Share presentations

Remove sensitive information ​from your presentation

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Before reusing or sharing a presentation, you can use Inspect Document to find and remove sensitive information or markups.

Use Inspect Document

  1. Select File > Info.

  2. Select Check for Issues > Inspect Document.

  3. Select the items you want inspected:

    Note: If your organization customized the Document Inspector by adding Inspector modules, you might be able to check your documents for additional types of information.

    • Comments and Annotations: If you collaborated with other people to create your presentation, your presentation might contain items such as comments or ink annotations. This information can enable other people to see the names of people who worked on your presentation, comments from reviewers, and changes that were made to your presentation.

    • Document Properties and Personal Information: Document properties, also known as metadata, include details about your presentation such as author, subject, and title. Document properties also include information that is automatically maintained by Office programs, such as the name of the person who most recently saved a document and the date when a document was created. If you used specific features, your document might also contain additional kinds of personally identifiable information (PII).

    • Embedded Documents: If you added content from other files, such as pasting in a table from an Excel spreadsheet, the content from those files could be viewable.

    • Custom XML data: Presentations can contain custom XML data that is not visible in the document itself. The Document Inspector can find and remove this XML data.

    • Invisible on-slide content: Your presentation might contain objects that are not visible because they are formatted as invisible.

    • Off-slide content: PowerPoint presentations can contain objects that are not immediately visible because they were dragged off the slide into the off-slide area. This off-slide content can include text boxes, clip art, graphics, and tables.

    • Presentation notes: The Notes section of a PowerPoint presentation can contain text that you might not want to share publicly, especially if the notes were written solely for the use of the person who is delivering the presentation.

  4. Select Inspect.

  5. After you see the results, you can choose to Remove items, such as Notes or Author or keep the information.
    Or you can choose More Info to find out other information.

  6. When you are done, select Close.

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Remove hidden data and personal information by inspecting presentations

If you want to reuse and share a presentation, you don't want draft markup on your presentation anywhere.

PowerPoint understands this, and makes it very easy to remove markup before you finalize it.

To check for markup, select File from the ribbon tab. Click Info.

Select Check for Issues, and then select Inspect Document.

You can choose what things you want to inspect your document for.

For example, comments and ink annotations.

You may have ink annotations that you saved from a previous presentation.

You can also search for embedded documents, such as Excel files if you pasted in table data.

I showed you your paste options, and how they can pose a security risk if you embed an entire Excel document in there.

The Document Inspector can find these documents.

Finally, you can check for presentation notes.

You might not want speaker notes in there if you're going to be sending it out to somebody else, as the speaker notes are private to you only.

I'll click Inspect. And then I can see everything that it found in the document.

For example, it found comments. It also found picture crop information, such as where I cropped a picture.

However, the entire remaining size of the picture remained.

I can scroll through and see everything that it found, such as presentation notes.

I can remove anything I want by clicking Remove All. For example, I'll remove all presentation notes and comments.

From here, I can click Close, and then the back arrow to get back to my presentation.

It's always a good idea to make a habit of inspecting your documents before doing any sort of sharing, unless of course, the sharing is to read the comments.

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