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 January 3, 2015)

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

Specific Capitalization

How to get around Word's AutoCorrect feature for having uncapitalized words at the start of a sentence.

Discover More

Formatting Footnote and Endnote References

Depending on whom you are writing for, you may want your footnote and endnote references to appear a specific way. Word ...

Discover More

Adding Your Own Menu Items

Want to really make Excel reflect how you work? Why not make some changes to the menu structure so that the menus have your ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More ExcelTips (ribbon)

Protecting an Entire Workbook

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

Discover More

Always Opening a Workbook that is Editable

When you send a workbook to a coworker, it can be bothersome if that person has problems using what you created. There is a ...

Discover More

Removing Protection from a Protected Workbook

Excel provides built-in capabilities to protect your workbook files. If you apply these capabilities, it is possible that at ...

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. 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 2 + 1?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form 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.