Changing a Workbook Password

Paul has a workbook containing sensitive information. This workbook is password protected. However, the password may have been compromised. Paul wonders if there is a way to change the password associated with a workbook.

Assuming this is actual workbook protection (as opposed to worksheet protection), changing the password is fairly easy. It is important to remember, though, that there are two ways you can password-protect a workbook.

If you can open the workbook and actually see the contents, without needing to enter a password, then follow these steps to change the password:

1. Display the Review tab of the ribbon.
2. Click the Protect Workbook tool, in the Protect group. Excel displays a dialog box asking for your password. This is your old password; go ahead and enter it.
3. Click again on the Protect Workbook tool. Excel displays the Protect Structure and Windows dialog box.
4. Enter, twice, whatever new password you want used for the workbook.
5. Click OK. Excel closes the dialog box.
6. Save your workbook.

At this point your workbook has a new password.

In Paul's situation, though, I suspect it is the second type of password that has been applied to the workbook. This password is required of the user when you first attempt to open the workbook. To change this password, follow these steps:

1. Open the workbook using the old password.
2. Display the File tab of the ribbon.
3. At the left side of the screen, click the Info option.
4. Click the Protect Workbook option. Excel displays several different protection options.
5. Click the Encrypt with Password option. Excel displays the Encrypt Document dialog box, and there is already a password in the dialog box, displayed as a series of dots. This is the workbook's existing password.
6. Delete the existing password, enter a brand-new password, and then click on OK. Excel asks you to confirm the password.
7. Enter your new password a second time and click OK again.
8. Save and close your workbook.

That's it; the password for opening the workbook has been updated. There is also another way to make changes to the password, and that is to open the workbook and then use Save As (press F12). In the resulting dialog box, click Tools | General Options. Here you can, once again, set the passwords for the workbook.

Remember that if there are older copies of the workbook in existence, changing the password doesn't affect them—it only affects the workbook you just saved.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (9925) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365.