You have just created a vital Excel spreadsheet. Everyone wants to see it and use it. They wouldn’t change it on purpose, but we all know that with one mis-key, your document is gone. Of course, you can keep copies around, but do you really want to have to keep replacing it? Why not simply secure the spreadsheet to prevent the damage in the first place? The steps below outline the basics to making a spreadsheet read-only and requiring a password to make any changes. These steps apply to Microsoft Excel 2000, XP, and 2003. As a note of caution, use a password you will not forget. Please keep a backup of your spreadsheet until you have mastered the steps below.
One. Open your spreadsheet
Two. Navigate to the Tools menu
Three. Go to Protection ( If this does not display, please click the double arrows at the bottom of the menu)
Four. You are presented with four options. Protect Sheet will protect just one worksheet in your spreadsheet. Allow Users to Edit Ranges will protect everything but a specified range. This option is perfect if users need to enter data for calculations. Protect Workbook will protect the entire document. Protect and Share Workbook will protect the document and allow you to share with other users. Depending on the options you choose when protecting the workbook, the last two options are pretty much the same.
Five. Choose Protect Sheet and explore your options. You can choose a password to remove protection. You can protect your cells from deletions, edits, formatting, and many other things. Use the drop down list to choose your options. Please remember your password. Microsoft does not allow you to recover from lost passwords. If this is the option that works best for you, choose OK, if you would like to explore other options, choose Cancel.
Six. Go back to Tools – Protection and choose Allow Users to Edit Ranges. Choose New and type in your cell range and an appropriate title. You can then choose users that may edit the range without a password. If this is the option that works best for you, choose OK, if you would like to explore other options, choose Cancel.
Seven. Go back to Tools – Protection and choose Protect Workbook. The options are simple. You can protect just the structure, the window, or both. A password is recommended. If this is the option that works best for you, choose OK, if you would like to explore other options, choose Cancel.
Eight. Go back to Tools – Protection and choose Protect and Share Workbook. This allows you to password protect the document, but to also view any changes made by users with the password or users with the appropriate permissions to use the document without a password. If this is the option that works best for you, choose OK, if you would like to explore other options, choose Cancel.
Nine. If this is still not quite enough protection, there is one more option available to you.
Ten. Go to File – Save As.
Eleven. In the Save As dialog box, choose the Tools drop down box. This will be located near the browse drop down.
Twelve. Choose General Options.
Thirteen. You are presented with several options. You can choose a password to open the document, another to modify the document, and you can specify whether the document should have the option to be read-only. This is the perfect choice if you know that only you or a few others will need to change the document. Combine this with the tracking option from Protect and Share Workbook and you will have fairly tight security on your spreadsheet.
Fifteen. Close the spreadsheet and try to open it.
Sixteen. Verify that the passwords work correctly.
Always have a backup on hand. I remind you once again that without password recovery or hacking tools, you will not be able to recover your password should you forget it.
