File, Info and Security Considerations

Quick reference

• 00:04 There's one more big area inside the File ribbon to check out and that is File Info.
• 00:10 In fact, when you hit the File ribbon, it lands on Info, but check this out.
• 00:14 This whole screen there, Protect Document, Inspect, Manage Document right over here.
• 00:20 Look at this list right over here, the Properties tells you the size of
• 00:23 the document, so I don't have to go into my file system to see how big it is.
• 00:27 I can just hit file and there it is.
• 00:29 How many pages, how many words, how much editing time.
• 00:32 I can add titles, tags, comments to this.
• 00:34 It'll even show me who the authors are in this, and
• 00:37 I can add a new author if I wanna like co-write something with someone.
• 00:41 And I can open up the file location or I can show all properties.
• 00:45 I'm gonna go ahead and click Show All Properties and
• 00:48 the list just lengthened a little more.
• 00:51 Right up here, the Properties button advanced.
• 00:53 Check this out.
• 00:54 When you go into the Advanced Properties,
• 00:57 these shows you all the document statistics.
• 00:59 Shows you the created date, modified, accessed, printed, saved device,
• 01:03 some one and shows you all the other statistics in here.
• 01:06 Of course, you can go ahead and click around in here.
• 01:09 Got all kinds of information.
• 01:11 It's just interesting to see how much you can add to or
• 01:15 just find out about a particular document.
• 01:18 I'm going to go ahead and hit Cancel on that.
• 01:20 And let's keep focusing on the file Info section right over here Protect Document.
• 01:25 Now, what does that mean?
• 01:26 That means of course password protected.
• 01:29 So, first of all, I can make this a read only document which means
• 01:33 you can only read it, you can't edit this thing, it prevents accidental changes.
• 01:38 Let see, I can encrypt with a password,
• 01:40 that really means you're going to password protect this.
• 01:43 So, next time you try to open it, you have to enter that password.
• 01:46 Now, please keep in mind, if this is your own personal home and
• 01:49 your own personal work, go ahead and password protect all you want, but
• 01:51 if you work for someone else.
• 01:53 They happen to own the work you do for their company and
• 01:56 I would not recommend password your file unless you have their permission.
• 02:00 And your supervisor knows in the password is written down
• 02:02 somewhere in case something happens to you.
• 02:04 They still need access to that file.
• 02:07 We can restrict editing we can add a digital signature.
• 02:09 That's more on a governmental level.
• 02:11 We can mark this as final let all the readers know the document is final
• 02:15 no more changes allowed.
• 02:17 Let's go on to the next one check for issues.
• 02:19 This is great as well, because we can inspect we can do something called inspect
• 02:24 document now before gives us a little heads up, make sure you save your changes.
• 02:29 That's fine, I'm going to go ahead and hit Yes right away.
• 02:32 And it's going to look for comments, it's going to clean all this off of there so
• 02:36 this is going to leave and travel to someone else's computer.
• 02:40 I might not want some background notes.
• 02:43 Every file you create has whats called meta data in it in the background and
• 02:48 that travels with it.
• 02:49 So we're going to actually get rid of all this even ink if there is any notes or
• 02:52 comments I've written they are all going to be gone.
• 02:55 We're going to inspect all of this, it's a short document, look here,
• 02:59 it found something.
• 03:01 Remove personal information, absolutely,
• 03:03 I'm going to remove my personal information out of there.
• 03:06 So let see headers and footers, watermarks, I'll go ahead and
• 03:09 remove those.
• 03:10 I don't think there was anything in there.
• 03:12 XML data, that means Internet bubble meta data, I'm going to remove that as well.
• 03:17 Now, if you weren't sure about all of those, I'd have you go about to Google and
• 03:21 make sure you wanted all those gone.
• 03:23 But right now, completely clean of any of my fingerprints.
• 03:26 And I can send this off to whoever needs to have it.
• 03:30 Let's go right back to File.
• 03:32 And it, of course, defaults to Info.
• 03:34 Now this very bottom one is my favorite by far.
• 03:36 It is Manage Document.
• 03:38 This is how you recover unsaved documents.
• 03:41 And there's a caveat here that file had to have been open at least 10 minutes
• 03:45 in order for the computer to do an auto save stamp.
• 03:48 So I'll hit that.
• 03:49 And here's all the files that I've had opened today
• 03:52 that I didn't bother saving for whatever reason.
• 03:55 I can get them back, right now.
• 03:57 I could click on this one right here and retrieve it.
• 04:00 Now sometimes I come in here and this is completely empty,
• 04:02 but today I got lucky and there were some in here.
• 04:05 This is wonderful, this is a gift from Microsoft, they
• 04:08 allow us to retrieve unsaved files and it saves us a lot of heartache sometimes.
• 04:12 All right, that's it I just wanted to show you that the file Info
• 04:16 is an incredibly useful, useful area.

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