Microsoft Word Confessions

 < Day Day Up > 



Over the past decade, Microsoft Word has become the most commonly used word processor in the world. Word contains features that allow users to collaborate, add graphics, and e-mail documents. These features, however, also open the door to security holes and can sometimes lead to breaches of confidential information. In addition, data can be disclosed unintentionally when sending a file by e-mail, saving it on a disk, or handing it over to someone. In the legal arena, in particular, this can be particularly damaging as far more information is given away than intended. As noted earlier, Microsoft Word and other programs that are elements of the Microsoft Office suite contain data that is not normally visible on the screen. This data can include such items as:

  • Author name, initials, mailing address, firm name, names of earlier authors

  • Comments made by others during review/revision, including the names of those making the comments

  • Revisions made to the document

  • Earlier versions

  • Where document is stored

  • Text formatted as "hidden"

  • Hyperlinks to documents in the firm's computer system

  • Names of people who received the document for review and/or approval

When a document created with Word is sent electronically to another person, that person can sometimes access this data. Revisions, for example, may be visible if the recipient uses an e-mail program to open the document rather than saving it and then opening it in a word processor. Some metadata can also show up if you open files using a text editor such as WordPad or Notepad.

Try this experiment: Open up a file using WordPad or Notepad (in Windows 98 or XP, click on Start Programs Accessories to find these text editors). Open one and use it to display a Word document. Alternatively, e-mail yourself a Word document as an attachment and open it using your e-mail program. You may well see at least some of the metadata that is regularly being relayed from user to user.

Preserving Confidentiality in Microsoft Word

This relay of unwanted data can be avoided in several ways. The first is to not send Word files electronically; instead, print them out and mail them, fax them, or even scan them and save them in another format. These are tried- and-true methods that will completely eliminate any hidden data. But, because Word is used by so many people, these approaches are not always workable. For those using Word, one good approach to eliminating the dissemination of unwanted data is this: Before e-mailing a document, open it up, copy and paste the information into a new, blank Word document, then send the new file. This successfully eliminates revisions, comments, and earlier versions of the document.

Another trick is to use Rich Text Format (.rtf), as this format preserves all the fonts and formatting while removing much of the hidden data. Click on File and Save As; instead of letting the save default automatically to a Word document, select the Save As Type box and scroll down to Rich Text Format and select it. Other ways to eliminate hidden data are explained in such places as the Microsoft Web site (http://support.microsft.com); for example, the Microsoft Knowledge Base article How To Minimize Metadata in Microsoft Office Documents (Q223396; http://support.microsoft.com/default.aspx?scid=kb;EN-US;Q223396) is an excellent reference that provides links to articles giving detailed instructions for specific versions of Word, Excel, PowerPoint, etc.



 < Day Day Up > 



Server Disk Management in a Windows Enviornment
Server Disk Management in a Windows Enviornment
ISBN: N/A
EAN: N/A
Year: 2003
Pages: 197

flylib.com © 2008-2017.
If you may any questions please contact us: flylib@qtcs.net