Free tools Windows power users keep installed
One-click scans. No signup required.
To prepare a document for submission, work on a copy, remove unwanted review markup and hidden content with the document editor’s inspection tools, and then check the final file as the recipient will see it. Hiding tracked changes is not the same as deleting them, and exporting to PDF does not by itself prove that hidden information has been removed.
Start with a copy and decide what must be removed
Keep the editable original unchanged and clean a separate copy. This matters especially in Word: Microsoft warns that Document Inspector removals may not be recoverable with Undo. Before removing anything, decide what the recipient should receive: final text only, an editable file, comments or suggestions, or a document with identifying properties removed.
As an Amazon Associate I earn from qualifying purchases.
There are two different jobs: cleaning visible formatting, such as fonts or highlighting, and removing information, such as comments, tracked edits, document properties, or concealed text. A visual tidy-up does not establish that review artifacts or metadata are gone.
The Tool Desk
Outbyte Driver Updater FREEScan for outdated or missing drivers - takes under a minuteDriver Scan →Outbyte PC Repair FREEClear out junk files and repair common Windows errorsFree Scan →Remove hidden content in Microsoft Word
- Save a copy. Open the copy you intend to submit, not the untouched original.
- Open the inspector. In supported Word versions, use File > Info > Check for Issues > Inspect Document.
- Choose what to inspect. Select the categories relevant to your handoff, then select Inspect.
- Review the findings. Use Remove All only for categories you have checked and want removed. Microsoft’s inspector can report comments, tracked revision marks, versions and ink annotations; document properties and personal information; headers, footers and watermarks; text formatted as hidden; custom XML; and invisible content. See Microsoft’s Document Inspector guidance.
- Inspect again or close the inspector, then review the document visually. Check the pages and any suspicious text, shapes, headers, footers, or background colors.
Know what the inspector can miss
Document Inspector is not a comprehensive forensic scrubber. Microsoft says its Hidden Text check does not detect text concealed by other methods, such as white text on a white background. Its Invisible Content check does not detect objects covered by other objects. A manual visual review is therefore important even after the inspector reports no findings. The inspector’s availability also depends on platform and version: Microsoft says Word for Mac does not have Document Inspector. Check your app’s own options; some properties can still be viewed or changed in the desktop app. See Microsoft’s platform guidance.
#1 Best Overall
- PORTABLE SCANNER FOR USE ON-THE-GO — The fastest and lightest mobile single-sheet-fed compact document scanner in its class¹
- QUICK DOCUMENT SCANNING ― This Epson ultra-fast scanner scans a single page as quickly as 5.5 seconds²; Windows and Mac compatible
- VERSATILE PAPER HANDLING ― Portable scanner scans documents up to 8.5 x 72 in; Also easily digitizes receipts and ID cards to make accounting, bookkeeping, and organizing simpler
- INTUITIVE, HIGH-SPEED SOFTWARE — Epson ScanSmart Software³ is a smart tool allowing you to easily scan, review, and save; Stay organized easily with the help of this Epson scanner
- EASY SETUP — USB-powered connect to your computer for quick and simple scanning; No batteries or external power supply required to operate portable document scanner; Standard Connectivity: USB 2.0
Resolve tracked changes and comments
In Word, changes hidden from view may still be present in the file. Review each tracked edit and accept or reject it to remove the markup permanently. Use an accept-all or reject-all command only if you have decided that every change should be treated the same way. Comments are separate from tracked edits; review or remove them if they are not intended for the recipient. Microsoft explains the distinction in its guidance on tracking changes in Word.
Google Docs handles proposed edits as suggestions. Accept or reject the intended suggestions individually or all at once before submission. Converting between Office files and Google Docs changes tracked edits into suggestions, or suggestions into tracked edits when converted back; conversion itself does not resolve them. See Google’s instructions for suggesting edits.
Rank #2
- FAST SPEEDS - Scans color and black and white documents a blazing speed up to 16ppm (1). Color scanning won’t slow you down as the color scan speed is the same as the black and white scan speed.
- ULTRA COMPACT – At less than 1 foot in length and only about 1. 5lbs in weight you can fit this device virtually anywhere (a bag, a purse, even a pocket).
- READY WHENEVER YOU ARE – The DS-640 mobile scanner is powered via an included micro USB 3. 0 cable allowing you to use it even where there is no outlet available. Plug it into you PC or laptop and you are ready to scan.
