Inspecting and Protecting Documents in Microsoft Word 2016

Sharing a Word document is easy. Making sure it’s safe to share takes a few extra steps. Before you send a file, check it for hidden data and personal info. Microsoft Word 2016 includes tools for both inspecting and protecting documents. This guide explains those tools in simple steps so you can share files with confidence.

Why inspect and protect your document?

Word can store data you don’t see right away. That might include author names, tracked changes, comments, and hidden text. If you share the file without cleaning it, that data travels with the document. Inspecting removes hidden items. Protecting helps control who can read or edit the file.

Using Document Inspector — find and remove hidden data

Document Inspector scans for content you might not want to share. It checks comments, revisions, personal information, and more.

Steps to use Document Inspector

• Open your document in Microsoft Word 2016.
• Click the File tab to go to Backstage View.
• In the Info section, click Check for Issues.
• Select Inspect Document from the drop-down menu.
• In the Document Inspector window, select the types of content to check.
• Click Inspect.
• If Word finds sensitive data, click Remove All next to the category you want to clear.
• Click Close when finished.

What Document Inspector checks

• Comments and annotations
• Track changes and revisions
• Document properties and personal information
• Hidden text and fields
• Headers, footers, and watermarks
• Custom XML data

Protecting your document — keep it safe

After you clean a file, choose how to protect it. Word 2016 offers several protection options. Pick one based on how strict you need the protection to be.

Common protection options

• Mark as Final — Discourages editing, but does not block it.
• Encrypt with Password — Requires a password to open the file.
• Restrict Editing — Make the document read-only or limit certain edits.
• Restrict Access — Limit who can open, copy, or modify the file (requires rights management).

How to apply protection

• Open the document.
• Click File → Info.
• Click Protect Document.
• Choose the protection option that fits your needs.
• Follow the prompts and save the document.

Practical example — quick workflow

1. Finalize your content and save a backup copy.
2. Run Document Inspector and remove unwanted items.
3. Use Encrypt with Password for confidential files, or Restrict Editing for read-only distribution.
4. Share the file and provide passwords or permissions securely.

Common mistakes to avoid

• Assuming Mark as Final fully locks the document.
• Not saving a backup before cleaning the file.
• Using weak or obvious passwords.
• Emailing the password in the same message as the file.

5 FAQs of Inspecting and Protecting Documents

Will Document Inspector remove my main text?

No. Document Inspector targets hidden data and metadata. It does not remove visible main text. Still, create a backup first.

If I mark a document as final, can someone still edit it?

Yes. Mark as Final warns readers and discourages edits, but users can click Edit Anyway to modify the file.

What happens if I forget a password?

If you encrypt a file and forget its password, recovery is difficult. Store passwords securely and use reliable password management.

Does Document Inspector catch everything?

It catches most common hidden items, but manual checks are still a good idea—especially for sensitive documents.

Can I prevent copying or printing?

Yes. Restrict Access (information rights management) can limit copying and printing if your environment supports it.

Conclusion

Quick checks go a long way. Use Document Inspector to remove hidden or personal data. Then choose a protection method that matches your needs—encrypt with a password, restrict editing, or mark the file as final. These steps reduce risk and help you share documents safely.