In the event you’re like hundreds of thousands of different customers, you utilize Excel spreadsheets to plan your budgets, observe gross sales or bills, and manage all types of knowledge. You could even use Excel to work with non-public or confidential info.
When you’ve got knowledge in a spreadsheet that you just don’t need simply anybody else to see, you’ll be able to password shield that Excel file. I’ve discovered that requiring folks to enter a password to entry an Excel file retains your non-public info non-public — whereas nonetheless permitting you, and anybody else with the password, correct entry.
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Let’s undergo how one can password shield your Excel recordsdata.
The way to Password Shield an Excel File
In my decade-long use of Excel, I’ve used spreadsheets to deal with all types of private and enterprise info.
If I don’t wish to share that info with others, all I’ve to do is password shield 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 non-public data, so the perfect strategy is for the human assets (HR) division to password shield that specific 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 right way to do it:
Password Shield on Home windows
Step 1: Open Doc
From inside Excel, open an present 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 subsequent web page, click on Data within the left column.
Step 4: Add Safety
Click on the Shield 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 area, then click on OK. The longer and extra complicated the password, the higher. Strive to not enter widespread phrases or phrases that others might simply guess.
Step 7: Affirm Password
Excel now prompts you to substantiate the password. Re-enter the password into the Reenter Password area and click on OK once more.
Password Shield on Mac
Step 1: Open Doc
From inside Excel, open an present 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 area, then click on OK. You may create two completely different passwords, one for opening the file and one other for modifying it. Recall that the passwords are case-sensitive.
The longer and extra complicated the password, the higher. Strive to not enter widespread phrases or phrases that others might simply guess.
Step 5: Affirm Password
Excel now prompts you to substantiate the password. Re-enter the password into the Reenter Password area and click on OK once more. Heed their warning that if the password is misplaced or forgotten, it isn’t recoverable.
Step 6: Press Save
Press Save in an effort to save the password to your doc. The subsequent time you open the file, you may 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. In the event you enter the improper password, you received’t be capable of open the file.
You may share your password with others if want be. For instance, if you happen to create a password protected file that your complete staff at work must entry, share the password with different members of your staff. Every member can entry the spreadsheet by utilizing that password.
I’ve discovered that the commonest drawback with password defending Excel recordsdata is forgetting the password. You in all probability wish to write down the password and hold 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 option to hold private info private. It’s simple to do and retains others from seeing info you’d moderately hold non-public.
In the event you do share your spreadsheets, Excel additionally allows you to lock particular cells so others can’t change the information you enter. To learn the way, learn our companion article, Working Into Points in Shared Excel Sheets? Study The way to Lock Cells. I do know you’ll discover it helpful.
When to Use Password Shield
I’ve discovered Excel’s password safety to be fairly helpful when coping with delicate knowledge. Listed here are 4 eventualities the place you may wish to use password safety.
Working With Confidential Info
Password safety is important if you happen to’re working with confidential info that can’t be shared with others. This mostly happens with work-related info that you just don’t need opponents 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. Any such private info is well saved in an Excel spreadsheet, which you’ll be able to then hold safe by way of password safety.
Storing Different Passwords
In the event you’re like me, you have got distinctive usernames and passwords for dozens, if not tons of, of apps, providers, and web sites — and you may’t presumably bear in mind all of them. I retailer all my passwords in a single Excel spreadsheet after which shield that spreadsheet with a single password.
After I can’t bear in mind the right way to log onto a given web site, all I’ve to do is open that password protected Excel file, and the knowledge I would like is true there.
Creating Reward Lists
Right here’s one I take advantage of on a regular basis, particularly across the vacation season. I hold a grasp spreadsheet of all of the presents I’ve bought for members of the family after which password shield it to cover it from snooping eyes. I don’t need my spouse or kids to see what I’ve purchased for them and spoil the shock!
Getting Began
Password-protecting your recordsdata may help you retain info non-public. That’s particularly useful in case your staff works with proprietary info and knowledge. Now, you’ll be able to hold your work confidential with only a few easy steps.
