How to Password Protect an Excel File

When you’re like thousands and thousands of different customers, you employ Excel spreadsheets to plan your budgets, observe gross sales or bills, and manage all kinds of knowledge. It’s possible you’ll even use Excel to work with personal or confidential info.

If in case you have information in a spreadsheet that you just don’t need simply anybody else to see, you possibly can password shield that Excel file. I’ve discovered that requiring individuals to enter a password to entry an Excel file retains your personal info personal — whereas nonetheless permitting you, and anybody else with the password, correct entry.

Let’s undergo how one can password shield your Excel recordsdata.

Methods to Password Defend an Excel File

In my decade-long use of Excel, I’ve used spreadsheets to deal with all kinds of private and enterprise info.

If I don’t need to share that info with others, all I’ve to do is password shield the doc — after which solely share the password with those that want entry.

For instance, I’ve labored at many companies that use Excel to retailer confidential worker info — social safety numbers, salaries, and the like.

You don’t need random workers to entry this personal information, so the most effective method is for the human sources (HR) division to password shield that exact file.

HR can then share that password with key administration, who must see the info however use password safety to maintain the info away from different workers’ prying eyes.

Right here’s find out how to do it:

Password Defend on Home windows

Step 1: Open Doc

From inside Excel, open an current spreadsheet or create a brand new one.

Step 2: Click on File

From inside the spreadsheet, click on File on the menu bar.

Step 3: Click on Information

On the subsequent web page, click on Information within the left column.

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Step 4: Add Safety

Click on the Defend Workbook button to show the drop-down menu.

Step 5: Encrypt Doc

Choose Encrypt with Password. This shows the Encrypt Doc dialog field.

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Step 6: Create Password

Enter the specified password into the Password subject, then click on OK. The longer and extra complicated the password, the higher. Strive to not enter frequent phrases or phrases that others may simply guess.

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Step 7: Verify Password

Excel now prompts you to substantiate the password. Re-enter the password into the Reenter Password subject and click on OK once more.

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Password Defend on Mac

Step 1: Open Doc

From inside Excel, open an current spreadsheet or create a brand new one.

Step 2: Click on File

From inside the spreadsheet, click on File on the highest menu bar.

Step 3: Click on Passwords

Subsequent, click on Passwords… within the dropdown menu.

Step 4: Create Password

Enter the specified password into the Password subject, then click on OK. You may create two completely different passwords, one for opening the file and one other for modifying it. Recall that the passwords are case-sensitive.

The longer and extra complicated the password, the higher. Strive to not enter frequent phrases or phrases that others may simply guess.

Step 5: Verify Password

Excel now prompts you to substantiate the password. Re-enter the password into the Reenter Password subject and click on OK once more. Heed their warning that if the password is misplaced or forgotten, it’s not recoverable.

Step 6: Press Save

Press Save in an effort to save the password to your doc. The subsequent time you open the file, you can be prompted to offer the password earlier than it opens.

Reopening a Protected File

Going ahead, each time you attempt to open the file, Excel will immediate you for the password. When prompted, enter the password you created. When you enter the mistaken password, you gained’t be capable to open the file.

You may share your password with others if want be. For instance, for those who create a password protected file that your total staff at work must entry, share the password with different members of your staff. Every member can entry the spreadsheet through the use of that password.

I’ve discovered that the most typical downside with password defending Excel recordsdata is forgetting the password. You in all probability need to write down the password and preserve it in a safe place. I like emailing passwords to myself, which I can then retailer in folders in my e-mail program.

I’ve discovered that password defending an Excel file is an efficient solution to preserve private info private. It’s simple to do and retains others from seeing info you’d relatively preserve personal.

When you do share your spreadsheets, Excel additionally permits you to lock particular cells so others can’t change the info you enter. To find out how, learn our companion article, Operating Into Points in Shared Excel Sheets? Study Methods to Lock Cells. I do know you’ll discover it helpful.

When to Use Password Defend

I’ve discovered Excel’s password safety to be fairly helpful when coping with delicate information. Listed here are 4 situations the place you may need to use password safety.

Working With Confidential Data

Password safety is crucial for those who’re working with confidential info that can not be shared with others. This mostly happens with work-related info that you just don’t need rivals or most of the people to see, reminiscent of plans for brand spanking new services or products.

Defending Your Private Knowledge

There are many bits and items of private info that I must retailer someplace and don’t need others to entry. I’m speaking about checking account and bank card numbers, e-mail addresses, monetary info, and the like. This sort of private info is well saved in an Excel spreadsheet, which you’ll then preserve safe through password safety.

Storing Different Passwords

When you’re like me, you’ve got distinctive usernames and passwords for dozens, if not tons of, of apps, companies, and web sites — and you’ll’t probably keep in mind all of them. I retailer all my passwords in a single Excel spreadsheet after which shield that spreadsheet with a single password.

Once I can’t keep in mind find out how to log onto a given web site, all I’ve to do is open that password protected Excel file, and the knowledge I would like is true there.

Creating Reward Lists

Right here’s one I exploit on a regular basis, particularly across the vacation season. I preserve a grasp spreadsheet of all of the presents I’ve bought for members of the family after which password shield it to cover it from snooping eyes. I don’t need my spouse or kids to see what I’ve purchased for them and spoil the shock!

Getting Began

Password-protecting your recordsdata will help you retain info personal. That’s particularly useful in case your staff works with proprietary info and information. Now, you possibly can preserve your work confidential with just some easy steps.