How To Protect Excel File

This topic has been explained in great detail in the video shown below, to learn this topic just play the video and the notes are mentioned below the video.

How To Protect Excel File


Protect an Excel file

You can protect your Excel file with a password to prevent others from accessing data in your Excel files. This topic covers the two different ways you can protect an Excel file — using encryption, and the setting a password to open/modify an Excel file. 

  • Microsoft can’t retrieve forgotten passwords.

  • There are no restrictions on the passwords you use with regards to length, characters or numbers, but passwords are case-sensitive.

  • It’s not always secure to distribute password-protected files that contain sensitive information such as credit card numbers.

    Be cautious when sharing files or passwords with other users. You still run the risk of passwords them falling into the hands of unintended users. Remember that locking a file with a password does not necessarily protect your file from malicious intent.

Encrypt an Excel file

When you encrypt an Excel file, you lock it with a password. Once you encrypt an Excel file, no one else will be able to open it. This is the most common and recommended technique to lock an Excel file.

Follow these steps to encrypt an Excel file:

  1. Click File > Info > Protect Workbook > Encrypt with Password .

  2. Enter a password, and click OK.

    Encrypt Document dialog box

  3. In the Confirm Password dialog box, reenter the password you entered in the previous step.

When you/another user tries to open the file, the following screen appears:

Encrypted file is locked with a password

Set a password to allow reading or modifying

You can set two passwords on the file – one to open the file as read-only, and the other to modify. Then you can share the appropriate passwords with the users depending on the access level they should have.

Read-only access does not prevent someone from making changes to a file, but it does prevent them from saving those changes unless they rename the file and save it as something other than the original.

For users who need to be able to modify the file, you will have to share both open and modify passwords.

Follow these steps to set a password to open/modify an Excel file:

Note: In the Mac, go to File > Save As > Options, and then set the password to open or modify the file. Select Read Only if you want users to open the file as Read-only.

  1. In the Excel file, click File > Save As.

  2. Click a location, such as Computer or your My Site web page.

  3. Click a folder, such as Documents or one of the folders on your OneDrive, or click Browse.

  4. In the Save As dialog box, go to the folder you want to use, then click Tools and then click General Options.

    The Tools list in the Save As box

  5. You can specify one or both passwords here, one to open the file, another to modify the file, depending on your requirements.

    The General Options dialog box.

  6. Click Save.

When someone tries to open this file, Excel prompts for a password.

Enter a password to open a protected file

A second screen shows if there is a password to modify the file. Users who don’t have the modify password can click Read Only and start viewing the contents of the file.

Modify a protected Excel file with a password

How can I tell if a file is protected?

Click File > Info > Protect Workbook to see this protection status.

The Protect Workbook status is enabled when file protection is enabled in Excel

Disable encryption in an Excel file
  1. In your Excel file, click File > Info > Protect Workbook, and then click Encrypt with Password.

  2. Delete the password and click OK.

Remove passwords

You can change or remove passwords that are set for opening/modifying an Excel file, by following the same procedure as setting the passwords.

Simply delete the password you set in the General Options box.

Check for the correct file name

The video has been made by me and the text has been taken from a Microsoft Blog 

Our Other Services

Read Free Ebooks

Myebook has 1000's of free ebooks for you. On productivity, health, online income, learning, music and many more, it's free of course!

Buy Excel Course

Become an Excel Guru, Buy the best Excel course. Learn on your mobile, tv & laptop without internet. For COD, Call 9752003788

Create Best Looking Resume

At you get to create a amazingly professional looking resume in just 3 steps with our intuitive resume builder!

Download Excel Crash Course

This Excel Crash Course contains the list of topics that cover the most important and used features and formula of Excel . This Excel Crash Course lists 43 major topics in Excel so that you can start using Excel like a pro in the shortest possible time.

Learn Photoshop Web Designing

You can Buy the Photoshop Course to learn Photoshop and start a career in Web Designing and Photo Editing. .


You can Buy the HTML CSS Course to learn HTML CSS and start a career in Web Designing and Photo Editing. .

Download Full list of Excel Shortcuts

This Excel Shortcuts Complete list is to help you become save time and use Excel like a Master level user. Excel is best used when you know the Keyboard shortcuts because the use of keyboard shortcuts in Excel helps you in completing tasks faster.

I have created a Excel Shortcuts complete list for you to use Excel better, this list has 242 excel keyboard shortcuts which means that it covers almost everything that can be done using shortcuts in Excel.

Full List of Excel Formulas

This is a complete alphabetical list of all the Formula in Excel with a description. You can learn all these formulas on

Convert Numbers to Text in Excel

Now easily convert numbers to Text in Excel with this inbuilt sheet from .  Many times we need the amount in figures to be converted into words. This is a typical requirement for writing checks or any other financial reports. Microsoft Excel does not have standard function available for this requirement. Just download this sheet and then you can convert any number to text in Excel.

List of Most Commonly Asked Excel Questions in Interviews

Here is the list of most asked excel related questions in interviews.  Prepare for this excel questions and you would be able to most of the excel interviews. This list of excel questions covers excel formula, excel analysis, excel reporting, excel charts and more.

Myelesson © 2010 - 2014. All rights reserved.

Do You Want to Become a Expert in Excel ?
Buy The Full Excel Course Now
Enter Your Details & We Will Contact You
Great Choice
Thank You