How to Password Protect an Excel File

In the event you’re like hundreds of thousands of different customers, you employ Excel spreadsheets to plan your budgets, monitor gross sales or bills, and arrange all kinds of information. You could even use Excel to work with non-public or confidential data.

You probably have information in a spreadsheet that you simply 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 non-public data non-public — whereas nonetheless permitting you, and anybody else with the password, correct entry.

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

Find out how to Password Shield an Excel File

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

If I don’t wish to share that data 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 data — social safety numbers, salaries, and the like.

You don’t need random staff to entry this non-public information, so the most effective method is for the human assets (HR) division to password shield that exact file.

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

Right here’s the best way to do it:

Password Shield 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 throughout the spreadsheet, click on File on the menu bar.

Step 3: Click on Data

On the following web page, click on Data within the left column.

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Step 4: Add Safety

Click on the Shield 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 widespread phrases or phrases that others might simply guess.

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Step 7: Affirm 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 Shield 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 throughout 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 totally 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 widespread phrases or phrases that others might simply guess.

Step 5: Affirm 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 with a view 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. In the event you enter the unsuitable password, you received’t be capable of open the file.

You may share your password with others if want be. For instance, if you happen to create a password protected file that your complete 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 commonest drawback with password defending Excel information is forgetting the password. You most likely wish to write down the password and hold it in a safe place. I like emailing passwords to myself, which I can then retailer in folders in my electronic mail program.

I’ve discovered that password defending an Excel file is an effective option to hold private data private. It’s straightforward to do and retains others from seeing data you’d quite hold non-public.

In the event you do share your spreadsheets, Excel additionally permits you to lock particular cells so others can’t change the information you enter. To learn the way, learn our companion article, Running Into Issues in Shared Excel Sheets? Learn How to Lock Cells. I do know you’ll discover it helpful.

When to Use Password Shield

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

Working With Confidential Info

Password safety is important if you happen to’re working with confidential data that can not be shared with others. This mostly happens with work-related data that you simply don’t need rivals or most of the people to see, similar to plans for brand new services or products.

Defending Your Private Knowledge

There are many bits and items of non-public data that I must retailer someplace and don’t need others to entry. I’m speaking about checking account and bank card numbers, electronic mail addresses, monetary data, and the like. This kind of private data is well saved in an Excel spreadsheet, which you’ll be able to then hold safe by way of password safety.

Storing Different Passwords

In the event you’re like me, you’ve gotten distinctive usernames and passwords for dozens, if not tons of, of apps, providers, and web sites — and you’ll’t presumably bear in mind all of them. I retailer all my passwords in a single Excel spreadsheet after which shield that spreadsheet with a single password.

After I can’t bear in mind the best way to log onto a given web site, all I’ve to do is open that password protected Excel file, and the data I would like is correct there.

Creating Present Lists

Right here’s one I exploit on a regular basis, particularly across the vacation season. I hold 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 information might help you retain data non-public. That’s particularly useful in case your staff works with proprietary data and information. Now, you possibly can hold your work confidential with just some easy steps.