Privacy supplement for Microsoft Office PowerPoint 2007

Last updated: October 2006

This page is a supplement to the Privacy Statement for the 2007 Microsoft Office system. In order to understand the data collection and use practices relevant for a particular Office program or service, you should read both the Privacy Statement for the 2007 Microsoft Office system and this supplement.

Using Microsoft Office Online templates

The New Presentation dialog box (Click the Microsoft Office Button Office button image , and then click New) can provide you with up-to-date assistance downloaded from Microsoft Office Online for presentations that are based on templates. The New Presentation dialog box also allows you to send feedback on the templates and to provide a numeric rating for each template that you download.

If you want to enable or disable downloads from Microsoft Office Online, see Get Help, templates, and additional online content in the Help window.

When you open a template or a file based on a template, Microsoft Office PowerPoint 2007 can contact Microsoft Office Online and send the ID for that template, the program and version that you are currently using, together with standard computer information. This is dependent on your online Help settings.

The template ID is used to identify the original template as downloaded from Microsoft Office Online or included in your Office PowerPoint 2007 installation. It does not uniquely identify your presentation. The ID is the same for all users of the same template.

Featured links updates

Office PowerPoint 2007 provides a list of links in the New Presentation dialog box (Click the Microsoft Office Button Office button image , and then click New). You can choose to update these links on a regular schedule by clicking Automatically update this content from Office Online in the Office Online section. If you choose to update these links regularly, Office PowerPoint 2007 will periodically contact Microsoft Office Online and will return updated links to Office PowerPoint 2007.

Linking to pictures and other documents

If you choose to create a link to an image, file, data source, or other document on your hard disk or on a server, the path to that file is saved into your presentation. In some cases, the link may include your user name or information about servers on your network. In the case of a data connection, you can choose to save a user name or password within the data connection link.

Also, when you apply an XML Schema to a presentation, a path to the XML Schema that you have created is saved to the presentation. In some cases, that path may include your user name.

Printing

When you print a Office PowerPoint 2007 presentation and then save that presentation, Office PowerPoint 2007 saves the path to your printer with the document. In some cases, the path may include a user name or computer name.

Document Workspace sites

With Office PowerPoint 2007, you can access a Document Workspace site on a Microsoft Windows SharePoint Services site. A Document Workspace site is a shared space where you can quickly and easily collaborate with other team members on one or multiple presentations.

When you access a Document Workspace site, Office PowerPoint 2007 downloads some data from the Document Workspace site to provide you with information about that site. Specifically, Office PowerPoint 2007 obtains the following:

  • Name of the Windows SharePoint Services site

  • URL or address of the site

  • Names, e-mail addresses, and permission levels of the site users

  • Lists of the documents, tasks, and other information available from the site

Office PowerPoint 2007 also stores a list of the Windows SharePoint Services sites that you have visited on your computer, in the form of cookies. This list is used to provide you with quick access to the sites that you have visited before. The list of sites that you have visited is not accessed by Microsoft and is not exposed to the Internet unless you choose to make the list more broadly available.

Fax service

The fax service allows you to send a fax over the Internet and organize the faxes that you have sent in Microsoft Office Outlook. To use the fax service, you must sign up with a fax service provider, separate from Microsoft, who will process the faxes and send them over the Internet. Microsoft does not collect any data from this transaction.

When you sign up for the fax service, the fax service provider creates a registration package that is stored by the fax service provider and Office PowerPoint 2007. The package consists of the address of the fax service provider's Web site and a "token" confirming your access to the fax service provider. When you send a fax from an Office program, this registration package is appended to the document.

You can also use the fax service to calculate the price of a fax without actually sending the fax. If you choose to calculate the price of a fax, Office PowerPoint 2007 will use a Secure Sockets Layer (SSL) connection to send your registration token, the phone number where the fax is to be sent, and the number of pages of the fax to the fax service provider. Microsoft does not receive or store this information.

Research and reference

Office PowerPoint 2007 allows you to request information about a particular term or phrase from a number of premium content providers. When you request a search on a particular word or phrase, Office PowerPoint 2007 will use the Internet to send the text that you requested, the software product that you are currently using, the locale to which your system is set, and authorization information indicating that you have the right to download research information, if needed by the third party.

Office PowerPoint 2007 sends this information to the third-party information provider that you selected. The third-party provider will return information about the word or phrase that you requested.

Frequently, the information that you receive will include a link to further information from the third-party content provider's site. If you click this link, the content provider may add a cookie to your system to identify you for future transactions. Microsoft is not responsible for the privacy practices of third-party sites.

Microsoft does not receive or store any of this information unless you have queried a Microsoft-owned service.

Translation service

Office PowerPoint 2007 allows you to translate all or part of your presentation by using a bilingual dictionary or a machine translation. You have a choice of how you want to translate your presentation.

You can select or enter a word or phrase that you want to translate, or you can choose to translate the entire presentation. If you select or enter a word or phrase that you want to translate, the phrase that you have entered will be compared to a bilingual dictionary. Some bilingual dictionaries are included with your software; others are available from Microsoft Office Online.

