The right way to Password Defend an Excel File

If you happen to’re like thousands and thousands of different customers, you employ Excel spreadsheets to plan your budgets, observe gross sales or bills, and set up all types of information. It’s possible you’ll even use Excel to work with non-public or confidential info.

In case you 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 folks to enter a password to entry an Excel file retains your non-public info non-public — whereas nonetheless permitting you, and anybody else with the password, correct entry.

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

The right way to Password Defend an Excel File

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

If I don’t wish 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 staff to entry this non-public information, so the very best strategy is for the human assets (HR) division to password shield that exact file.

HR can then share that password with key administration, who have to see the info however use password safety to maintain the info away from different staff’ 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 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 discipline, then click on OK. The longer and extra advanced the password, the higher. Strive to not enter widespread phrases or phrases that others may simply guess.

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Step 7: Verify 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 possibly can 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 advanced the password, the higher. Strive to not enter widespread phrases or phrases that others may simply guess.

Step 5: Verify 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 isn’t 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 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. If you happen to enter the improper password, you gained’t be capable to open the file.

You possibly can share your password with others if want be. For instance, in the event you create a password protected file that your complete workforce at work must entry, share the password with different members of your workforce. Every member can entry the spreadsheet through the use of that password.

I’ve discovered that the most typical drawback with password defending Excel recordsdata is forgetting the password. You most likely wish 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 electronic mail program.

I’ve discovered that password defending an Excel file is an efficient option to preserve private info private. It’s straightforward to do and retains others from seeing info you’d somewhat preserve non-public.

If you happen to do share your spreadsheets, Excel additionally enables you to lock particular cells so others can’t change the info you enter. To learn the way, learn our companion article, Working Into Points in Shared Excel Sheets? Be taught The right way 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 wish to use password safety.

Working With Confidential Info

Password safety is crucial in the event you’re working with confidential info that can not be shared with others. This mostly happens with work-related info that you simply don’t need opponents or most people to see, comparable to plans for brand spanking new services or products.

Defending Your Private Knowledge

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

Storing Different Passwords

If you happen to’re like me, you’ve gotten distinctive usernames and passwords for dozens, if not lots of, 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.

Once 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 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 youngsters to see what I’ve purchased for them and spoil the shock!

Getting Began

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