How do I use the Clean Document feature?

This function will search your document to find any comments, format changes, track changes, any occurrences of the word “draft”, square brackets and any other metadata (hidden data or personal information). You will then be presented with a different set of options depending on what the search has found.

If your document has to be saved during any removals or changes a backup copy will be saved in the default folder specified under Options and the Other Options tab. It will add “(backup)” at the end of the file name

Option

Description

Comments

This will tell you how many and the names of the authors who have inserted comments into the document. You will have the ability to remove all the comments or to change all the authors to one name.

Format changes

If any formatting changes are found then an “Accept” button will appear allowing you to accept all formatting track changes without affecting any other track changes.

Track changes

This will tell you how many and the names of the authors that have made track changes and give you the ability to:

Accept all the track changes	This will accept all track changes including formatting changes.
Remove any track changes text that is both inserted and deleted	This is for use where multiple authors have worked on a document using track changes and the initial user inserted some wording that was then subsequently deleted by another and you are happy for both changes to be completely removed.
Remove authors and dates	If a document has been amended in track changes by multiple authors this will make all track changes appear as though they have been made by “Author”. It will also remove the time/date when changes were made.
Change all authors	This allows you to change the author of all the track changes to a name of your choice – it can be an existing author name or something different.

Double spaces

Remove double spaces (except after full stops)	This will remove extra spaces that have been inserted in your document other than those that appear after full stops.
Remove double spaces after full stops	This will remove extra spaces that have been inserted after full stops. Useful if you prefer to have just a single space after full stops in your document.

Paragraph line spacing

Set paragraph line spacing to single	If there are any paragraphs formatted with line spacing of anything other than “Single” clicking the “Fix” button will make all paragraphs “Single” line spacing.
Review paragraphs before fixing	If you want to review the paragraphs click the “Show” button and you will be presented with a window where you can review the current line spacing by clicking the “Properties” button or you can simply click the “Fix” button and the spacing will be changed. To go through your document reviewing the paragraphs use the “Previous” and “Next” buttons.

Other Metadata

This will tell you if there is any other metadata within the document, for example the name of the person who most recently saved the document or the document template name and gives you the ability to remove all of the data found by clicking the “Remove” button.

Draft

This will tell you if there are square brackets or the word “draft” anywhere in the document.

Always remove all metadata when this document is saved

Selecting this checkbox will remove all metadata every time you save the document and show all track changes as being made by “Author”.