I will explain the warning message often seen when saving files: “Be careful, as your document may contain personal information that cannot be removed by the Document Inspector.”
Many people see this and wonder what causes it or if they should delete the information. This article explains the content of this message, how to use Excel’s “Document Inspector” to remove personal information, and the pros and cons of doing so.
1. What is the Excel “Document Inspector”?
The “Document Inspector” is a feature that checks for and removes personal information and hidden data contained within a file.
Every time you edit or save an Excel file, property information such as the author’s name and edit history is automatically saved. In some cases, this may include personal information. By using this feature, you can erase unnecessary personal information before sending a file, helping to prevent information leaks.
2. Steps to Use “Document Inspector”
Here is how to check and remove personal information and property data using the Document Inspector.
Step 1: Open “Inspect Document” from the File Menu
- Open the Excel file.
- Click the File tab in the top left corner and select the Info page.
- Click the Check for Issues button and select Inspect Document.
Step 2: Select Items and Click “Inspect”
The “Document Inspector” dialog will appear. Check the boxes for the items you want to check (e.g., Comments, Hidden rows and columns, Document properties).
Click the Inspect button. Excel will automatically inspect the file for hidden data and personal information and list any issues found.
Step 3: Remove Detected Personal Information
If an exclamation mark (“!”) appears next to “Document Properties and Personal Information” in the results, it means the file contains personal information.
Click the Remove All button for that item to erase the information from the file.
3. Why Does the “!” Mark Appear?
The “!” mark appears next to “Document Properties and Personal Information” because the file may contain the following information:
- Author name or editor name
- Timestamps (creation date, last modified date)
- Metadata from other applications
- Content of hidden sheets or hidden cells
These are treated as “personal information,” so you need to be careful about unintended data leaks.
4. Pros and Cons of Removing Personal Information
Whether you should remove “Document Properties and Personal Information” depends on the situation. There are advantages and disadvantages.
Pros
- Personal Information Protection: Prevents the accidental leak of personal information when sending files externally.
- Privacy: Since author and editor details are removed, you do not provide unnecessary information to the recipient.
- Reduced File Size: If there is a lot of property information, removing it can reduce the file size.
Cons
- Loss of Edit History: Since names and timestamps are deleted, it becomes difficult to track the file’s change history.
- Inconvenient File Management: It can be inconvenient if you need to check properties for project progress management or auditing.
5. Summary: Use According to the File’s Purpose
It is often better to keep property information for internal use where edit history is needed. However, it is safer to remove it when sending files externally.
I recommend using Excel’s “Document Inspector” to ensure no unnecessary personal information is included. By deciding whether to keep or remove data based on how the file will be used, you can manage your Excel files safely and efficiently.
