To check a document’s metadata, inspect its properties and hidden content in the application that opens it. To verify its file hash, calculate a SHA-256 digest and compare it with a checksum obtained from a source you trust. These checks answer different questions: metadata reveals information stored in or associated with a document, while a hash comparison checks whether its bytes match a reference. Neither check alone proves who created or issued the file.
What metadata and a file hash can tell you
| Check | What it examines | What you need to interpret it | What it can support |
|---|---|---|---|
| Metadata inspection | Document properties and, where supported, hidden content | Context about the application and file | Finds information such as author or comments that may be stored with a document |
| SHA-256 hash comparison | The file’s bytes, represented by a digest | A trusted reference checksum for comparison | Shows whether the checked file matches the reference value |
| Signature or certification validation | Signature evidence associated with a document | A signature or certification that can be validated | Can provide evidence about signer identity and whether the document changed after certification |
A hash is useful only in relation to a reference value: calculating one without a trusted checksum gives you a value to record, not proof of origin. A match shows correspondence with the reference under the hash algorithm, but does not establish that the reference itself is trustworthy.
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How to check a digital document’s metadata in Word
Word for Microsoft 365 desktop
- Open the document in Word for Microsoft 365 desktop.
- Select File > Info > Check for Issues > Inspect Document.
- Choose the categories you want Word to inspect, then review the findings before taking action.
Properties may include the author, subject, title, last-saved user, and creation date. The Document Inspector can also report comments, revision marks, versions, annotations, document properties and personal information, hidden text, custom XML, and invisible content.
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Word for Mac and Word for the web
In Word for Mac, view or edit properties through File > Properties. Microsoft says Word for Mac does not include the Document Inspector. Microsoft’s guidance also says Word for the web does not support viewing or changing document properties. See Microsoft’s instructions for viewing or changing Office file properties.
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Understand the limits of inspection
An inspection is not a guarantee that every concealed element will be detected. Microsoft notes, for example, that the Document Inspector cannot detect text hidden by methods such as white text on a white background. Findings also need context: a property or revision mark may be ordinary document history rather than evidence of misconduct. Microsoft describes the Inspector’s categories and limitations in its guidance on inspecting documents for hidden data and personal information.
Remove hidden information safely before sharing
If your aim is to remove personal or hidden information, work on a copy. Microsoft cautions that content removed by the Document Inspector may not be recoverable with Undo. Inspect the copy, select only the categories you intend to remove, and inspect it again afterward to review what remains.
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How to calculate and compare a SHA-256 file hash
Use the command for your operating system, replacing file with the actual filename or path. Apache publishes these examples for checking downloaded files:
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- Obtain the expected SHA-256 checksum from a source you trust, such as the publisher of the original file.
- Run the appropriate command on the file you received or downloaded.
- Compare the calculated digest with the trusted published checksum. If they differ, the file does not match that reference; do not treat it as a verified copy.
Apache’s instructions describe the essential comparison: compute the checksum of the downloaded file, then compare it with the checksum published for the original. A hash is calculated from file contents, so even a small change to the bytes produces a different value. The commands and comparison approach are documented in Apache’s release-verification guidance.
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When to check a digital signature or certification
If you need evidence about who signed or certified a document, a matching hash is not enough. For signed government PDFs, the U.S. Government Publishing Office explains that users can inspect the visible seal and signature properties to assess whether the certification is valid, whether the document has been modified since certification, and whether the signer’s identity was valid when the signature was applied. See GPO’s authentication guidance.
Keep the claims distinct: metadata helps you inspect document properties and some hidden content; a hash comparison checks byte-level agreement with a reference; signature validation addresses signer and certification evidence. A document’s context matters too: NIST’s Digital Investigation Techniques: A NIST Scientific Foundation Review, published November 21, 2022, notes that digital investigation methods rely on established computer science methods when used appropriately, and that the meaning of digital artifacts can change as software is revised.
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