# Compression Matrix Source: https://docs.okatee.com/essentials/compression-matrix Compression capabilities for each supported document type ### What is compressed in each document type? Compression is a licensed feature that reduces file size before attaching to your email. | Type | Metadata Compression | Zip Compression | Lossless Image Compression | | ----------- | -------------------- | --------------- | -------------------------- | | PDF (PDF/A) | Supported | | | | DOC | Supported | | | | DOCX | Supported | Supported | Supported | | XLS | Supported | | | | XLSX | Supported | Supported | | | PPT | Supported | | | | PPTX | Supported | Supported | Supported | | JPG (JPEG) | Supported | | Supported | | PNG | Supported | | Supported | DOC, XLS, and PPT refer to the legacy Microsoft Office binary formats (97-2003). DOCX, XLSX, and PPTX refer to the modern XML-based Office Open XML formats (2007+). # FAQ Source: https://docs.okatee.com/essentials/faq Frequently Asked Questions about Okatee ## FAQ ### What file types does Okatee support? Okatee supports all modern and legacy Microsoft Office formats, PDF, and common image types: * **Word**: DOC, DOCX * **Excel**: XLS, XLSX * **PowerPoint**: PPT, PPTX * **PDF**: PDF (including PDF/A) * **Images**: JPG/JPEG, PNG See the [Metadata Matrix](/essentials/metadata-matrix) for a detailed breakdown of which metadata fields are removed per format. ### How do I upload files normally, without removing metadata? Okatee preserves the original Gmail **Attach Files** icon for normal file uploads. Use that button whenever you want to send a file without metadata removal. ### What is the difference between the free and licensed versions? The free version allows up to 10 metadata cleans per day. A license is required for business or commercial use and unlocks unlimited cleans, bulk clean, bulk PDF, convert to PDF, and compression. See the [License](/essentials/license) page for a full comparison. ### After I activated my license, I don't see the Convert to PDF feature. Go to the extension settings and toggle the switches for Convert to PDF. You may need to restart your browser for the changes to take effect. Settings Window ### How do I request additional supported file types and features? Email [features@okatee.com](mailto:features@okatee.com) with your detailed request. ### How do I get software updates to the Okatee extension? The Okatee extension updates automatically when a new version is released. These updates will occur daily. Nothing is required on your part. If you need to update immediately and bypass automatic updates, follow these steps: 1. Navigate to `chrome://extensions` in your browser. 2. Click on **Developer mode** in the top-right corner. 3. Find the Okatee extension and click **Update**. ### I lost my license key. How do I retrieve it? Visit [keyforge.dev/portal/request](https://keyforge.dev/portal/request) and enter the email address you used when purchasing your license. A portal access link will be sent to your email, allowing you to view and manage all of your licenses. ### License activation issues Ensure that you have entered the license key exactly as provided in the email. If the problem persists, contact [support@okatee.com](mailto:support@okatee.com). Check your internet connection and try again. If the issue continues, verify that your license key is valid and not expired. Ensure that you have the latest version of the Chrome extension installed. Go to the Chrome Web Store and update if necessary. # Organization-wide Installation Source: https://docs.okatee.com/essentials/google-workspace-installation Step-by-step guide to install a Chrome Extension for all users in Google Workspace ## Introduction This guide will walk you through the steps to install the Metadata Scrubbing Tool for Gmail Chrome Extension globally in your Google Workspace environment. ## Prerequisites Before you begin, ensure you have the following: * Admin access to your Google Workspace account * The Chrome Web Store URL of the Metadata Scrubbing Tool for Gmail extension ## Step-by-Step Instructions ### Step 1: Access the Admin Console 1. Go to the [Google Admin console](https://admin.google.com/). 2. Sign in using your administrator account (does not end in @Gmail.com). ### Step 2: Navigate to Apps 1. From the Admin console Home page, go to **Apps**. 2. Click on **Google Workspace**. 3. Select **Chrome**. ### Step 3: Manage Extensions 1. In the Chrome management section, click on **Apps & extensions**. 2. Select **Users & browsers**. ### Step 4: Add the Extension 1. At the top, click on the **+** button to add the Chrome app or extension. 2. Select **Add from Chrome Web Store**. 3. In the search bar, type "Metadata Scrubbing Tool for Gmail" and press Enter. 4. Select the extension from the search results. ### Step 5: Configure Extension Settings 1. Choose how the extension will be installed: * **Force Install**: Automatically installs the extension for all users. * **Allow Install**: Allows users to install the extension on their own. 2. Click **Save** to apply the settings. ### Step 6: Verify Installation 1. Instruct users to restart their browsers. 