How to Password-Protect an Excel File: Encrypt With a Password (2026)

A spreadsheet often holds your most sensitive data: salaries, budgets, customer lists, passwords. Adding a password encrypts the file so it can only be opened by someone who knows it. Here's how to password-protect an Excel file on Windows and Mac, how to protect just one sheet, and how to remove a password later.

Encrypt the Entire Workbook (Windows)

This is the strongest option: it encrypts the whole file with AES-256, so nothing can be read without the password.

1. Open the workbook and click the File tab.
2. Select Info from the left sidebar.
3. Click Protect Workbook > Encrypt with Password.
4. Type a strong password and click OK.
5. Re-enter the same password to confirm and click OK.
6. Save the file (Ctrl + S).

The next time anyone opens the file, Excel demands the password before showing any data.

Important: Microsoft cannot recover a forgotten workbook password. Store it in a password manager, and never send the password in the same email as the file.

Encrypt an Excel File (Mac)

1. Open the workbook and go to the Review tab.
2. Click Protect Workbook (or File > Passwords…).
3. Enter a password to open, and optionally a separate password to modify.
4. Confirm the password and save the file.

Protect a Single Sheet (Not the Whole File)

Sometimes you don't want to lock the file, you just want to stop people editing specific cells or formulas while still letting them view the data.

1. Go to the Review tab.
2. Click Protect Sheet.
3. Set a password and tick which actions users are still allowed (select cells, sort, use filters, etc.).
4. Click OK and confirm the password.

Note that sheet protection controls editing, not opening, anyone can still see the contents. Use Encrypt with Password when you need to stop people opening the file at all.

Create a Strong Password

• Use a long passphrase (four or more random words) rather than a short, "clever" string.
• Mix uppercase, lowercase, numbers, and symbols.
• Don't reuse a password from another account.
• Save it in a password manager immediately, there is no recovery if you lose it.

Remove a Password From Excel

If you no longer need protection:

1. Open the file (you'll be prompted for the current password).
2. Go to File > Info > Protect Workbook > Encrypt with Password.
3. Delete the existing password so the box is empty.
4. Click OK and save.

To remove sheet protection, go to Review > Unprotect Sheet and enter the password.

Protecting the PDF Version Too

Spreadsheets are frequently shared as PDFs: a signed report, an invoice, a statement. When you export to PDF, the Excel password does not carry over, so the PDF is unprotected. Add a password to it with PDF Zone's Encrypt PDF tool.

1. Open the Encrypt PDF tool.
2. Upload the exported PDF, it's processed locally in your browser and never uploaded.
3. Set a password and permissions, then download the encrypted PDF.

Already received a locked PDF and need to remove the password (you have the right to)? Use the Decrypt PDF tool.

Frequently Asked Questions

How do I put a password on an Excel file?

Go to File > Info > Protect Workbook > Encrypt with Password, type a strong password, confirm it, and save. Excel will then require the password every time the file is opened.

How do I password-protect an Excel file on a Mac?

Open the Review tab and click Protect Workbook, or use File > Passwords…. Enter a password to open (and optionally to modify), confirm, and save the file.

What's the difference between protecting a workbook and protecting a sheet?

Encrypting a workbook requires a password just to open the file. Protecting a sheet only restricts editing of cells and formulas, anyone can still view the data. Use workbook encryption for true confidentiality.

Can I recover a forgotten Excel password?

No. Microsoft cannot retrieve or reset workbook passwords, and there's no official recovery. Always store the password in a password manager as soon as you set it.

Does an Excel password carry over when I save as PDF?

No. Exporting to PDF creates an unprotected file. Add protection separately with a tool like PDF Zone's Encrypt PDF.

How strong is Excel's password protection?

Modern Excel uses AES-256 encryption for workbook passwords, which is very strong: the weak link is usually the password itself, so choose a long, unique passphrase.

How do I remove a password from an Excel file?

Open the file, go to File > Info > Protect Workbook > Encrypt with Password, clear the password field, click OK, and save. For sheet protection, use Review > Unprotect Sheet.

Is it safe to password-protect a PDF online?

With PDF Zone's Encrypt PDF tool it is, the file is encrypted locally in your browser and never sent to a server, so your data stays private.

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Sources: Microsoft Support. Protect an Excel file.