# Metadata types

> Every kind of hidden data a metadata clean finds in Word, Excel, PowerPoint and PDF files, and what the standard and strict presets do to each.

A metadata clean ([`clean_metadata`](/developers/rest/files#clean-metadata) on
`GET /v1/files/{file_id}`, or on the MCP server's `get_file`) reports every kind of hidden data
it found by the type names below, in `metadata_report.items`, with the action it took. The
names are stable: match on them.

| Action | Meaning |
| --- | --- |
| Removed | Deleted from the file |
| Reset | Replaced with a neutral value: the application's name without its version, a template path dropped |
| Accepted | Tracked changes accepted into the text |
| Anonymized | Names replaced with "Author", the same for every person |
| Converted | A field replaced with the text it showed |
| Unlinked | A link removed, its text kept |
| Applied | A marked redaction carried out, so the text under it is gone |
| Flattened | Drawn into the page, so it looks the same and can no longer be edited or read as data |
| Cleaned | An embedded document cleaned the same way as the document around it |
| Kept | Left in place, and counted in the report |
| Reported | Left in place and counted, because removing it would change what the page shows or how the document works: check it before sending |

The three choices on a request override the preset for their types:
`clean_metadata_revisions` for `tracked_changes`, `clean_metadata_comments` for `comments`,
`annotations` and `page_markup`, and `clean_metadata_authors` for `authors` and
`revision_dates`.

## Properties

What the file says about itself.

| Type | What it is | Formats | `standard` | `strict` |
| --- | --- | --- | --- | --- |
| `author` | Who created the document | Word, Excel, PowerPoint, PDF | Removed | Removed |
| `last_modified_by` | Who saved it last | Word, Excel, PowerPoint | Removed | Removed |
| `creator` | The application that made the PDF's content | PDF | Removed | Removed |
| `producer` | The software that wrote the PDF | PDF | Removed | Removed |
| `revision_number` | How many times it was saved | Word, Excel, PowerPoint | Removed | Removed |
| `created_date` | When it was created | Word, Excel, PowerPoint, PDF | Removed | Removed |
| `modified_date` | When it was last saved | Word, Excel, PowerPoint, PDF | Removed | Removed |
| `printed_date` | When it was last printed | Word, Excel, PowerPoint | Removed | Removed |
| `title` | The title property, which is not the heading on the page | Word, Excel, PowerPoint, PDF | Removed | Removed |
| `subject` | The subject property | Word, Excel, PowerPoint, PDF | Removed | Removed |
| `keywords` | The keywords property | Word, Excel, PowerPoint, PDF | Removed | Removed |
| `description` | The comments property in File › Properties | Word, Excel, PowerPoint | Removed | Removed |
| `category` | The category property | Word, Excel, PowerPoint | Removed | Removed |
| `content_status` | The status property, such as Draft | Word, Excel, PowerPoint | Removed | Removed |
| `identifier` | The identifier property | Word, Excel, PowerPoint | Removed | Removed |
| `language` | The language property | Word, Excel, PowerPoint | Removed | Removed |
| `version` | The version property | Word, Excel, PowerPoint | Removed | Removed |
| `trapped` | A PDF's print trapping flag | PDF | Removed | Removed |
| `company` | The organization the application is licensed to | Word, Excel, PowerPoint | Removed | Removed |
| `manager` | The manager property | Word, Excel, PowerPoint | Removed | Removed |
| `total_editing_time` | How long the document was open for editing | Word, Excel, PowerPoint | Removed | Removed |
| `template_name` | The template it was created from | Word, Excel, PowerPoint | Removed | Removed |
| `hyperlink_base` | The base path relative links resolve against | Word, Excel, PowerPoint | Removed | Removed |
| `application` | The application and version that saved it, reset to the product name alone | Word, Excel, PowerPoint | Reset | Reset |
| `document_statistics` | Page, word, character, line and paragraph counts | Word, Excel, PowerPoint | Removed | Removed |
| `part_titles` | The names of the parts (sheets, slides, headings) listed in the properties | Word, Excel, PowerPoint | Removed | Removed |
| `extended_properties` | Any other property the saving application recorded | Word, Excel, PowerPoint | Removed | Removed |
| `custom_properties` | Custom properties, such as a document management system's matter and client numbers | Word, Excel, PowerPoint, PDF | Removed | Removed |
| `sensitivity_labels` | Microsoft Purview sensitivity labels and the label ids behind them | Word, Excel, PowerPoint | Kept | Removed |
| `version_story_ids` | Version Story's own ids, from a document saved by the Version Story app | Word | Removed | Removed |
| `xmp` | A PDF's XMP metadata stream, which repeats and extends its properties | PDF | Removed | Removed |
| `object_metadata` | XMP metadata attached to pages and images inside a PDF | PDF | Removed | Removed |
| `piece_info` | Private data an application (Illustrator, Acrobat) stored in the PDF | PDF | Removed | Removed |