If you choose to perform a "Whole Document Translation," your presentation will be sent unencrypted to a third-party translation service. As with any information that is sent unencrypted over the Internet, it might be possible for other people to see the presentation.

If you choose to use one of the dictionaries available on Microsoft Office Online or a third-party translation service, Office PowerPoint 2007 will use the Internet to send the text that you requested, the type of software you have, and the locale and language to which your system is set. For third-party translation services, Office PowerPoint 2007 may also send previously cached authentication information indicating that you previously signed up for access to the site.

Frequently, the information that you receive will include a link to further information from the third-party translation service's site. If you click this link, the content provider may add a cookie to your system to identify you for future transactions.

Windows SharePoint Services

Microsoft Windows SharePoint Services provides shared, Web-based Workspace sites where you can collaborate on documents or meetings.

When you access a SharePoint site, by using either the Web browser or any Office program, the site will save a cookie to your computer if you have permissions to create a new subsite on that site. Taken together, these cookies form a list of sites to which you have permissions. This list is used by several Office programs to provide you with quick access to the sites that you have visited before.

The list of sites that you have visited is not accessed by Microsoft and is not exposed to the Internet unless you choose to make the list more broadly available.

You can clear this list by using your Web browser to clear your cache of cookies.

In Windows SharePoint Services, when you create a new Web site or list, or add or invite people to an existing Web site or list, the site saves the following for each person, including you:

  • Full name

  • E-mail address

  • User logon name (Microsoft Windows NT logon — for example, DOMAIN\user name)

A user ID will be added to every element that you or the other users of the site add to or modify on the site. As with all of the content on the SharePoint site, only administrators and members of the site itself should have access to this information.

All elements of the SharePoint site include two fields: Created By and Modified By. The Created By field is filled in with the user name of the person who originally created the element and the date when it was created. The Modified By field is filled in with the user name of the person who last modified the Office PowerPoint 2007 presentation and the date when it was last modified.

Administrators of the servers where SharePoint sites are hosted have access to some data from these sites, which is used for analyzing the usage patterns of the site and improving the percentage of time that the site is available. This data is available only to the server administrators and is not shared with Microsoft unless Microsoft is hosting the SharePoint site.

The data specifically captured includes the names, e-mail addresses, and permissions of everyone with access to the site. All users with access to a particular SharePoint site may search and view all content available on that site.

Auditing

Windows SharePoint Services provides auditing features that allow administrators to keep a reliable audit trail of how users are working with important content.

When Windows SharePoint Services administrators enable the Auditing feature, the server will automatically record in the SharePoint Content Database certain actions performed by the user. These actions include view, edit, check-in, and check-out. For each recorded action, the server will record identifying information about the file, the action, and the user's SharePoint ID and IP address. No data is sent to Microsoft as part of this transaction.

This feature is off by default and is available only to administrators of SharePoint sites where content is stored.

Instant messaging and notifications

Office PowerPoint 2007 provides you with the ability to send instant messages from within the program itself and provides you with the ability to be alerted when people are online or when certain changes are made to shared presentations or workspaces.

Office PowerPoint 2007 uses a Microsoft instant messaging client to provide you with the ability to see the online presence of other people and to send messages to them. Office PowerPoint 2007 includes a Web control that allows the instant messaging presence to be displayed within a Web page. The purpose of this feature is to allow you to use Web pages to collaborate directly with other people who are working on the same presentations or workspaces.

Web page scripts that are written with this Web control in mind can transmit presence data from your instant messaging program to the Web server hosting the script. By default, this functionality is enabled only for intranet sites, trusted sites, and sites on the local computer.

Microsoft Windows SharePoint Services pages and Microsoft Office SharePoint Server 2007 pages both make use of this control. Neither of these types of pages transmits presence data back to the Web server.

When you visit a Microsoft Windows SharePoint Services site or an Office SharePoint Server site and create an alert, Office PowerPoint 2007 will add a cookie to your computer with the following data:

  • Name of the site

  • URL of the site

  • Whether the alert source is a Windows SharePoint Services site or a SharePoint Server site

  • URL used by the site to expose the alert service

The data in this cookie allows alerts from the site to be sent to you correctly. Microsoft does not access this cookie unless the cookie was sent originally from a Microsoft server, in which case the cookie is used exclusively by the Windows SharePoint Services site or SharePoint Server site.

New file formats

Office PowerPoint 2007 uses a new file format by default that is based on XML. This file format is extensible, meaning that users can specify additional schemas or tags to be included with the file. An add-in or other third-party code can also attach additional metadata information to the Microsoft Office file format that will not be viewable in Office PowerPoint 2007.

You can verify the metadata that has been associated with a file by viewing the XML file by using a third-party text viewer.

Comments

By default, if you save comments to a file, Office PowerPoint 2007 prepends the comment with your initials. This information is then available to anyone who has access to your file.

You can remove your personal information from these comments (Click the Microsoft Office Button Office button image , point to Finish, and then click Inspect Document).

Track Changes

By default, when you make changes to a file with the Track Changes feature turned on, your user name and/or initials are stored in the document and associated with the changes that you make. This information, including both the original and revised text, is then available to anyone who has access to your file.