2. Verify that the extension has been installed and is visible in the Chrome toolbar. ## Troubleshooting Here's how to solve some common problems when installing the extension globally. Ensure that you selected the correct organizational unit in the Admin console. Verify that the extension is set to force install. Check the permissions and settings of the extension in the Admin console. Ensure there are no conflicting policies. Make sure you have a stable internet connection and try the installation process again. Contact Google Support if the issue persists. ## Additional Resources * **Google Workspace Help Center**: Comprehensive guides and support for Google Workspace administrators. * **Chrome Enterprise Help**: Detailed documentation on managing Chrome apps and extensions. * **Support**: Contact our support team for any issues or questions. ## Conclusion Installing the Metadata Scrubbing Tool for Gmail Chrome Extension globally in Google Workspace helps ensure that all users benefit from enhanced email security. Follow the steps outlined in this guide to streamline the installation process. # License Source: https://docs.okatee.com/essentials/license Compare free and licensed features, and activate your Okatee license ## Free vs Licensed Okatee offers core metadata removal at no cost. A licensed plan unlocks additional capabilities required for professional and commercial use. | Feature | Free | Licensed | | ----------------------------------------------------------------------- | :--------------: | :-------------: | | Metadata removal from supported file types | Up to 10 per day | Unlimited | | Supported file formats (DOC, DOCX, XLS, XLSX, PPT, PPTX, PDF, JPG, PNG) | Supported | Supported | | Business and commercial use | | Supported | | Bulk Clean (multiple files at once) | | Supported | | Bulk PDF (batch convert to PDF) | | Supported | | Convert to PDF | | Supported | | Compression | | Supported | | Access to the online portal for metadata removal | | Supported | | Email support (24-hour response time) | | 1 year included | A license is required for any business or commercial use of Okatee. ## License Activation Follow these steps to activate your license and unlock the full feature set. ### Step-by-Step Instructions 1. **Pin the Extension to the Toolbar**: * Click the **puzzle** icon in the Chrome toolbar. * Find the Okatee extension in the list and click the **pin** icon next to it. 2. **Open the Extension**: * Click the Okatee extension icon in the browser toolbar. 3. **Navigate to the License Tab**: * Click the Okatee icon in the toolbar, then select the **License** tab. 4. **Enter Your License Key**: * Enter your license key (format: `XXXXX-XXXXX-XXXXX-XXXXX-XXXXX`) and the email address used at purchase. * Click **Activate**. Settings Window 5. **Verify Licensed Features**: * **Bulk Clean**: Available in the **Batch** tab. Drag and drop multiple files to remove metadata at once, then download the cleaned versions. * **Bulk PDF**: Available in the **Batch** tab under **Convert to PDF**. Drag and drop Office files to convert them to PDF. * **Convert to PDF**: Enable in the **Preferences** tab to add a **Convert to PDF** button to Gmail compose windows. * **Compression**: Automatically compresses documents to reduce file size. Compose Window For a full reference of every setting and batch operation, see the [Settings](/essentials/settings) page. ### Retrieve a Lost License Key If you have lost your license key, you can retrieve it through the Keyforge license portal. Enter the email address you used at purchase and a portal access link will be sent to you. Visit [keyforge.dev/portal/request](https://keyforge.dev/portal/request) and enter your email to receive a link to manage your licenses and retrieve your key. # Metadata Matrix Source: https://docs.okatee.com/essentials/metadata-matrix Metadata removal capabilities for different document types ## Supported File Types Okatee supports metadata removal for all modern and legacy Microsoft Office formats, PDF, and common image types. The tables below are wide. Scroll horizontally to see all metadata fields. ### Microsoft Word | Format | Author | Title | Manager | Company | Category | Keywords | Date Created | Last Updated Date | Last Modified Date | Last Printed Date | Tracked Changes | Comments | Hidden Text | | ------ | --------- | --------- | --------- | --------- | --------- | --------- | ------------ | ----------------- | ------------------ | ----------------- | --------------- | --------- | ----------- | | DOC | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | | | DOCX | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | ### Microsoft Excel | Format | Author | Title | Manager | Company | Category | Keywords | Date Created | Last