How to add password protection on MS Office Excel, Word, Powerpoint file (2007 / 2010)

In the MS Office Software Suite (2007/2010), you can use passwords to protect and prevent other people from opening or modifying the said file (whether documents, workbooks, and presentations).

(Note: Before doing it, make a strong password and always keep certain record for the password. Keep in mind that Microsoft cannot retrieve forgotten passwords.)

1. Click the Microsoft Button, go to Prepare and then head forth to Encrypt Document then click it.

2. In Encrypt Dialog prompt, it will ask you to put a password. Enter a password of your choice then click OK.

*You can type up to 255 characters. By default, this feature uses AES 128-bit advanced encryption. Encryption is a standard method used to help make your file more secure.

3. In Confirm Dialog prompt, reenter the password, for verification purposes. Click OK afterwards.


4. Save the file to save the password. Then try to open the said file. You will see that your file is protected and asking for a password.

(Note: Stated above steps is applicable for Microsoft Word Document, Excel Spreadsheet, and Powerpoint Presentation)

Is there other way on how to protect your MS Office (Excel, Word, and Powerpoint) file and that able to modify it? – Yes, you can extend it by using the following procedure:

1. Click the Microsoft Button, and then click Save As.

2. In Save As Dialog prompt, click Tools drop-down menu, then click General Options.

3. General Options Dialog prompt, Under File sharing section, in the Password to open and Password to modify box, type a certain password to it.

(Note: It is a better practice to implement Read-only file, making it more secure and protected for any changes of the file/contents, put a check mark to it.)

4. In Confirm Dialog prompt, reenter the password, (both open and modify). Click OK after each confirmation prompt. After that, you may now click Save.

(Note: If you want to open the file with password protection on modifying, then choose only the Password to modify. When you open the file, you will see that you have an option to open the file in read-only state. Were as, if you enable the Password to open, you cannot view the file contents without putting the password of opening the file.)

*If you only enable password to modify the output would be this.

(Note: Stated above steps is applicable for Microsoft Word Document, Excel Spreadsheet, and Powerpoint Presentation)

Can I put password protection certain cell or range cells?
Yes, you can put a password protection on certain cell or range cells, preventing it from modifying.

1. Open the spreadsheet, and then click the Review tab. From there, click Protect Workbook drop-down menu, and under Restrict Editing click the Protect Structure and Windows.

2. In Protect Structure and Windows Dialog prompt, under the Protect workbook for, enable the Structure and Windows (put a check mark on it).

(Note: You may put a password as optional, but skip that, I’ll show you a better way on how to put appropriate password on it.)

3. Next is to select certain cell or range cells, again, on the Review tab, click Allow Users to Edit Ranges. It will show you the Allow Users to Edit Ranges, from there, click New.

4. In New Range dialog prompt, type your own title of range, then put a range password. Click OK afterwards.

5. In the Review Tab, click on Protect Sheet, put check mark on Protect worksheet and contents of locked cells. Under Allow all users of this worksheet to, select your own preferences on how the user can manipulate the worksheet. Click several options as you want or you may choose all.

Under the Password to unprotect sheet, type a password on it. It will ask for confirmation to reenter the password, so type it. Click OK afterwards.

6. Save your file, and then try to re-open it. Go to the cell where you put a range password. Try to modify it, and you will be ask for a password.

(Note: Stated above steps is applicable for Microsoft Excel Spreadsheet)

Feel free to comment here if you found one interesting to share or your own experience. That’s all! I hope this guide and tips helps you out! Cheers! 😀

(Disclosure: Microsoft (Windows and MS Office Suite – Excel, Word, Powerpoint) Logo/Images/Pictures has a respective copyright. We used it for demonstration purpose only.)

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Related Entries / Links / Sources / Articles / Sources:
MS Office Help Support – Password protect documents, workbooks, and presentations – Official Site