Outputting documents > Finalize document (remove personal data)

When sending documents to colleagues or business partners, it may be desirable to remove certain personal data from the document beforehand.

To do this, Write provides the command Finalize . You can use this to specify how you want to handle the following information that may be included in your document:

▪Document summary

▪Comments

▪Tracked changes

Note: Your User info itself will not be affected, only its appearance in comments and tracked changes (name, initials). The user info is not document-specific, but a global setting and can be changed in the Settings, General tab.

Important: The command Finalize should be executed in a backup copy of the document and not in the original document. It is not possible to restore the removed data.

Choose the ribbon command File | group Document | Finalize to remove personal data before saving your document to share it with others.

The program opens a dialog box with the following options:

Document summary

Document infos can be viewed via the ribbon command File | group File Management | Properties. There, on the Info tab, you can find additional information (title, subject, author, etc.) about a document For more information, see Document summary.

If the option Remove the document summary is enabled, this additional information of the Summary tab will be removed from the document. This affects the entries for Title, Subject, Author, Keywords and Description, but not the entries for File name, Folder and Last changed.

Tracked changes

If you have worked with the Track changes feature in your document (see Tracking changes in a document), you can specify here how you want to handle the information from tracked changes.

▪Keep tracked changes

If you select this option, all changes to the document from the tracked changes will still be displayed. However, you can set the following restrictions:

Remove date and time: The contents of what was edited are displayed, but instead of the date/time of the edit, a placeholder appears.

Anonymize participants: The contents of what was edited are displayed, but instead of the author of the edit, "Unknown" appears.

▪Accept all tracked changes

If you select this option, all changes to the document will be accepted and become final for the document. It is no longer recognizable what was previously in the text and who edited it at what time.

Tip: If you are only interested in the fact that the tracked changes do not appear in the printout, you can disable the Print changes button in the Print preview for this purpose.

Comments

If comments have been inserted in your document (see Using comments), you can specify here how you want to handle the information contained in comments.

▪Keep comments

If you select this option, all comments in the document will still be displayed. However, you can set the following restrictions:

Remove date and time: The contents of the comment will be displayed, but without the date/time of the inserted comment.

Anonymize participants: The contents of the comment are displayed, but instead of the author of the comment, "Unknown" appears.

▪Remove all comments

If you select this option, all comments will be permanently deleted from the document. You can no longer see what was commented in the text.

Tip: If you are only interested in the fact that the comments do not appear in the printout, you can disable the Print comments button in the Print preview for this purpose.

When all options are set to your needs, press OK. Based on your choices, the information will now be (irreversibly) removed from the document .