After these changes are accepted or rejected, your name is removed. You can also remove your personal information from these changes (Click the Microsoft Office Button Office button image , point to Finish, and then click Inspect Document).

Where your name may be stored

In certain instances, Office PowerPoint 2007 stores your name to provide you with a better experience when using some features. For example, your name is stored in these locations:

  • Author fields

  • AuthorName file property

You can remove your name from these fields and properties (Click the Microsoft Office Button Office button image , point to Finish, and then click Inspect Document).

Office solutions created by other companies may also include your name or other personal information in the custom properties associated with your file.

If you use the Microsoft Office Web Control, Microsoft Office Excel Data Access, DataCalc, or other features that allow you to connect directly to another data source, your authorization information (user ID and password) may be saved within your document. To change or delete this authorization information, you need to change the properties of the connection appropriately.

Other hidden data and metadata

By default, every file saved by Office PowerPoint 2007 includes file properties such as the following:

  • Author

  • Manager

  • Company

  • Last Saved By

  • Names of presentation reviewers

In addition, other properties may be saved to the file, depending on the features or third-party solutions that you use. For example, if your presentation is part of a document workflow, additional file properties to track the workflow will be saved.

This information is then available to anyone who has access to your file.

You can remove your name from these properties (Click the Microsoft Office Button Office button image , point to Finish, and then click Inspect Document).

The Inspect Document feature can also be used to remove other types of data that may not be available in all views, such as comments and revisions. We recommend that you run Inspect Document on any presentation that you plan to make publicly available. For more information about this feature, search Help for information about the Inspect Document feature.

Hidden shapes

Office PowerPoint 2007 allows you to hide shapes or text objects in your presentations or templates by using the Selection task pane. (To show the Selection and Visibility task pane, select a shape, and then click Selection Pane on the Format tab.) The hidden shapes or text objects can contain personal information added by the author of the presentation. The hidden text objects or shapes can be saved with a theme or template file and are not visible during a slide show. If the template file is used to create a new presentation, all hidden shapes or hidden text objects will be copied to the new presentation. You can view which shapes are hidden and choose not to hide them on the Selection and Visibility task pane.

Themes

Office PowerPoint 2007 allows you to create a theme from an existing presentation (Click the Microsoft Office Button Office button image , click Save As. In the Save As dialog box, in the Save as type list, select Office Theme). When you create a theme, some elements, such as text, images, or hidden shapes, are copied from your original presentation's slide master to the theme. These objects are used as design elements when you apply the theme to a new presentation and are visible to other users. If you are publishing your theme for use by other users, you may not want to store personal or confidential information in your original presentation. You can delete personal or confidential information from an existing theme by editing the theme's slide master and resaving the theme with the same name to replace the original.

Recording macros

Macro recording allows you to record a sequence of actions so that you can reproduce the actions at a later time. If you choose to record a macro, your user name is saved in the Description property of the macro and as a comment in the code when the macro is initially created. You can manually remove your user name from these two locations.

Digital signatures

A digital signature is an optional feature that can help you to authenticate the identity of the person who sent you a presentation. A digital signature is a unique encrypted value of the data in the PowerPoint presentation that you are signing. When you send a presentation with a digital signature, the signature is sent to the recipient, along with the data in the presentation and a trusted digital certificate from you (the sender). The digital certificate is issued by a Certification Authority, such as VeriSign, and contains information to authenticate the sender and verify that the original contents of the presentation have not been altered.

When you sign a presentation, you will see a dialog box that shows the information that will be included in the digital signature, such as your system date and time, operating system version number, Microsoft Office version number, and Office PowerPoint 2007 version number. If you send a signed presentation to other people, the recipients will not be able to view the information about your system, although they will be able to view the contents of the presentation itself.

Information Rights Management

Information Rights Management (IRM) allows you to give certain users or groups the right to access and modify a presentation. Despite some similarities, IRM is not the same as Document Protection. IRM allows you to set permissions to the entire presentation for specific actions, such as printing the presentation or forwarding the presentation to other people, as well as for reading or editing the presentation.

When you store a presentation with IRM enabled, Office PowerPoint 2007 saves to the presentation a list of every user who has rights to that presentation and what their permissions are. This information is encrypted so that only the presentation owners can access this information.

Additionally, presentations with IRM enabled contain content licenses. A content license contains an e-mail address, permission, and authentication information. Each time anyone attempts to open a presentation with IRM enabled, Office PowerPoint 2007 checks the content licenses saved in the presentation against the user's identity. If the user has never opened the presentation before, Office PowerPoint 2007 contacts an IRM server, verifies the user's identity, downloads a new content license for the user (provided that the user has the necessary rights), and saves that content license to the presentation.

Presentation owners have the option to avoid saving content licenses to the presentation. If, however, this content license is not saved to the presentation, Office PowerPoint 2007 must contact the IRM server every time the presentation is opened. If Office PowerPoint 2007 is not connected to a network or cannot contact the IRM server, the presentation cannot be opened.

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