File, Info and Security Considerations

Quick reference

• 00:04 I'd like to talk to you about file info, there's some good information in here.
• 00:09 So on your file ribbon, go ahead and activate that.
• 00:12 The first option you see, on the left, is Info and
• 00:14 of course the screen right here says Info.
• 00:16 I'll talk about these three buttons in a moment, but
• 00:19 I wanna draw your attention over to the right-hand side.
• 00:22 Looks like a lot of useless information, yes?
• 00:24 No, no, there's a lot of good information here.
• 00:27 Basically, at a glance, it'll tell you what size it is.
• 00:29 Now I don't have to go to my file system to see the size.
• 00:31 It's right here on the screen.
• 00:33 Tells you how many pages, how many words, total editing time.
• 00:37 All this information, the original author, any other author not yet saved.
• 00:42 You can open the file location,
• 00:44 if you want other files to look at in the same area.
• 00:47 It's pretty great, and plus there's an advanced properties button right here,
• 00:51 which will actually show you the document statistics.
• 00:54 Created date, modify date, access date, it's all very interesting information.
• 01:00 The day you need to dig a little deeper into the history of a document.
• 01:05 Okay so not just the contents of a document, but
• 01:07 the history of the creation of the document.
• 01:10 It's all here, under file info and in the properties section.
• 01:14 Okay, now these buttons on the left, first we have the protect document.
• 01:18 When I activate that I can mark it as final so let readers know the document
• 01:22 is final and make it read only no more changes can be made.
• 01:26 Encrypt simply means password protect okay so password protect the document.
• 01:31 I've been advised to make sure you only password protect your own
• 01:34 documents that you own personally that you created personally, but not for
• 01:38 a company you work for.
• 01:40 Generally the company you work for owns the work that you do.
• 01:43 So it would not be okay to password protect documents from your employer.
• 01:48 If you're in a position where you have to do that please write down a password and
• 01:51 make sure your manager knows that you are password protecting that document.
• 01:55 Now Restrict Editing simply controls the types of changes that can be made.
• 01:59 And then a digital signature, if this is going to be officially signed,
• 02:04 you would have to sign up for a service to get a digital signature, and
• 02:08 then of course sign in and sign any document that can be sent over email,
• 02:14 but signed digitally, that's a hard word to say.
• 02:17 All right, the next one is Inspect Document, this is very interesting.
• 02:21 Inspect Document, Check Accessibility, or Compatibility.
• 02:24 I'll go ahead and click the Inspect Document button.
• 02:27 It says before you use this, make sure you save your changes.
• 02:30 Okay, so I'll go ahead and save the changes, and here we go.
• 02:34 It's going to run through all of these items to see if any changes or
• 02:40 any leftover remnants of meta data background data should be removed.
• 02:47 So I'll go ahead and click inspect, it's running through the process.
• 02:51 And there we go it did find something right here.
• 02:53 XML, that simply means internet language.
• 02:56 So I'm gonna go ahead and remove that.
• 02:58 It's not necessary.
• 02:59 It didn't find anything else.
• 03:01 I could hit re-inspect if I want, and run through it again.
• 03:04 Basically, the reason you want to do this is, if you work in a legal office.
• 03:08 Or actually, I learned this from legal secretaries.
• 03:12 No document leaves a lawyer's office with a secretary's name on it.
• 03:16 None at all.
• 03:17 And I don't mean in the content of the document,
• 03:20 I mean on the history of the document.
• 03:23 Because another lawyer's office could see well that wasn't the lawyer who wrote
• 03:26 that, that was the secretary.
• 03:28 So they make sure to inspect it and remove their name and
• 03:31 so that's the easiest way to do that.
• 03:33 So then when we go to File Info it should have just
• 03:37 one person's name not multiple people on here.
• 03:40 Okay?
• 03:40 So that's what the inspection does.
• 03:43 It's pretty great actually.
• 03:45 All right, the next one Manage Document,
• 03:46 this is actually a gift from Microsoft you guys, and it actually works.
• 03:51 So when I click Manage Document recover unsaved documents, when I activate
• 03:55 this section here are all the documents that I have worked on that I didn't save.
• 04:01 Look, they're still available for me.
• 04:03 I can go in one last time and say, 10:17 AM?
• 04:06 I didn't realize I didn't save that.
• 04:08 I better keep that one.
• 04:10 This is a great area, I love this feature.
• 04:12 It is, again, a gift from Microsoft because it actually works.
• 04:16 So if you forgot to save a document, you can get it back under file info,
• 04:21 right down here, manage document, recover unsaved.
• 04:25 Now, there is a caveat to this as well.
• 04:27 You must have had the document open for at least 10 minutes.
• 04:32 Every 10 minutes the computer does an auto-save, and
• 04:34 that is why it gets saved into that one area.
• 04:38 Alright, please use these features.
• 04:40 It's great to just be aware that they even exist in there.
• 04:42 Thank you.

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