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How to protect an Excel file using a password to prevent unwanted access to your data.
Add a password to protect your entire workbook and control whether others can open or make changes to it. Protect your file by setting passwords for Open and Modify.
You can protect the Excel file by specifying two passwords: one to open, and the other to modify. You can later share the appropriate passwords with the team depending on the access they should be given.
To help improve your privacy in Excel, a password adds protection to worksheets to help prevent others from changing, moving, or deleting important data.
Encrypt documents with a password. Open the document that you want to password protect.
Note: To further restrict reviewers from making changes to your document or spreadsheet, you can make the file read-only or you can password protect it. For more information, see Restrict changes to files and Make a document read-only.
For password access, in the Range password box, type a password that allows access to the range. Specifying a password is optional when you plan to use access permissions. Using a password allows you to see user credentials of any authorized person who edits the range.
If you're using the commands on the Inquire tab in Excel to analyze or compare workbooks that are password-protected, you can avoid having to type the password each time those files are opened. You do this by using passwords that you can have Excel store on your computer.
If possible, remove password encryption from the file. To do that, go to the Review tab. If Protect Workbook is highlighted, click it to turn off protection. Enter the password if prompted.
If your organization uses Microsoft Purview Information Protection, they probably want you to apply that same protection to any PDFs you create from Microsoft 365 files. Here's how to do it using a Windows PC.