How to Password Protect an Excel File

For those who’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. Chances are you’ll even use Excel to work with personal or confidential data.

When you’ve got information in a spreadsheet that you simply don’t need simply anybody else to see, you may password shield that Excel file. I’ve discovered that requiring folks to enter a password to entry an Excel file retains your personal data personal — whereas nonetheless permitting you, and anybody else with the password, correct entry.

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

How you can Password Defend an Excel File

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

If I don’t need 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 workers to entry this personal data, so one of the best method is for the human assets (HR) division to password shield that specific file.

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

Right here’s do it:

Password Defend on Home windows

Step 1: Open Doc

From inside Excel, open an present 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 Information

On the following 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 discipline, then click on OK. The longer and extra advanced the password, the higher. Strive to not enter frequent phrases or phrases that others might simply guess.

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Step 7: Affirm Password

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

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Password Defend on Mac

Step 1: Open Doc

From inside Excel, open an present 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 discipline, 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 advanced the password, the higher. Strive to not enter frequent phrases or phrases that others might simply guess.

Step 5: Affirm Password

Excel now prompts you to verify the password. Re-enter the password into the Reenter Password discipline 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 purpose to save the password to your doc. The following time you open the file, you may 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. For those who enter the unsuitable password, you received’t be capable to open the file.

You may share your password with others if want be. For instance, in case you 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 most typical downside with password defending Excel information 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 strategy to preserve private data private. It’s simple to do and retains others from seeing data you’d somewhat preserve personal.

For those who 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, Operating Into Points in Shared Excel Sheets? Be taught How you can 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 below are 4 eventualities the place you would possibly need to use password safety.

Working With Confidential Data

Password safety is important in case you’re working with confidential data that can’t be shared with others. This mostly happens with work-related data that you simply don’t need opponents or most people to see, resembling plans for brand new services or products.

Defending Your Private Knowledge

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

Storing Different Passwords

For those who’re like me, you’ve distinctive usernames and passwords for dozens, if not a whole lot, of apps, companies, and web sites — and you may’t probably 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 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 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 youngsters to see what I’ve purchased for them and spoil the shock!

Getting Began

Password-protecting your information may help you retain data personal. That’s particularly useful in case your staff works with proprietary data and information. Now, you may preserve your work confidential with only a few easy steps.

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