Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, and 2013. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Saving a Workbook Using Passwords.

Saving a Workbook Using Passwords

by Allen Wyatt
(last updated April 30, 2020)

2

Excel includes a feature that allows you to save a workbook using a password so that only others who have the password can access the file. This form of protection can stop others from using a workbook unless they know your password. To save a workbook using password protection, follow these steps:

  1. Press F12. Excel displays the familiar Save As dialog box.
  2. Use the controls in the dialog box to specify a file name and location, as you normally do.
  3. Click on the Tools button at the bottom of the Save As dialog box, and then choose General Options. Excel displays the General Options dialog box. (See Figure 1.)
  4. Figure 1. The General Options dialog box.

The General Options dialog box contains boxes where you can enter two passwords. Each password controls a different level of protection. If you fill in the first password field, you are specifying the password someone needs to know simply to open the workbook. If you fill in the second field, then someone needs to know that password to make any changes to the workbook. Understand that they can still save the open workbook under a new name, but they cannot make any changes and save them back into the same disk file.

You should set your passwords as desired, and then click on OK to dismiss the General Options dialog box. You are asked to confirm your password, and then you can continue to save your file (using the Save As dialog box) as you normally would.

As a final caveat, you should note that none of the native (built-in) password schemes in Excel are particularly robust. If you want the best protection possible, you should look to a third-party solution for encrypting and protecting your workbooks.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (6119) applies to Microsoft Excel 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Excel here: Saving a Workbook Using Passwords.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Automatically Running a Macro

Word allows you to create macros that can run at special times, automatically. This tip explains five special macros that ...

Discover More

Delimited Text-to-Columns in a Macro

The Text-to-Columns tool is an extremely powerful feature that allows you to divide data in a variety of ways. Excel even ...

Discover More

Providing Helpful Tips for Easy AutoText Entry

Can't figure out why you can't see your AutoComplete tips that you are used to seeing? The reason is because Word has ...

Discover More

Excel Smarts for Beginners! Featuring the friendly and trusted For Dummies style, this popular guide shows beginners how to get up and running with Excel while also helping more experienced users get comfortable with the newest features. Check out Excel 2013 For Dummies today!

More ExcelTips (ribbon)

Using Strong Workbook Protection

Need to protect the data in your workbook so that others can't get at it? Here are some ideas on how you can approach the ...

Discover More

Protecting an Entire Workbook

Want to stop other people from making unauthorized changes to your workbook? Excel provides a way that you can protect ...

Discover More

Protecting an Entire Folder of Workbooks

Want to protect the Excel information stored in a particular folder on your system? There are a number of ways you can ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is one less than 2?

2020-05-01 09:42:02

J. Woolley

@Allan
See step 1 above, then steps 2 and 3.


2020-04-30 13:48:57

Allan

Does not work with my Excel 2007.
I get the traditional Save as... image, not the one shown above.


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.