Before sending a book file to layout or print, review every tracked change, accept or reject it, delete resolved comments, inspect a copy of the Word document for hidden data, and check the exported PDF. Turning off Track Changes or choosing “No Markup” only changes what you see; unresolved revisions can remain in the file.
Why a clean file matters
Review comments can contain unfinished notes, private names, or questions that were never intended for readers. Tracked changes can preserve deleted wording and show suggested edits. Document properties may also contain an author name, template name or other metadata. A clean print file should contain the approved text only, while your original review history stays backed up separately.
1. Save a clean working copy
In Word, use File > Save As and create a new version, such as BookTitle-approved-copy.docx. Keep the collaborative original unchanged. Microsoft warns that some Document Inspector removals may not be recoverable with Undo, so inspect a copy rather than the only file.
2. Review and resolve tracked changes
Open the Review tab and display all markup, not just a simplified view. Move through changes one at a time. Accept a change only when its wording is approved; reject it when it should not appear. Ask the editor or coauthor about any unresolved decision before removing the revision record.
After decisions are complete, turn Track Changes off. Turning it off prevents new marks but does not clear existing ones. Reopen the Review view and confirm there are no remaining insertions or deletions. Avoid “Accept All” until the full document has been reviewed and everyone responsible has approved those edits.
3. Delete comments, then inspect again
Review comment threads individually. Keep a comment if it contains an unresolved factual or editorial question; delete it only after the question is settled. Once comments are resolved, use Word’s document inspection feature:
- Open File > Info.
- Choose Check for Issues > Inspect Document.
- Review the categories you want checked, such as comments, revisions, document properties, personal information, hidden text, headers, footers and annotations.
- Run Inspect. Read the results before choosing Remove All for a category.
- Save, reopen the document, and run Inspect again to confirm the intended items are gone.
Microsoft notes that Document Inspector can detect common hidden elements but not every way content might be concealed. It is a check, not a guarantee that no private information exists. Manually review headers, footers, text boxes, captions, notes and document content as well.
4. Check what will actually print
If you need a paper review copy, open Word’s Print screen and confirm Print Markup is cleared. Print a sample page or save a PDF preview and inspect it. Do not mistake a screen setting that hides markup for removal from the manuscript.
Export the approved copy to PDF only after the Word file is clean. Open the PDF and check representative pages: chapter starts, pages with footnotes, figures, tables, headers, and the end matter. Search for reviewer names or a distinctive phrase from a resolved comment. If you find a mark, correct the Word source and export a new PDF.
5. Remove private text from a PDF correctly
If the PDF itself contains sensitive text that must not be shared, do not cover it with a black shape, white box or image. Such an overlay may hide the words visually while leaving the text selectable or recoverable. Use a dedicated redaction tool that removes the selected content, then save a new copy and test it by searching, selecting, copying and inspecting the redacted area.
Sanitizing metadata and redacting visible confidential content are different tasks. Removing author properties will not erase a name printed on a page; covering a page does not remove document metadata. If you are unsure, return to the editable source and create a clean version rather than editing a flattened copy.
Final clean-file checklist
- Original collaborative file preserved separately.
- All revisions reviewed and deliberately accepted or rejected.
- Resolved comment threads removed; no hidden markup is merely switched off.
- Document Inspector results reviewed on a copy, and a manual privacy check completed.
- PDF exported from the approved file and opened for page-by-page spot checks.
- No identity documents or payment details included with the book manuscript.
YourBookBound’s file guide explains accepted interior file types and the current upload limit. If the book is ready but you want a human to check the actual file, use the free file check before deciding whether to order.
Sources
- Microsoft Support: Accept tracked changes
- Microsoft Support: Remove hidden data and personal information
- Microsoft Support: Inspect a document
- Adobe Acrobat: Redact sensitive PDF content
Menu names differ by Word version, and Document Inspector does not find every possible hidden element. Keep an untouched source copy and verify the final exported PDF yourself.