NASA Goddard Space Flight Center Procurement All Hands July 2, 2013

1. NASA Goddard Space Flight Center Procurement All Hands July 2, 2013

2. What is Metadata? • “Metadata” • Data that describes other data. • Information about a file, document, etc., which may describe how, when, and by whom it was received, created, accessed and/or modified. • Whenever you create, open, or save a document in Microsoft Word, Excel, PowerPoint the document may store information — known as metadata — that you had no intention of including or disclosing.

3. Examples of Metadata Microsoft Office Applications each have 80+ fields of metadata. • Your name • Your initials • Your company or organization name • The name of your computer • The name of the network server or hard disk where you saved the document • Non-visible portions of embedded OLE objects (e.g. Graphs/Charts) • The names of previous document authors • Document revisions • Document versions • Template information • Track changes • Hidden text or cells • Hidden Rows and Columns • Hidden worksheets • Personalized views • Comments

4. Why Do We Care About Metadata? • Metadata is used for a variety of legitimate purposes, and it adds functionality to the editing, viewing, filing, and retrieving capabilities of Microsoft Office. • However, if some of this information is inadvertently passed on to other parties (for example, potential offerors), that disclosure can create adverse consequences. • Files are released to the public in multiple ways: • NAIS and FEDBIZOPPS (e.g. Solicitations, JOFOCs, Selection Statements) • Procurement Libraries • FOIA Requests • TOMS System (e.g. Task SOWS)

5. Methods for Ensuring A Clean File • “Document Inspector” Tool • Save as a “PDF” • Print and Scan

6. “Document Inspector” Tool You can use the Document Inspector to find and remove hidden data and personal information. Click the File tab, and then click Info. Under Prepare for Sharing, click Check for Issues, and then click Inspect Document.

7. “Document Inspector” Tool (cont.) In the Document Inspector dialog box, select the check boxes to choose the types of hidden content that you want to be inspected. Click Inspect.

8. “Document Inspector” Tool (cont.) Review the results of the inspection in the Document Inspector dialog box. ClickRemove All next to the inspection results for the types of hidden content that you want to remove from your document.

9. Saving as a “PDF” Click the FileTab, then click Share. Under File Types click Create PDF/XPS Document, and then click Create a PDF/XPS.

10. Saving as a “PDF” (cont.) 3) In the File Name box, enter a name for the file, if you haven’t already. 4) Click Publish.

11. Print and Scan 1) Print out your file. 2) Use copier to scan document and email to yourself via PDF.

12. Application Specific Topics

13. Word 2010 • Track Changes • Comments • Hidden Text • Non-Visible Portions of Embedded OLE Objects (e.g. Graphs/Charts) • Header/Footer Information • File Properties

14. Track Changes (Word 2010) 1) On the Review tab, in the Tracking group, click the arrow next to Show Markup. 2) Make sure a check mark appears next to each of the following items: • Comments • Ink Annotations • Insertions and Deletions • Formatting • Reviewers (Point to Reviewers and make sure that All Reviewers is selected.)

15. Track Changes (Word 2010) (Cont.) 4) On the Review tab, in the Changes group, click Next or Previous. 5) Do one of the following: • In the Changes group, click Accept. • In the Changes group, click Reject. 6) Repeat steps 3 and 4 until all the tracked changes in the document have been accepted or rejected and all the comments have been deleted. 7) Save the document. NOTES • If you know that you want to accept all the changes, click Accept, and then click Accept All Changes in Document. • If you know that you want to reject all the changes, click Reject, and then click Reject All Changes in Document. • To remove all comments, you must delete them. In the Comments group, click the arrow next to Delete, and then click Delete All Comments in Document.

16. Excel 2010 • Hidden Worksheets • Hidden Columns/Rows • Comments • Headers/Footers • Non-visible Portions of Embedded OLE Objects (e.g. Graphs/Charts) • Track Changes • File Properties

17. Hidden Worksheets (Excel 2010) 1) On the Home tab, in the Cells group, click Format. 2) UnderVisibility, click Hide & Unhide, and then click Unhide Sheet. 3) In the Unhide box, double-click the name of the hidden sheet that you want to display.

18. Hidden Columns/Rows (Excel 2010) • Select all cells on a worksheet by clicking the Select All button. • On the Home tab, in the Cells group, click Format. • Under Visibility, click Hide & Unhide, and then click Unhide Rows or Unhide Columns.

19. PowerPoint 2010 • Presenter Notes • Hidden Slides • Header/Footers • Master Slide • Non-visible portions of embedded OLE objects (e.g. Graphs/Charts) • Comments • File properties

20. Non-visible portions of embedded OLE objects (PowerPoint 2010) • Object Linking and Embedding (OLE) is used to make content that is created in one program available in another program. • For example, you can insert a graph created in Excel into a PowerPoint presentation.

21. Non-visible portions of embedded OLE objects (PowerPoint 2010) (cont.) • When coping and pasting from Excel into PowerPoint it creates an OLE object. (The same thing happens in Word.) • When the OLE object is created, without warning, it is also copies over the entire workbook used to create the object as well. • This means that all spreadsheets in the workbook that was used to create the graph also gets migrated into the PowerPoint presentation. • Instead of using the regular “paste” feature use “paste picture” instead. • This inserts the chart as a “picture” without the associated data in the rest of the workbook.

22. Questions