Prompt Almanac

Audit beginner Works with: Any AI

Excel Hidden Data and Metadata Check Before Sharing a Workbook

Structured brief Has example

Find hidden sheets, comments and personal information before sending.

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The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.

[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.

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I am about to share an Excel workbook outside my team. What it contains: [CONTENTS]. Who will receive it: [RECIPIENTS]. What must not be shared: [CONFIDENTIAL_ITEMS].

Give a tickable pre-sharing checklist: hidden sheets, rows and columns, very hidden sheets, comments and notes, tracked changes, document properties (author, company, file path), external links, named ranges pointing to other files, data outside the visible area, past versions inside the file, and cell contents hidden by formatting. For each, say how to check [VERIFY menu names] and what to do. Explain the document inspection tool and what it cannot guarantee.

Recommend sending a PDF or a values-only copy where suitable and explain how to make one safely. Final rule: have a second person open the file as the recipient would. If the file must stay editable, write a short note to the recipient saying its purpose, which sheets to use and who to contact. Sharing personal data needs a legal basis and may need approval [VERIFY].

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Optional: type your details and the prompt above updates. Nothing is saved or sent.

Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.

See an example result (fictional data)
Invented findings. Hidden sheets: 2 (Old_Prices, Notes). Comments: 9. Author property: a former employee name. External links: 3 to a personal folder. Rows hidden: 41. Action: delete Old_Prices after confirming, remove comments, clear properties, break links, save a values-only copy and open it as the recipient. After cleaning: hidden sheets 0, comments 0, external links 0, author field blank. Open the copy as the recipient would: check that formulas still show values, that no #REF! errors appear after links were broken, and that the file size has fallen from 6.2 MB to 1.1 MB. Send a values-only copy if the recipient does not need the formulas.

Illustrative only, made-up data. Your results will differ and must be reviewed.

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