How to Password Protect an Excel File? 2 Effective Ways
(Note: This guide on how to Password protect an Excel file is suitable for all Excel versions including Office 365)
In a world where privacy is scarce and the mode of data transfer predominantly being digital, it is imperative that we secure our data with the best protection possible. Although it sounds fictitious to secure data without it being transparent in the digital world, it is possible to secure confidential documents and worksheets for work-related needs.
In this article, I will show you how to password-protect an Excel file in 2 different ways. Let’s dive right in.
You’ll learn:
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Different Ways to Password-Protect an Excel File
To enable password protection, you can adopt a few ways in Microsoft Excel. Let us focus on two methods to protect an Excel file with a password.
Using the Info Tab
To protect your worksheet using the Info tab, create a sample workbook or open an existing workbook to carry out the following process.
Step 1 – Go to Microsoft Office → New blank Workbook to open a new worksheet.
Step 2 – Head over to the File menu. A list of options under the file menu appears. Click on the ‘Info’ tab on your screen’s left end.
Step 3- The Info tab consists of the workbook security settings, edit version history, manage workbook options, etc.
Step 4– Select the Protect Workbook dropdown box from the options displayed. The dropdown box expands once you click the icon.
Step 5 – The Protect Workbook setting allows you to set the permission access to view, make changes, and prevent accidental changes on your worksheet from an unauthorized device or person.
Step 6- Choose the Encrypt with Password option. The dialog box asking for a password opens. Enter the password in the specified field, and ensure that you save it for future reference.
Step 7- The password is necessary to retrieve the Excel file, without which you will lose access to the protected sheet.
Step 8- Re-enter the password to confirm the password you set a moment ago, and click OK.
- Tap on the “OK” button at the bottom of the window to apply password protection to the file.
Re-enter the password and click OK. Hereon, you must enter the password every time you open the worksheet. We saw how to password-protect an Excel file using the Info tab in this method.
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Using the Review Tab
If you are looking for a quick way to protect your sheet with a password, this method is just for you. Follow the steps carefully to encrypt your worksheet.
Step 1- Open the worksheet you want to password-protect or create a new blank Workbook and follow the steps below.
Step 2- Navigate the cursor to the Review menu tab, and locate the Protect section.
Step 3- You will find the Protect Sheet option in the Protect section.
Step 4- The Protect Sheet dialog box appears. Type in the desired password and mark the checkbox that says Protect worksheet and contents of locked cells.
Step 5- The Select locked cells and Select unlocked cells checkboxes are selected by default. Select the Insert columns and Insert rows options to protect rows and columns specifically.
Step 6- Mark the necessary checkboxes and click OK to protect your sheet successfully.
How to Unprotect Excel Sheets?
In the above methods, we saw how to password-protect an Excel file in different methods. To unprotect the same sheet, you must re-do the same process and click the Unprotect Sheet option at the end.
You can unprotect a file only if you remember the password. On losing the password, it is unlikely that you can retrieve the file.
Step 1- Hover over to the Review tab from the menu ribbon. The review tab contains accessibility settings, comments, thesaurus, notes, and other important settings for your worksheet.
Step 2- Click on the Unprotect Sheet icon from the list of options available under the Protect section.
Step 3- The Unprotect Sheet dialog box appears with an enter password prompt. Type the password you wish to set for your worksheet and click Ok.
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Frequently Asked Questions
Can I remove the password from my Excel file once set?
To remove the password go to File → Info tab → Unprotect Sheet → Enter the Password → Remove.
What happens if I forget the password for my Excel file?
If you forget the password for an Excel file, it cannot be recovered, and you will not be able to access the data in the file. It’s important to remember the password or note it down somewhere safe.
Can I password-protect specific sheets or ranges within an Excel file?
You can password-protect specific sheets or ranges within an Excel file using the Review tab → Protect Sheet or “Protect Range.”
Can you prevent data from being copied or printed when it is password-protected?
No, password protection only prevents unauthorized access to your file. To prevent data from being copied or printed, enable the share access options such as “Restrict Editing” or “Mark as Final.”
Final Thoughts
In this article, we saw how to password-protect an Excel file along with creating a strong password and to remove it in detailed steps. You can adopt either of the methods to secure your worksheet to maintain the integrity and confidentiality of the data.
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Simon Sez IT taught Excel and other business software for over ten years. You can access 150+ IT training courses for a low monthly fee
Simon Calder
Chris “Simon” Calder was working as a Project Manager in IT for one of Los Angeles’ most prestigious cultural institutions, LACMA.He taught himself to use Microsoft Project from a giant textbook and hated every moment of it. Online learning was in its infancy then, but he spotted an opportunity and made an online MS Project course - the rest, as they say, is history!
