Should you’re like tens of millions of different customers, you employ Excel spreadsheets to plan your budgets, observe gross sales or bills, and set up all kinds of information. It’s possible you’ll even use Excel to work with personal or confidential info.
In case you have knowledge in a spreadsheet that you simply don’t need simply anybody else to see, you’ll be able to password defend that Excel file. I’ve discovered that requiring folks to enter a password to entry an Excel file retains your personal info personal — 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 recordsdata.
How you can Password Defend an Excel File
In my decade-long use of Excel, I’ve used spreadsheets to accommodate all kinds 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 personal information, so the very best strategy is for the human assets (HR) division to password defend that exact file.
HR can then share that password with key administration, who have to see the information however use password safety to maintain the information away from different staff’ prying eyes.
Right here’s the way 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 Data
On the following web page, click on Data 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 subject, then click on OK. The longer and extra advanced 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 subject 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 subject, then click on OK. You may 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 advanced 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 subject and click on OK once more. Heed their warning that if the password is misplaced or forgotten, it’s not recoverable.
Step 6: Press Save
Press Save with the intention to save the password to your doc. The following time you open the file, you can be prompted to supply 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. Should you enter the fallacious password, you gained’t be capable of open the file.
You may share your password with others if want be. For instance, should you create a password protected file that your total crew at work must entry, share the password with different members of your crew. Every member can entry the spreadsheet by utilizing that password.
I’ve discovered that the commonest downside with password defending Excel recordsdata is forgetting the password. You in all probability 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 effective strategy to preserve private info private. It’s simple to do and retains others from seeing info you’d fairly preserve personal.
Should you do share your spreadsheets, Excel additionally helps you to lock particular cells so others can’t change the information you enter. To learn the way, learn our companion article, Operating Into Points in Shared Excel Sheets? Be taught How you can 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 knowledge. Listed below are 4 eventualities the place you would possibly need to use password safety.
Working With Confidential Data
Password safety is important should you’re working with confidential info that can not be shared with others. This mostly happens with work-related info that you simply don’t need rivals or most of the people to see, reminiscent of plans for brand spanking new services or products.
Defending Your Private Information
There are many bits and items of private info that I have to 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. The sort of private info is definitely saved in an Excel spreadsheet, which you’ll then preserve safe by way of password safety.
Storing Different Passwords
Should you’re like me, you may have distinctive usernames and passwords for dozens, if not tons of, of apps, companies, 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 the way to log onto a given web site, all I’ve to do is open that password protected Excel file, and the knowledge I want is correct there.
Creating Reward 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 youngsters to see what I’ve purchased for them and spoil the shock!
Getting Began
Password-protecting your recordsdata can assist you retain info personal. That’s particularly useful in case your crew works with proprietary info and knowledge. Now, you’ll be able to preserve your work confidential with only a few easy steps.
