaned of any kind of fingerprints on this document, so
• 03:53 I'll go ahead and close that.
• 03:55 Now, if I go back to my File Info, take a look at here.
• 03:58 The Related People, the Author has just been removed and
• 04:01 now my name is last modified.
• 04:03 Here's why you want to use that.
• 04:05 In a legal office the lawyers do not want those files leaving their office with
• 04:11 a secretary's name on there, that could come back to bite them at a later time.
• 04:15 So every secretary in a legal office, I've ever met wipes that information,
• 04:21 wipes it clean off the document before it leaves their office via email, so
• 04:26 just so you know.
• 04:27 Last option here is Manage Versions and Recover Unsaved Documents.
• 04:31 So this will literally open up a list of anything you've worked on that day or
• 04:36 last couple days that was not saved.
• 04:38 A wonderful safety net.
• 04:40 If you closed something and forgot to save it, oh my word!
• 04:43 All you have to do is come into File Info, right here, Manage versions,
• 04:48 one of the best gifts Microsoft ever gave us to Recover Unsaved Documents.
• 04:53 All right, please explore your File Info, you'll be amazed at what you see in there.

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