- WORKS YOUR WAY – Use the Brother free iPrint&Scan desktop app for scanning to multiple “Scan-to” destinations like PC, Network, cloud services, Email and OCR. (2) Supports Windows, Mac and Linux and TWAIN/WIA for PC/ICA for Mac/SANE drivers. (3)
- OPTIMIZE IMAGES AND TEXT – Automatic color detection/adjustment, image rotation (PC only), bleed through prevention/background removal, text enhancement, color drop to enhance scans. Software suite includes document management and OCR software. (4)
Clean up a Google Docs file and its history
Make a clean copy without comments or suggestions
When making a copy in Google Docs, check the copy dialog for the option to include comments and suggestions, including resolved comments. Leave it off if the recipient should get only the final text. A copy is not a substitute for reviewing the content and its history. Google’s file creation and download instructions also cover downloading in other formats. For large documents in Chrome, Google describes PDF export using File > Print > Save as PDF.
Review version history separately
Suggestions and version history are different. If older versions or unnamed versions should not remain available, the file owner can open version history and delete them. Google warns that deleting version history is permanent and cannot be undone, so preserve anything you need before taking that step. Follow Google’s version-history guidance.
Rank #3
- FAST DOCUMENT SCANNING — Document scanner with feeder allows you to speed through stacks with a 50-sheet Auto Document Feeder (ADF); Efficient office scanner to help you scan more productively
- INTUITIVE, HIGH-SPEED SOFTWARE — Quickly scan with this desktop document scanner; Epson ScanSmart Software lets you easily preview scans, email files, upload to the cloud, and more; Plus, automatic file naming saves even more time
- SEAMLESS INTEGRATION — Easily incorporate your data into most document management software with the included TWAIN driver; Office document scanner integrates seamlessly with business workflows
- EASY SHARING — Duplex scanner allows you to scan straight to email or popular cloud storage2 services like Dropbox, Evernote, Google Drive, and OneDrive for simple storage and sharing
- SIMPLE FILE MANAGEMENT — Scanner allows the creation of searchable PDFs with Optical Character Recognition (OCR) and convert scans to editable Word or Excel files effortlessly; Designed for home and office document scanning
Check access, redactions, and the actual submitted file
For a shared Google Drive file, check access as well as contents. Set general access to Restricted when appropriate, and review whether viewers or commenters can download, print, or copy the file. Those actions may be allowed by default unless the owner changes the settings. See Google’s file-sharing guidance.
If you are redacting sensitive information, remove the underlying information completely. Do not rely on a black box, white text, or another visual treatment that merely covers or disguises it. Google Search Central warns that documents can expose information through change history and metadata, and says information intended for redaction must be completely removed before publication. See Google’s redaction guidance.
Rank #4
- Scanner type: Document
- Connectivity technology: USB
- With Auto Scan Mode, the scanner automatically detects what you're scanning
- Digitize documents and images
Finally, inspect the file you will actually submit. Open the exported PDF or other final format and check the rendered pages; an export is a conversion, not a universal guarantee that hidden information has been sanitized. Follow the receiving organization’s file-submission rules, especially for sensitive material.
Quick Recap
Best Value
- OUR MOST ADVANCED SCANSNAP. Large touchscreen, fast 45ppm double-sided scanning, 100-sheet document feeder, Wi-Fi and USB connectivity, automatic optimizations, and support for cloud services. Upgraded replacement for the discontinued iX1600
- CUSTOMIZABLE. SHARABLE. Select personalized profiles from the touchscreen. Send to PC, Mac, mobile devices, and clouds. QUICK MENU lets you quickly scan-drag-drop to your favorite computer apps
- STABLE WIRELESS OR USB CONNECTION. Built-in Wi-Fi 6 for the fastest and most secure scanning. Connect to smart devices or cloud services without a computer. USB-C connection also available
- PHOTO AND DOCUMENT ORGANIZATION MADE EFFORTLESS. Easily manage, edit, and use scanned data from documents, receipts, photos, and business cards. Automatically optimize, name, and sort files
- AVOIDS PAPER JAMS AND DAMAGE. Features a brake roller system to feed paper smoothly, a multi-feed sensor that detects pages stuck together, and skew detection to prevent paper damage and data loss
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
