If you happen to’re like hundreds of thousands of different customers, you employ Excel spreadsheets to plan your budgets, observe gross sales or bills, and manage all types of knowledge. You might even use Excel to work with non-public or confidential info.
If in case you have information in a spreadsheet that you just don’t need simply anybody else to see, you’ll be able to password defend 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 defend your Excel information.
The way to Password Defend an Excel File
In my decade-long use of Excel, I’ve used spreadsheets to deal with all types of private and enterprise info.
If I don’t need to share that info with others, all I’ve to do is password defend 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 data, so one of the best strategy is for the human assets (HR) division to password defend that specific 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 staff’ prying eyes.
Right here’s methods to do it:
Password Defend on Home windows
Step 1: Open Doc
From inside Excel, open an current spreadsheet or create a brand new one.
Step 2: Click on File
From inside 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.
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.
Step 6: Create Password
Enter the specified password into the Password discipline, then click on OK. The longer and extra complicated the password, the higher. Strive to not enter widespread phrases or phrases that others may simply guess.
Step 7: Affirm Password
Excel now prompts you to substantiate the password. Re-enter the password into the Reenter Password discipline and click on OK once more.
Password Defend on Mac
Step 1: Open Doc
From inside Excel, open an current spreadsheet or create a brand new one.
Step 2: Click on File
From inside 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 complicated the password, the higher. Strive to not enter widespread phrases or phrases that others may simply guess.
Step 5: Affirm Password
Excel now prompts you to substantiate 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 as a way to save the password to your doc. The following time you open the file, you can 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 incorrect password, you received’t be capable of open the file.
You possibly can share your password with others if want be. For instance, when you create a password protected file that your complete staff at work must entry, share the password with different members of your staff. Every member can entry the spreadsheet through the use of that password.
I’ve discovered that the most typical downside with password defending Excel information is forgetting the password. You most likely need 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 e mail program.
I’ve discovered that password defending an Excel file is an efficient technique to preserve private info private. It’s straightforward to do and retains others from seeing info you’d reasonably 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 information you enter. To learn the way, 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 Defend
I’ve discovered Excel’s password safety to be fairly helpful when coping with delicate information. Listed below are 4 situations the place you may need to use password safety.
Working With Confidential Info
Password safety is important when you’re working with confidential info that can’t be shared with others. This mostly happens with work-related info that you just don’t need opponents or most of the people to see, resembling plans for brand new services or products.
Defending Your Private Knowledge
There are many bits and items of private 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. This kind of private info is definitely 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 may have distinctive usernames and passwords for dozens, if not a whole lot, of apps, providers, and web sites — and you’ll’t presumably bear in mind all of them. I retailer all my passwords in a single Excel spreadsheet after which defend that spreadsheet with a single password.
After I can’t bear in mind methods to log onto a given web site, all I’ve to do is open that password protected Excel file, and the data I want is true there.
Creating Present 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 relations after which password defend it to cover it from snooping eyes. I don’t need my spouse or kids to see what I’ve purchased for them and spoil the shock!
Getting Began
Password-protecting your information will help you retain info non-public. That’s particularly useful in case your staff works with proprietary info and information. Now, you’ll be able to preserve your work confidential with just some easy steps.