## Review

The traces of drafting and review.

| Type | What it is | Formats | `standard` | `strict` |
| --- | --- | --- | --- | --- |
| `tracked_changes` | Insertions, deletions, moves and formatting changes not yet accepted | Word | Kept | Accepted |
| `comments` | Comments and their replies | Word, Excel, PowerPoint | Kept | Removed |
| `annotations` | PDF notes, highlights, underlines, strikeouts and other review marks | PDF | Kept | Removed |
| `page_markup` | PDF stamps, ink, text boxes and shapes drawn on the page, such as a signature | PDF | Kept | Flattened |
| `authors` | The names on tracked changes and comments | Word, Excel, PowerPoint | Kept | Anonymized |
| `revision_dates` | When each tracked change and comment was made | Word | Kept | Removed |
| `people` | The accounts behind comment authors: email addresses and directory ids | Word, Excel, PowerPoint | Removed | Removed |
| `revision_ids` | The ids Word gives each editing session, which can tie documents to one machine | Word, PowerPoint | Removed | Removed |
| `document_guid` | A unique id that follows the document through every copy | Word | Removed | Removed |
| `revision_log` | A shared workbook's change history | Excel | Removed | Removed |
| `incremental_updates` | Earlier revisions a PDF keeps when it is saved over itself | PDF | Removed | Removed |
| `speaker_notes` | A presentation's speaker notes | PowerPoint | Kept | Removed |

## Hidden content

Content in the file that the page does not show.

| Type | What it is | Formats | `standard` | `strict` |
| --- | --- | --- | --- | --- |
| `hidden_text` | Text formatted as hidden | Word | Removed | Removed |
| `hidden_objects` | Shapes, pictures and text boxes marked hidden | Word, PowerPoint | Removed | Removed |
| `obfuscated_text` | White text, which does not show on a white page | Word | Reported | Removed |
| `small_text` | Text 1.5 points or smaller | Word | Reported | Removed |
| `hidden_sheets` | Hidden and very hidden worksheets | Excel | Reported | Removed |
| `hidden_rows_columns` | Hidden rows and columns | Excel | Reported | Reported |
| `hidden_slides` | Slides marked hidden | PowerPoint | Reported | Removed |
| `off_slide_content` | Shapes placed outside the slide, which never show | PowerPoint | Removed | Removed |
| `hidden_layers` | PDF layers that are switched off | PDF | Reported | Reported |
| `unapplied_redactions` | Redactions marked in a PDF but never applied, so the text is still there | PDF | Applied | Applied |
| `improper_redaction` | Text under a dark box that only covers it on screen | PDF | Reported | Reported |
| `pivot_caches` | The copy of source data a pivot table keeps | Excel | Removed | Removed |
| `scenarios` | What-if scenarios | Excel | Removed | Removed |
| `custom_views` | Saved custom views | Excel | Removed | Removed |
| `unused_layouts` | Slide layouts no slide uses | PowerPoint | Removed | Removed |
| `glossary` | Building blocks and AutoText entries stored in the document | Word | Removed | Removed |

## Links and automation

What connects the document to the firm's systems, or runs on its own.

