Scrubbing hidden metadata from your files helps prevent the accidental sharing of sensitive info like your username, your physical location, or the history of changes made to a document.
Why this matters
Metadata acts as a digital footprint that follows your files wherever they are sent. While this data helps your computer organize and find files, it can also reveal your exact GPS location, the names of internal university servers, and even private notes or "tracked changes" that were supposedly deleted.
Scrubbing these files before they go public ensures that only the information you intended to share is actually visible to the outside world.
Cleaning Word and Excel Files
Use the "Document Inspector" tool built into Microsoft Office:
- Click File at the top left and select Info.
- Click the Check for Issues button.
- Select Inspect Document from the list.
- Check all boxes and click Inspect.
- Click Remove All for any items found.
Common hidden data points
The inspector tool looks for and deletes these items:
- Personal info: Names of authors, managers, or recent editors.
- Comments: Any feedback or notes left during the drafting process.
- Tracked Changes: The history of every edit made to the file.
- Network details: Hidden paths to university servers or printers.
Working with PDF Files
Acrobat Pro (Best Method)
Sanitize Document
Open the Redact tool and select Sanitize Document. This is the most reliable way to flatten layers and wipe all hidden metadata at once.
Windows Explorer (Standard)
Properties > Details
Right-click the PDF and go to Properties. On the Details tab, click Remove Properties and Personal Information. Use this if you do not have Acrobat installed.
Removing data from Photos (JPG, PNG)
Most photos taken on a phone include GPS tags. Use this method to clear the location data before uploading them.
- Locate your image file in its folder.
- Right-click the file and choose Properties.
- Go to the Details tab.
- Click the link at the bottom: Remove Properties and Personal Information.
- Choose "Create a copy with all possible properties removed" and click OK.
- A new "clean" copy will appear in your folder. Use that version for your public post.