How to Password Protect Excel
Secure your workbooks and worksheets with passwords to prevent unauthorized access and editing
Quick Answer
To encrypt entire workbook: File → Info → Protect Workbook → Encrypt with Password → Enter password → Save file.
To protect worksheet structure: Review tab → Protect Sheet → Set password → Choose permissions → Click OK.
Understanding Excel Security Levels
Excel offers different levels of protection depending on what you need to secure:
🔒 Level 1: Workbook Encryption (Strongest)
What it protects: Entire file - users need password to open the file
Use when: File contains sensitive data that should be completely inaccessible
Security: High - Uses AES-256 encryption (same as banking)
🛡️ Level 2: Worksheet Protection (Moderate)
What it protects: Sheet structure and cells - prevents editing/formatting
Use when: You want to share file but prevent accidental changes
Security: Moderate - Can be cracked with tools but stops casual changes
📋 Level 3: Workbook Structure Protection (Light)
What it protects: Prevents adding/deleting/renaming sheets
Use when: Maintaining workbook organization is important
Security: Light - Easy to bypass but useful for organization
Method 1: Encrypt Entire Workbook (Recommended)
Strongest Protection: This encrypts the entire file. Users cannot open it without the password.
Step-by-Step Instructions:
- 1.Open your Excel file
- 2.Click File → Info
- 3.Click Protect Workbook button
- 4.Select Encrypt with Password
- 5.Enter a strong password (at least 8 characters with letters, numbers, symbols)
- 6.Click OK
- 7.Re-enter the same password to confirm
- 8.Click OK again
- 9.Save the file (password protection only applies after saving)
Critical Warning: If you forget this password, Microsoft CANNOT recover it. Your file will be permanently locked.
Best For:
- Financial documents with sensitive data
- Personal information or confidential records
- Files that should never be accessed without authorization
- Maximum security requirements
Method 2: Protect Worksheet (Prevent Editing)
Worksheet protection allows users to open the file but prevents them from modifying cells, formulas, or formatting.
Step-by-Step Instructions:
- 1.Select the worksheet you want to protect
- 2.Click the Review tab
- 3.Click Protect Sheet
- 4.Check/uncheck permissions (Select locked cells, Format cells, Insert rows, etc.)
- 5.Enter a password (optional but recommended)
- 6.Click OK
- 7.Re-enter password to confirm
- 8.Click OK
Pro Tip: Before protecting, unlock specific cells you want users to edit: Select cells → Right-click → Format Cells → Protection tab → Uncheck "Locked" → OK. Then protect the sheet.
Common Permission Options:
- ✓ Select locked cells: Users can click on protected cells (recommended)
- ✓ Select unlocked cells: Users can click on editable cells (recommended)
- ✗ Format cells: Prevents changing colors, fonts, borders
- ✗ Insert rows/columns: Stops adding new rows or columns
- ✗ Delete rows/columns: Prevents deletion
- ✗ Sort: Blocks data sorting
- ✗ Use AutoFilter: Disables filtering
Method 3: Protect Workbook Structure
This prevents users from adding, deleting, renaming, hiding, or moving worksheets.
Step-by-Step Instructions:
- 1.Click Review tab
- 2.Click Protect Workbook
- 3.Check Structure (and optionally Windows)
- 4.Enter password (optional)
- 5.Click OK
Best For:
- Templates with specific worksheet organization
- Preventing accidental sheet deletion
- Maintaining report structure
- Multi-user environments
How to Remove Password Protection
Remove Workbook Encryption:
- Open the file (enter password)
- File → Info → Protect Workbook → Encrypt with Password
- Delete the password (leave field blank)
- Click OK
- Save the file
Unprotect Worksheet:
- Review tab → Unprotect Sheet
- Enter password if prompted
- Sheet is now editable
Unprotect Workbook Structure:
- Review tab → Protect Workbook (click to toggle off)
- Enter password if prompted
- Structure is now unlocked
Password Security Best Practices
✓ DO This
- ✓ Use at least 8 characters
- ✓ Mix uppercase and lowercase
- ✓ Include numbers and symbols
- ✓ Use unique passwords per file
- ✓ Store passwords in password manager
- ✓ Write down and store in safe location
- ✓ Test password after setting
✗ DON'T Do This
- ✗ Use "password123" or "123456"
- ✗ Use personal info (birthdate, name)
- ✗ Share passwords via email/text
- ✗ Use same password everywhere
- ✗ Write password in file name
- ✗ Save password inside the file
- ✗ Rely on memory alone
Good Password Example:
ExCeL$BudG3t#2025!
Mix of upper/lower case, numbers, symbols, and memorable phrase