Assigning a Password to a Document

Another approach to managing the information that’s contained in a document, workbook, or presentation is to assign a password that controls who can view the document and who can save changes to it. A password that you assign to control who can open a document uses advanced encryption, which is a standard method for making your file more secure. A password that you assign to control who can modify a document does not use an encryption method. This password is intended as a means to foster collaboration-you provide the password to reviewers who you trust. You can assign one password to control access to the file and a different one to provide trusted reviewers with permission to modify the information in the document. It’s important, of course, not to use the same password for both purposes. Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don’t mix these elements. An example of a strong password is goTO_55$. A weak password is something like Sophie. Also, you must remember your password. If you forget it, neither you nor Microsoft can retrieve it. Write down the passwords you assign and store them in a secure place, away from the information that they help protect.

Note 

Securing an entire Excel workbook with a password is separate from the workbook and worksheet protection that you can set in the Changes group on the Review tab on the Ribbon. For more information about workbook and worksheet protection, see Chapter 12, “How to Work a Worksheet and a Workbook.”

To set a password for a document, do the following:

1. Click the Microsoft Office Button, and then click Save As.

2. In the Save As dialog box, click Tools, and then click General Options.

   • If you want to restrict who can open a document, type a password in the Password To Open text box.

   • If you want reviewers to enter a password before they can save changes to the document, type a password in the Password To Modify text box.

     Note 

     If you don’t want content reviewers to accidentally modify the file, select the Read-Only Recommended check box. When opening the file, reviewers are asked whether they want to open the file as read-only.

3. Click OK, and, when prompted, enter your passwords again to confirm them.

4. Click OK, and then click Save. If prompted, click Yes to replace the existing document.

Changing a Password

To change a password that you’ve assigned to a document, workbook, or presentation, follow these steps:

1. Open the file using the password to open or the password required for modification. Do not open the file as read-only.

2. Click the Microsoft Office Button, and then click Save As.

3. In the Save As dialog box, click Tools, and then click General Options.

4. Select the current password, and then type a new password.

5. Click OK. When prompted, retype your password to confirm it, and then click OK.

6. Click Save. If prompted, click Yes to replace the existing file.

Removing a Password

When a document is completed-for example, when the document has made its rounds through all its review stages and is ready to be published or distributed-you’ll probably want to remove the password. In this case, follow these steps:

1. Open the file using either the password to open or the password required for modification. Do not open the file as read-only.

2. Click the Microsoft Office Button, and then click Save As.

3. In the Save As dialog box, click Tools, and then click General Options.

4. Select the password, and delete it.

5. Click OK.

6. Click Save. If prompted, click Yes to replace the existing file.