Understanding What PDF Metadata Is

Metadata is useful for keeping your PDFs organized, searchable, and compliant with accessibility or industry standards. Imagine trying to find a report in a sea of documents—metadata can help you locate the exact file you need. It also plays a role in professional settings, ensuring your files meet privacy and accessibility requirements.

Understanding how to view, change, or remove metadata gives you control over your PDFs, whether for organization, privacy, or compliance.

A Quick Look at PDF Metadata

Metadata might sound technical, but it’s really just the basic details about a file. The most common fields include the document’s title, author, subject, keywords, creation date, and modification date. These fields are stored directly within the structure of the PDF file.

The purpose of metadata goes beyond file identification. It makes documents easier to sort, search, and manage, especially in large collections. Metadata also improves accessibility by giving screen readers and search engines more context about the document’s contents.

For example, a well-tagged report with relevant keywords will be much easier to locate in a document management system than one with blank or generic metadata fields.

Viewing PDF Metadata

The first step in managing PDF metadata is knowing how to find it. Viewing metadata is simple and can be done using most PDF viewers. In Preview on macOS, go to “Show Inspector” under “Tools.” On Windows, you can use Chrome or Edge browsers. Open the PDF in either browser:

• In Chrome, click on the kebab menu (or three dot menu) in the top right corner. Select “Document properties” to reveal basic metadata.
• In Edge, click the gear icon in the top right and select “View document properties” to view the metadata.

Some viewers only show some metadata, but with Smallpdf you can easily see all the metadata in a PDF. Simply upload your document to our PDF to Word converter. Once converted, open the Word file and go to the “Properties” section under the “File” tab. Here, you’ll find a detailed breakdown of the metadata fields under the “Summary” tab.

Editing PDF Metadata

Sometimes, metadata isn’t quite right. Maybe it’s missing details, contains outdated information, or just needs some polishing. Editing metadata helps ensure your documents are both accurate and useful.

Steps to Edit PDF Metadata Using Microsoft Word

1. Upload your PDF to the PDF to Word tool.
2. Once converted, open the Word file.
3. Head to the “File” menu and click on “Properties.”
4. Update fields like title, author, or subject under “Summary.”
5. Save your changes and convert the file back to PDF. Easy!

Removing or Clearing Out Unwanted Metadata

As valuable as metadata is, there might be times when it needs to be removed entirely, especially when dealing with sensitive information. If you’re sharing a document publicly or need to comply with privacy regulations, clearing metadata is a smart move.

Reasons to Remove Metadata

Metadata often contains more information than you realize. It can include details like the name of the person who created the file, the software used, or the time and date it was last edited. The comments field could contain even more confidential information only applicable internally. This might not be a big deal for personal files, but for professional or public-facing documents, it could pose privacy risks.

We have previously detailed 3 different—but incredibly easy—ways to remove some or all metadata.

PDF Metadata and Accessibility Compliance

Metadata isn’t just about keeping files tidy; it’s also an important part of accessibility. Properly formatted metadata ensures PDFs are compatible with screen readers and other assistive technologies, making them more user-friendly for individuals with disabilities.

Including metadata such as descriptive titles, relevant keywords, and clear subject lines is essential for accessibility and can also support compliance with standards like Section 508. These standards ensure that electronic documents are accessible to everyone, including individuals with disabilities.

Best Practices for Managing PDF Metadata

Managing metadata effectively comes down to a few simple principles. First, establish a standardized approach to metadata, and follow it consistently. Don’t only decide what fields need to be filled in. Also ensure titles and keywords are meaningful. A title like “Meeting_Notes” isn’t as helpful as “Q1 Strategy Meeting Notes.”

Finally, always check your metadata before sharing a file. Ensure that sensitive or irrelevant details are removed to protect privacy and maintain professionalism.

FAQs About PDF Metadata

Can PDF metadata be edited?

Absolutely! With tools like Smallpdf’s PDF to Word converter and Microsoft Word, it’s super simple to view and update metadata fields. Whether it’s fixing a typo, adding missing keywords, or changing the author’s name, you’ve got plenty of options to make your files neat and organized. If you’re using macOS, you can also turn to Preview, but only for adding or editing keywords.

How do I remove the created and modified date of a PDF?

Unfortunately, removing the created and modified dates from a PDF is not possible. If you have the original Word file, you can modify them by saving the document as a PDF again. If you only have a PDF, use our PDF Converter to change it to Word format and then back to PDF. The created and modified date will now be the date on which you did this.

Why do you need PDF metadata?

Metadata makes your documents easier to find, search, and share—especially when you’ve got a mountain of files to sift through. It is also useful for recording the date and details of any edits. Plus, it’s a must for meeting compliance and accessibility standards. Without metadata, your files might end up lost in the shuffle.

Can you track who made a PDF?

Sort of! Metadata can tell you details like who created the file and what software was used, but it doesn’t give you a complete history of edits. For that, you’d need version control software or collaborative tools that log every change.

Where is PDF metadata stored?

It’s tucked away inside the file itself, usually in the properties or metadata stream section. You won’t see it on the page, but it’s there, working behind the scenes to help organize and identify your document. It’s like metadata on a web page; search engines can see it, but you can’t unless you select “View Page Source.”