| Type | What it is | Formats | `standard` | `strict` |
| --- | --- | --- | --- | --- |
| `document_variables` | Variables a template or add-in stored, often from a document management system | Word | Removed | Removed |
| `sensitive_fields` | Fields that show a file name, path, user name or property, converted to their text | Word | Converted | Converted |
| `attached_template` | The path of the template the document is attached to, other than Normal | Word | Reset | Reset |
| `attached_schema` | XML schemas attached to the document | Word | Removed | Removed |
| `mail_merge` | A mail merge's data source and its path | Word | Removed | Removed |
| `smart_tags` | Smart tags | Word | Removed | Removed |
| `custom_xml` | Custom XML parts, often from a document management system or add-in | Word, Excel, PowerPoint | Removed | Removed |
| `custom_xml_bound` | Custom XML that content controls on the page are bound to | Word, Excel, PowerPoint | Kept | Removed |
| `internal_links` | Links to files on a network or local drive | Word, Excel, PowerPoint, PDF | Reported | Unlinked |
| `external_links` | Links to other workbooks | Excel | Reported | Unlinked |
| `data_connections` | Connections to databases and other data sources | Excel | Removed | Removed |
| `defined_names` | Hidden names, broken (#REF!) names, and names that point into other workbooks | Excel | Removed | Removed |
| `formulas` | Formulas, whose results the cleaner leaves as they are | Excel | Reported | Reported |
| `file_path` | The folder the workbook was saved in | Excel | Removed | Removed |
| `file_sharing_user` | The user who protected the workbook for sharing | Excel | Removed | Removed |
| `tags` | Tags add-ins stored on slides and shapes | PowerPoint | Removed | Removed |
| `macros` | VBA macros | Word, Excel, PowerPoint | Reported | Removed |
| `custom_ui` | Custom ribbon and toolbar definitions | Word, Excel, PowerPoint | Removed | Removed |
| `web_extensions` | Office add-ins stored with the document | Word, Excel, PowerPoint | Removed | Removed |
| `javascript` | JavaScript in a PDF | PDF | Removed | Removed |
| `open_action` | An action a PDF runs when it opens | PDF | Removed | Removed |
| `form_fields` | PDF form fields | PDF | Kept | Flattened |

## File contents

Everything else inside the file.

| Type | What it is | Formats | `standard` | `strict` |
| --- | --- | --- | --- | --- |
| `thumbnail` | A preview image of the first page | Word, Excel, PowerPoint | Removed | Removed |
| `page_thumbnails` | Preview images of a PDF's pages | PDF | Removed | Removed |
| `printer_settings` | Printer settings, which can name a printer on the network | Word, Excel, PowerPoint | Removed | Removed |
| `xml_comments` | Comments inside the file's XML, which no reader shows | Word, Excel, PowerPoint | Removed | Removed |
| `tool_markup` | Markup that editing and document management tools add to the XML | Word | Removed | Removed |
| `unused_media` | Pictures and media nothing in the document shows | Word, Excel, PowerPoint | Removed | Removed |
| `embedded_objects` | Documents embedded inside the document, each cleaned the same way | Word, Excel, PowerPoint | Cleaned | Cleaned |
| `attachments` | Files attached to a PDF | PDF | Removed | Removed |
| `image_metadata` | EXIF and other metadata inside pictures: camera, location, dates | Word, Excel, PowerPoint, PDF | Removed | Removed |

## Left in place

What a reader sees or relies on, which a clean never changes.

| Type | What it is | Formats | `standard` | `strict` |
| --- | --- | --- | --- | --- |
| `document_numbers` | Document numbers and file paths shown in a header or footer, which are visible text | Word | Reported | Reported |
| `protection` | Editing restrictions and passwords | Word, Excel, PowerPoint | Kept | Kept |
| `signatures` | Digital signatures | PDF | Kept | Kept |
| `bookmarks` | PDF bookmarks | PDF | Kept | Kept |

## Warnings

`metadata_report.warnings` names what a clean left for a person to decide, each with its type
and a message to pass on to whoever sends the document. Among them:

- **A signed PDF.** Any change to a signed PDF means its signature no longer verifies.
- **Text under a dark box.** The box hides the text on screen, but the text is still in the
  file. Redact it properly before sending.
- **Document numbers.** A header or footer shows a document number or file path. It is
  visible text, so it was left in place.
- **White text over a picture or page colour.** It may be legible, so it was left in place.
- **Links to file paths or internal sites**, left in place under `standard`.
- **Hidden rows and columns**, left in place because removing them would move cells that
  formulas point at.
- **Macros removed**, so the file is now a macro-free document.

## Related

- [Files](/developers/rest/files#clean-metadata): the request and response
- [Data handling](/developers/reference/data-handling): what is kept, and for how long