Information for staff > Records management > Records management guidance > Removing tracked changes from Microsoft Office documents

Removing Tracked Changes from Microsoft Office Documents Using the Remove Hidden Data Tool

On this page:

• For whom is this guidance intended?
• What is the purpose of this guidance?
• Why would I want to use this tool?
• How do I download and install the remove hidden data tool?
• How do I use the remove hidden data tool?

For whom is this guidance intended?

This guidance is for any user of Microsoft Office.

What is the purpose of this guidance?

This guidance explains how you can download and use a tool provided by Microsoft that eliminates tracked changes, comments and other hidden information from Office documents.

Why would I want to use this tool?

When you create a document in Microsoft Office, the software will capture its change history, comments and other information.  This information may not be immediately visible on your screen, but if you pass the document to other users, they will be able to retrieve it.  Indeed, their computer may be set up so that the information is visible to them as soon as they open the document.  This could cause difficulties or confusion.  For example, a final version of a report could contain a record of all the amendments that have been made to it since its first draft.  Using the remove hidden data tool before publishing the document erases this information.

How do I download and install the remove hidden data tool?

1. Go to the Microsoft website.
   • Microsoft website
2. Go to the search icon on Microsoft’s homepage and type “remove hidden data” into the search text box.
3. Press the search button.
4. On the results page click on the link that says “download remove hidden data tool”.
5. Follow the instructions on that page.
6. Do not try to send or receive this tool via email – it is an executable file and will be blocked by the virus filters in the University email system.
7. When installing the tool close all your office applications, or you will need to close and restart them after installation before you can use the tool in those applications.

How do I use the remove hidden data tool?

1. Open the Office document from which you want to remove the hidden data.
2. Click on file.
3. Click on remove hidden data.
4. The computer will ask you where you wish to save the finished document.
5. Click on the browse button and navigate to where you want to save the finished file. Write your chosen file name into the textbox and click OK.
6. The computer will warn you that this procedure should only be performed on finished documents and if you make later edits you will again need to use the tool on the document.
7. If you are sure this document is complete and will not need further edits click on yes.
8. The program will remove the hidden data, save the new document, and close it.
9. The computer will display an rhd notepad listing every tracking change it has found and removed. Once you have closed this notepad the remove hidden data programme is complete.

NOTE: When you open documents that have had hidden data removed, the computer will always ask you if you wish to open this document as a read-only document. Click no if you wish to edit the document.

Page last updated: Monday February 05 2007