You can use one or more levels of protection for your Excel data depending on your/your organization’s needs. For example, you can give users the ability to enter data, but keep them from deleting rows or columns, or only insert hyperlinks or sort data. By protecting your worksheet, you can specify that users can only perform specific functions in a sheet. Let’s say each worksheet in your status report workbook contains data that is common to all worksheets, like header rows or a specific report layout, and you really don’t want anyone to change it. To control how users should work within an individual worksheet, use worksheet-level protection. You want to make sure each team member can add data to their own worksheet, but not be able to modify any of the worksheets in the workbook, whether it be adding a new worksheet, or moving worksheets around within the workbook. Let’s say your status report workbook has multiple worksheets, and each worksheet is named after a team member. To control how users should work with worksheets inside a your workbook’s structure, use workbook-level protection. You can later share the appropriate passwords with the team depending on the access they should be given. You can protect the Excel file by specifying two passwords: one to open, and the other to modify. If you want to enable Read-only or editing access to different users: Maybe, you want the managers in your team to be able to edit the weekly status report, but team members should only have Read-only access. This basically means you lock it with a password and nobody except you can open it. If you don’t want others to open your file: You can encrypt the Excel file, which is the most common technique used. You don’t want anyone outside your team to be even able to open the file. Let’s say you have a weekly status report of your team members in an Excel file. To control the level of access users should have to an Excel file, use file-level protection. For more information on protecting worksheets, see Protect a worksheet.
Once sheet protection is enabled, you can protect other elements such as cells, ranges, formulas, and ActiveX or Form controls. For example, you might want a user to only add rows and columns, or only sort and use AutoFilter. You can specify what exactly a user can do within a sheet, thereby making sure that none of the important data in your worksheet are affected. Worksheet-level: With sheet protection, you can control how a user can work within worksheets. For more information on protecting workbooks, see Protect a workbook. Locking the workbook structure prevents other users from adding, moving, deleting, hiding, and renaming worksheets. Workbook-level: You can lock the structure of your workbook by specifying a password. Note: To add a digital signature, you need a valid certificate from a certificate authority (CA). For more information, see Add or remove a digital signature in Office files. For more information, see Add or remove protection in your document, workbook, or presentation.ĭigital signature: You can add digital signatures to your Excel file. Restrict Access: If your organization has permissions set up using Information Rights Management (IRM), you can apply any of the available IRM permissions to your document. For more information, see Add or remove protection in your document, workbook, or presentation. Mark as Final: Use this option if you want to mark your Excel file as the final version and want to prevent any further changes by other users. For more information, see Protect an Excel file.
Use this option when you need to give Read-only or edit access to different users. Setting a password to open or modify a file: You specify a password to open or modify a file. This prevents other users from opening the file. You have two choices here:įile encryption: When you choose this option, you specify a password and lock the Excel file. It simply prevents users from modifying locked cells within the worksheet.įollowing are the different options available for protecting your Excel data:įile-level: This refers to the ability to lock down your Excel file by specifying a password so that users can’t open or modify it. Worksheet level protection is not intended as a security feature.
You should not assume that just because you protect a workbook or worksheet with a password that it is secure - you should always think twice before distributing Excel workbooks that could contain sensitive personal information like credit card numbers, Social Security Number, employee identification, to name a few. If you forget or lose your password, Microsoft can’t retrieve it for you.
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