For those who’re like thousands and thousands of different customers, you utilize Excel spreadsheets to plan your budgets, observe gross sales or bills, and arrange all kinds of knowledge. You might even use Excel to work with non-public or confidential info.

person enters password to access an excel file

If in case you have knowledge 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 individuals 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.

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

Methods to Password Shield an Excel File

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

If I don’t need 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 workers to entry this non-public information, so the most effective method is for the human sources (HR) division to password shield that individual file.

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

Right here’s how you can do it:

Password Shield 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 Shield 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 area, then click on OK. The longer and extra advanced the password, the higher. Attempt 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 substantiate the password. Re-enter the password into the Reenter Password area and click on OK once more.

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Password Shield 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 area, then click on OK. You’ll be able to 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. Attempt to not enter frequent phrases or phrases that others might simply guess.

Step 5: Affirm Password

Excel now prompts you to substantiate the password. Re-enter the password into the Reenter Password area 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 to be able to save the password to your doc. The subsequent time you open the file, you’ll be prompted to supply 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 flawed password, you gained’t be capable of open the file.

You’ll be able to share your password with others if want be. For instance, for those who create a password protected file that your complete crew at work must entry, share the password with different members of your crew. Every member can entry the spreadsheet through the use of that password.

I’ve discovered that the commonest drawback with password defending Excel information is forgetting the password. You in all probability need to write down the password and hold 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 effective technique to hold private info private. It’s straightforward to do and retains others from seeing info you’d slightly hold non-public.

For those who do share your spreadsheets, Excel additionally helps you to lock particular cells so others can’t change the information you enter. To find out how, learn our companion article, Running Into Issues in Shared Excel Sheets? Learn How to Lock Cells. I do know you’ll discover it helpful.

When to Use Password Shield

I’ve discovered Excel’s password safety to be fairly helpful when coping with delicate knowledge. Listed below are 4 situations the place you would possibly need to use password safety.

Working With Confidential Data

Password safety is important for those who’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 rivals or most people to see, comparable to plans for brand new services or products.

Defending Your Private Knowledge

There are many bits and items of non-public info that I must retailer someplace and don’t need others to entry. I’m speaking about checking account and bank card numbers, e-mail addresses, monetary info, and the like. Such a private info is well saved in an Excel spreadsheet, which you’ll be able to then hold safe by way of password safety.

Storing Different Passwords

For those who’re like me, you’ve distinctive usernames and passwords for dozens, if not tons of, of apps, providers, and web sites — and you may’t presumably 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 how you can 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 hold a grasp spreadsheet of all of the presents I’ve bought for relations 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 can assist you retain info non-public. That’s particularly useful in case your crew works with proprietary info and knowledge. Now, you possibly can hold your work confidential with only a few easy steps.

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