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PPT2000: How to Minimize Metadata in Microsoft PowerPoint Presentations
Article ID: 314797 - View products that this article applies to.
This article was previously published under Q314797
For a Microsoft PowerPoint 2002 version of this article, see 314800
When you create, open, or save a presentation, the presentation may contain content that you do not want to share with others when you distribute the presentation electronically. This information is known as metadata. Metadata is used for a variety of purposes to enhance the editing, viewing, filing, and retrieval of Office documents.
Some metadata is readily accessible through the Microsoft PowerPoint user interface. Other metadata is only accessible through other means, such as opening a presentation in a low-level binary file editor. The following are some examples of metadata that may be stored in your presentations:
Metadata is created in a variety of ways within PowerPoint presentations. As a result, there is no single method that you can use to eliminate all such content from your presentations. The following sections describe areas where metadata may be saved in PowerPoint presentations.
If You Do Not Already Have Microsoft Office 2000 SR-1/1a or the Latest UpdatesIf you are not already using Microsoft Office 2000 Service Release 1/1a (SR-1/1a), you should obtain and install this service release. For additional information about how to obtain SR-1/SR-1a, click the article number below to view the article in the Microsoft Knowledge Base:
245025In addition, Microsoft is making available additional fixes that have been released since the release of Service Release 1 (SR-1/1a). To obtain the latest Microsoft PowerPoint 2000 Update, browse to the following Microsoft Web site:
(http://support.microsoft.com/kb/245025/EN-US/ )OFF2000: How to Obtain and Install Microsoft Office 2000 Service Release 1/1a (SR-1/SR-1a)
How to Delete Your User Name from Your ProgramsTo delete your user name, follow these steps:
How to Delete Personal Summary InformationWhen you create or save a presentation in Microsoft PowerPoint, summary information may be saved in the presentation. To access this information, do one of the following:
How to Delete Personal Summary Information When You Are Connected to a NetworkIf you are logged on to a network, your network user name may appear in the Author edit box on the Summary tab and in the Last saved by field on the Statistics tab, when you save a presentation. This can occur even if you deleted all other personal information from your computer.
To delete summary information from a presentation when you are on a network, follow these steps:
How to Delete Comments in a PresentationMicrosoft PowerPoint offers the ability to add comments to presentations. Typically, comments contain the name of the person who created them.
To delete a comment, select the comment, and then press DELETE or click Delete Comment on the Reviewing toolbar.
NOTE: To view comments in Microsoft PowerPoint, click Comments on the View menu.
Any new comments that you create should not contain your user name, because you deleted it from your Options dialog box, as described in the "How to Delete Your User Name from Your Programs" section earlier in this article.
How to Delete Information from Headers and FootersHeaders and footers in presentations may contain identifying information. To delete information from headers and footers, click Header and Footer on the View menu. Change the header or footer, or both. When you finish, click Apply or Apply To All.
How to Disable Fast SavesThe Fast Saves feature speeds up the process of saving a presentation by saving only the changes that are made to a presentation.
Because of the design of the Fast Saves feature, text that you delete from a presentation may remain, even after you save the presentation. If you are concerned about deleted text remaining in your presentation, follow these steps:
How to Delete Hyperlinks from a PresentationPresentations may contain hyperlinks to other documents or Web pages on either an intranet or the Internet. Hyperlinks usually appear as blue underlined text strings.
To manually delete a single hyperlink from a presentation, right-click the hyperlink, point to Hyperlink on the shortcut menu, and then click Remove Hyperlink.
How to Delete Routing Slip Information from a PresentationIf you send a presentation through e-mail by using a routing slip, routing information may be attached to the presentation. To delete this information from the presentation, you must save the presentation in a format that does not retain routing slip information.
To do this, follow these steps:
How to Delete Your Name from Visual Basic CodeWhen you record a Visual Basic macro in Microsoft PowerPoint, the recorded macro begins with a header similar to the following:
To delete your name from any macros that you recorded, follow these steps:
How to Delete Visual Basic References to Other FilesIn the Visual Basic Editor, you can create a reference to another file. If a user opens a presentation that contains references to other files, the user can see the names of the referenced files.
To delete these references, follow these steps:
How to Delete Network or Hard Disk Information from a PresentationWhen you save a presentation to your local hard disk or to a network server, information that identifies the local hard disk or network server may be written into the presentation.
To delete this information from the presentation, follow these steps:
NOTE: Because of the space limitation of a floppy disk (usually 1.44 MB), this method cannot be used if the presentation file size exceeds the amount of free space on the floppy disk.
Embedded Objects in Presentations May Contain MetadataIf you embed an object in a presentation, the object still retains its own properties, regardless of what you do to the presentation. For example, if you embed a Microsoft Word document in a Microsoft PowerPoint presentation, the document and the presentation retain their own properties.
To delete metadata from an embedded object, activate the object, delete any metadata, reactivate the container document (in this example, the PowerPoint presentation), and then save the container document.
NOTE: When you activate an embedded object in a presentation, only part of the embedded object is displayed in the presentation. The object may contain additional information that does not appear. If you want a presentation to contain only a rendering of the embedded object, and not the actual contents, follow these steps:
General Suggestions About SecurityThe following are some general suggestions that you can use to increase the level of security in your computing environment:
For More InformationFor additional information about the topics discussed in this article, click the article number below to view the article in the Microsoft Knowledge Base:
(http://support.microsoft.com/kb/237361/EN-US/ )WD2000: How to Minimize Metadata in Microsoft Word Documents