How to protect an Excel file with a password

If you want to keep your calculations safe, password protection is a good idea. With ONLYOFFICE Docs, you can password-protect an Excel spreadsheet so that no one is able to open it without knowing the set combination.

Why encrypt Excel files with a password?

Nowadays, lots of users are concerned about the safety of their data, especially when it comes to working with documents.

When you encrypt Excel file, you can store and share it securely. If someone accesses your computer or gets the encrypted spreadsheet, for example, via email, they won’t be able to open it without entering your password.

So, Excel encryption is a good way to prevent unauthorized access and guarantee a higher level of safety and security.

How to set a password in Excel sheet online

To password-protect an Excel workbook in ONLYOFFICE online editors, follow these easy steps:

• Launch the editor and switch to the File tab.
• Find the Protect option and click the Add password button (or Protection tab → Encrypt):

• Enter a strong combination of characters, repeat it, and click OK:

How to set a password in the desktop app

Besides, you can ensure a higher lever of security for your rows and columns of data in ONLYOFFICE Desktop Editors on Windows, Linux, and macOS.

The steps are basically the same. You are able to do it from the Protection tab choosing the Encrypt option:

If you then upload the password-protected Excel worksheet encrypted in ONLYOFFICE desktop to your online office, the protection will be preserved as well.

How to protect an Excel workbook

In ONLYOFFICE Docs, you can also protect Excel workbooks and separate sheets with passwords.

When protecting the workbook structure, you prevent other users from viewing hidden worksheets, adding, moving, deleting, and renaming sheets. To do it, switch to the Protection tab and choose the Protect Workbook option.

How to protect an Excel sheet

The same way you can protect separate sheets. Click the Protect Sheet option and set up a password. You can limit editing entirely or partially, for example, you can allows users to apply sorting and insert hyperlinks.

How to protect certain cells and ranges in Excel

If you enable worksheet protection, cells, shapes and text inside shapes are locked in a sheet by default. To allow other users to edit these objects when a sheet is protected, uncheck the corresponding check boxes in the Protection tab.

Starting from version 8.1 of ONLYOFFICE Docs, you can restrict viewing of cells in the protected range to secure important data.

Select the range you need to protect. Switch to the Protection tab, click Protect Range → New. Enter the title and adjust the selected range, if necessary. Specify for whom you want to restrict viewing. You can leave the Anyone option, or add specific users. In the drop-down menu, select the Denied option. Don’t forget to save it.

How to protect formulas in Excel

In the Protection tab, check the Hidden Formulas box to hide formulas in a selected range or cell when a sheet is protected. The hidden formula will not appear in the formula bar when you click the cell.

How to open a password-protected sheet

You need to enter the passcode every time you open the sheet for editing. If you want to collaborate on it, tell the secret word to your team members. Otherwise, they won’t be able to access the file.

How to remove protection

If you want to create a new passcode or no longer need encryption for a specific file, you can easily change or delete it.

Just go to the File tab, choose Protect (or Protection tab → Encrypt), and then click the corresponding option:

Forgot a password?

If the xlsx file contains important data, it is strongly recommended to save the password using any appropriate manager service or memorize it, since there is no recovery feature.

So, if you forget or lose your passcode, there is no possibility to restore it or reset encryption and unlock the Excel document.