Updated Date | Last Modified Date | Last Printed Date | Tracked Changes | Comments | | ------ | --------- | --------- | --------- | --------- | --------- | --------- | ------------ | ----------------- | ------------------ | ----------------- | --------------- | --------- | | XLS | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | | XLSX | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | ### Microsoft PowerPoint | Format | Author | Title | Manager | Company | Category | Keywords | Date Created | Last Updated Date | Last Modified Date | Last Printed Date | Tracked Changes | Comments | | ------ | --------- | --------- | --------- | --------- | --------- | --------- | ------------ | ----------------- | ------------------ | ----------------- | --------------- | --------- | | PPT | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | | PPTX | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | ### PDF | Format | Author | Title | Subject | Keywords | Manager | Date Created | Last Modified Date | Last Printed Date | Creator | Producer | | ----------- | --------- | --------- | --------- | --------- | --------- | ------------ | ------------------ | ----------------- | --------- | --------- | | PDF (PDF/A) | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | Supported | ### Images | Format | EXIF Data | XMP Data | IPTC Data | | -------- | --------- | --------- | --------- | | JPG/JPEG | Supported | Supported | Supported | | PNG | Supported | Supported | Supported | Tracked changes include insertions, deletions, moved text, and formatting changes. DOC, XLS, and PPT refer to the legacy Microsoft Office binary formats (97-2003). DOCX, XLSX, and PPTX refer to the modern XML-based Office Open XML formats (2007+). # Security Overview Source: https://docs.okatee.com/essentials/security Understanding the security features of the Metadata Scrubbing Tool for Gmail ## Introduction The Metadata Scrubbing Tool for Gmail is designed to enhance the security of your email communications by removing potentially sensitive metadata from your email attachments. This overview covers the key security features and best practices for using the tool. ## Key Features ### Metadata Removal The primary function of the tool is to seamlessly remove metadata from email attachments. Metadata can include information such as the author's name, file creation date, and document history, which could potentially expose sensitive information. * **Seamless Scrubbing**: Offered by the Okatee Chrome Extension, which seamlessly removes metadata from attachments before sending. * **Manual Scrubbing**: Offered within Microsoft products and is a tedious process to remove metadata. ### Secure Configuration * **Extension Enabled**: Always ensure the extension is enabled and you click "Attach and Clean" before sending attachments. * **Convert to PDF**: Upgrade to the licensed version to convert Office documents to PDF before sending, which will remove additional metadata. ### Our Commitment to Security We are committed to protecting your privacy and ensuring the security of your data. We never store or access your email content or attachments. All user data in transit is encrypted using TLS1.3 and AES-256. # Settings Source: https://docs.okatee.com/essentials/settings Configure file types, tracked changes warnings, batch operations, and license activation The Okatee extension settings are accessible by clicking the Okatee icon in the Chrome toolbar. The settings panel has three tabs: **Preferences**, **Batch**, and **License**. ## Preferences Tab The Preferences tab controls which file types Okatee processes and how it handles tracked changes and comments. Changes to preferences may require a browser restart to take effect. ### Office Documents Enable or disable metadata removal for Microsoft Office files: DOC, DOCX, XLS, XLSX, PPT, and PPTX. When disabled, Office files will be attached without metadata removal. When enabled, Okatee displays a confirmation dialog if tracked changes or comments are detected in a document before removing them. When disabled, tracked changes and comments are always removed silently. This setting is only available when Microsoft Office processing is enabled. ### PDF Enable or disable metadata removal for PDF files, including PDF/A documents. ### Multimedia Enable or disable metadata removal for JPG and JPEG image files. Removes EXIF, XMP, and IPTC data. Enable or disable metadata removal for PNG image files. Removes EXIF, XMP, and IPTC data. ### Archive Enable or disable metadata removal for ZIP archives. When enabled, Okatee processes the contents of ZIP files to remove metadata from supported file types within the archive. ### License Required Adds a **Convert to PDF** button next to the **Attach and Clean** button in the Gmail compose window. Converts Microsoft Office files (Word, Excel, PowerPoint) to PDF format. Requires a valid license to enable. All file type settings are enabled by default. If you