Protect an Excel File

Protect an Excel file to prevent unauthorized access or accidental edits. The Microsoft Excel offers multiple protection features that can be tailored to your needs. Here’s a detailed guide on how to protect an Excel file, the entire workbook, or specific sheets.

How to Protect an Excel File (Workbook)?

Follow the below steps to protect the Excel file or the workbook:

• Open the Excel file you want to protect.
• Go to File > Info.
• Select Protect Workbook and choose Encrypt with Password.
• Enter a password in the pop-up dialog box and click OK.
• Confirm the password by re-entering it and click OK again.

The other features are:

• Always Open Read-Only: to prevent accidental changes by asking readers to opt-in editing.
• Protect Current Sheet: to control what type of changes people can make to the current sheet.
• Protect Workbook Structure: to prevent unwanted changes to the structure of the workbook, such as adding worksheets.
• Add a Digital Signature: to ensure the integrity of the workbook by adding an invisible digital signature.
• Mark as Final: to let readers know the document is final.

How to Protect an Excel Workbook (Method – 2)?

Follow the below steps to protect workbook in Excel:

• Open the Excel workbook you want to protect.
• Go to Review tab > Protect group.

• Select Protect Workbook and enter a password in the pop-up dialog box.
• By default, the Structure will be ticked under Protect workbook for – to prevent unwanted changes to the structure of the workbook. You can untick the same if not required.
• Click OK.

• Re-enter password to proceed and click OK.

Caution: If you lose of forget the password, it cannot be recovered. It is advisable to keep a list of passwords and their corresponding workbook and sheet names in safe place. (Remember that passwords are case-sensitive.)

How to Protect Sheet in Excel?

Follow the below steps to protect worksheet in Excel:

• Open the Excel workbook you want to protect.
• Go to Review tab > Protect group and select Protect Sheet.
• Enter a password in the Protect Sheet dialog box.
• By default, the Protect worksheet and contents of locked cells will be ticked. Under Allow all users of this worksheet to, the Select locked cells and select unlocked cells will be ticked, and you have below additional options to select:
  • • Format cells,
    • Format columns,
    • Format rows,
    • Insert columns,
    • Insert rows,
    • Insert hyperlinks,
    • Delete columns,
    • Delete rows,
    • Sort,
    • Use AutoFilter,
    • Use PivotTable and PivotChart,
    • Edit objects, and
    • Edit scenarios.
• Click OK once you have updated the Protect Sheet dialog box.

• Re-enter password to proceed and click OK.

Shortcut keys

Below is the keyboard shortcut key to protect an Excel file (workbook/worksheet):

Conclusion

In Excel, protecting sheets and workbooks is like locking specific areas to control access and edits. Sheet protection allows you to restrict changes to certain cells or ranges while enabling permitted actions, such as selecting or editing unlocked cells. Workbook protection secures the workbook’s structure, preventing actions like adding, deleting, or rearranging sheets. You can also set a password to restrict who can open or modify the workbook. These features are essential for preserving data integrity and accuracy, especially in shared or sensitive Excel files.

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