want to attach a file without metadata removal, use Gmail's built-in **Attach Files** button instead of Okatee's **Attach and Clean** button. *** ## Batch Tab The Batch tab provides drag-and-drop interfaces for processing multiple files at once outside of Gmail. Both batch operations require a valid license. The Batch tab has two sub-tabs: ### Clean Metadata Remove metadata from multiple files in a single operation. Drag files into the drop zone or click to select them. Okatee processes each file and displays results with download links for the cleaned versions. Supports all file types enabled in your Preferences. ### Convert to PDF Convert multiple Microsoft Office files (Word, Excel, PowerPoint) to PDF. Drag files into the drop zone or click to select them. Each file is converted and made available for download. Requires the Microsoft Office setting to be enabled in Preferences. Both batch operations display a progress list showing: * File name and processing status * Original and output file sizes * Individual download links for each processed file *** ## License Tab The License tab displays your current license status and allows you to activate or deactivate your license key. ### Activating a License 1. Enter your **license key** (format: `XXXXX-XXXXX-XXXXX-XXXXX-XXXXX`). 2. Enter the **email address** associated with your purchase. 3. Click **Activate**. Once activated, the tab displays your license status, associated email, and last validation date. ### Managing Your License * **Re-validate**: Manually re-validate your license if needed. Okatee also validates automatically on a periodic basis. * **Deactivate**: Remove the license from this device. This frees the seat for use on another machine. * **Version**: The current extension version is displayed at the bottom of the License tab. If you have lost your license key, visit [keyforge.dev/portal/request](https://keyforge.dev/portal/request) and enter the email address you used at purchase. A portal access link will be sent to you to retrieve your key. For a comparison of free and licensed features, see the [License](/essentials/license) page. # Update Instructions Source: https://docs.okatee.com/essentials/update How to update the Okatee extension The Okatee extension is designed to check for updates and install them automatically every hour. This ensures you are always using the latest version with the newest features and security enhancements. The Okatee extension updates automatically when a new version is released. These updates will occur daily. Nothing is required on your part. If you need to update immediately and bypass automatic updates, follow these steps: 1. Navigate to `chrome://extensions` in your browser. 2. Click on **Developer mode** in the top-right corner. 3. Find the Okatee extension and click **Update**. #### Additional Information * **Why Update Manually?**: Although the extension updates automatically, there might be instances where you want to ensure you have the latest features or security patches without waiting. * **Developer Mode**: Enabling Developer mode is safe to use for the purpose of updating extensions. It allows you to manually control and inspect installed extensions. Regular updates ensure the extension performs optimally and securely. Always keep your extensions up-to-date. # Usage Instructions Source: https://docs.okatee.com/essentials/usage Using the extension inside the Gmail compose window Okatee integrates directly into Gmail compose windows, providing one-click metadata removal for all supported file types. ## Supported File Types DOC, DOCX, XLS, XLSX, PPT, PPTX, PDF, JPG/JPEG, and PNG. ## Sending Clean Attachments 1. **Compose an Email**: Okatee inserts an **Attach and Clean** button into every Gmail compose window. Compose Window 2. **Select Files**: Click the **Attach and Clean** button and choose the documents you want to attach. 3. **Automatic Processing**: Okatee removes metadata from the selected files and attaches the cleaned versions to your email automatically. ## Licensed Features The following features require a valid license. See the [License](/essentials/license) page for details. * **Bulk Clean**: Remove metadata from multiple files at once via the **Batch** tab in the extension settings. Drag and drop files or click to select, then download the cleaned versions. * **Bulk PDF**: Convert multiple Office documents to PDF at once via the **Batch** tab. * **Convert to PDF**: One-click conversion of Office documents to PDF, available as a button next to **Attach and Clean** in the compose window. Enable this in the **Preferences** tab. * **Compression**: Automatically compresses documents to reduce file size before sending. For detailed information on configuring all preferences and batch operations, see the [Settings](/essentials/settings) page. Licensed features become available after entering your license key in the extension settings. If you encounter any issues using Okatee with Gmail: * **Extension is Enabled**: Verify Okatee is enabled in your Chrome browser extensions. * **Browser Compatibility**: Ensure you are using a supported version of Google Chrome. * **Permissions**: If the Attach and Clean button does not appear, enable the required permissions in the extension settings and refresh Gmail. * **Contact Support**: For further assistance, email [support@okatee.com](mailto:support@okatee.com) with detailed information about the issue. # Introduction Source: https://docs.okatee.com/introduction Secure email communications by removing metadata from Gmail attachments ## Overview Okatee is a Chrome extension that removes metadata from email attachments directly within Gmail. It supports all modern and legacy Microsoft Office formats (DOC, DOCX, XLS, XLSX, PPT, PPTX), PDF, and common image types (JPG, PNG). Install the extension from the Chrome Web Store, and every Gmail compose window gains an **Attach and Clean** button that strips metadata before sending. ## Get Started Install and send your first clean attachment Unlock bulk operations, PDF conversion, and commercial use Frequently asked questions Detailed instructions for using Okatee with Gmail Configure file types, batch operations, and preferences Supported file types and metadata fields Compare free vs licensed and activate your key Deploy Okatee across your organization How to update the extension # Quickstart Source: https://docs.okatee.com/quickstart Get up and running with Okatee in minutes ## Installation Follow these steps to install the Okatee Chrome extension and begin removing metadata from your Gmail attachments. ### Step 1: Install from the Chrome Web Store 1. Open [Okatee on the Chrome Web Store](https://chromewebstore.google.com/detail/attachment-metadata-remov/nbledajflacgoplolofjnjmkkaefbpdi/). 2. Click **Add to Chrome**. 3. In the confirmation dialog, click **Add extension**. Chrome will download and install the extension. A notification confirms when it is ready. For organization-wide deployment via Google Workspace, see the [Google Workspace installation guide](/essentials/google-workspace-installation). ### Step 2: Refresh Gmail After installing, **refresh any open Gmail tabs** (press `Ctrl+R` or `Cmd+R`). The Okatee buttons will not appear in compose windows until the page has been reloaded. ### Step 3: Pin the Extension to the Toolbar Pinning the extension gives you quick access to settings, batch operations, and license management. 1. Click the **puzzle** icon (Extensions) in the Chrome toolbar. 2. Locate **Attachment Metadata Removal for Gmail** in the list. 3. Click the **pin** icon next to it. The Okatee icon will now appear permanently in your toolbar. ### Step 4: Review Your Settings Click the Okatee icon in the toolbar to open the settings panel. 1. The **Preferences** tab shows which file types are enabled for metadata removal. By default, all supported types are turned on: * **Office Documents**: DOC, DOCX, XLS, XLSX, PPT, PPTX * **PDF**: PDF (including PDF/A) * **Multimedia**: JPG/JPEG, PNG * **Archive**: ZIP 2. **Tracked changes or comments warning** is off by default. Enable it if you want Okatee to prompt you before removing tracked changes or comments from Office documents. 3. **Convert to PDF** is a licensed feature. Once your license is activated, enable this toggle to add a **Convert to PDF** button to Gmail compose windows. For a full reference of every setting, see the [Settings](/essentials/settings) page. ### Step 5: Activate Your License (Optional) A license is required for business or commercial use and unlocks additional features. If you have a license key: 1. Click the Okatee icon and navigate to the **License** tab. 2. Enter your **license key** and the **email address** used at purchase. 3. Click **Activate**. See the [License](/essentials/license) page for a full comparison of free vs licensed features. ### Step 6: Send Your First Clean Attachment 1. Open Gmail and compose a new email (or reply to an existing one). 2. In the compose window, click the **Attach and Clean** button (added by Okatee). 3. Select one or more files to attach. 4. Okatee removes metadata from each file and attaches the cleaned versions to your email. 5. Send your email with confidence. To attach a file **without** metadata removal, use Gmail's built-in **Attach Files** (paperclip) button instead. ### Step 7: Grant Permissions (If Needed) If the **Attach and Clean** button does not appear in the compose window: 1. Click the Okatee icon in the toolbar. 2. Follow any prompts to grant the required permissions. 3. Refresh Gmail. The button should now appear in all compose windows. *** ## Next Steps Configure file types, tracked changes warnings, and licensed features Detailed instructions for using Okatee with Gmail Compare free vs licensed and activate your key Answers to common questions about Okatee Supported file types and metadata fields Deploy Okatee across your entire organization