How to Password Protect an Excel File (Windows, Mac, Microsoft 365 & Cloud)

Introduction (Discover-Friendly Hook)

If your Excel file contains salary data, business reports, client details, or personal records, leaving it unprotected is risky. One wrong share—and anyone can open or edit it.

The good news? Excel lets you password protect a file in multiple ways—from blocking access completely to allowing read-only viewing.

And before we start, let’s clear up a common myth 👇

Excel password protection is NOT an OS thing and NOT a hardware or firmware thing.
It’s a built-in Excel software feature, controlled entirely inside Microsoft Excel.

How to Password Protect an Excel File From Opening (Most Secure)

This method prevents anyone from opening the file without a password.

Steps (Windows & Microsoft 365)

1. Open the Excel file
2. Click File → Info
3. Select Protect Workbook
4. Click Encrypt with Password
5. Enter a strong password → Confirm → Save

✅ Without the password, the file won’t open at all.

How to Password Protect an Excel File in Microsoft 365

Microsoft 365 users get the same security, plus cloud support.

1. Open Excel (Microsoft 365)
2. Go to File → Info
3. Click Encrypt with Password
4. Save the file

Works on:

• Windows
• Mac
• OneDrive
• SharePoint

How to Password Protect an Excel File From Editing (Read-Only Access)

Want people to view but not change your data? This is the best option.

Steps

1. Open Excel
2. Go to File → Save As
3. Click Tools → General Options
4. Set:
   • Password to open (optional)
   • Password to modify (recommended)
5. Save

🔒 Users can open the file but must enter a password to edit.

How to Password Protect an Excel File but Allow Read Only

This is perfect for reports and shared dashboards.

• Set Password to Modify
• Leave Password to Open empty
• Save the file

Users can:
✅ View data
❌ Edit cells without permission

How to Password Protect an Excel File on Mac

Mac users aren’t left out 🍎

Steps (Excel for Mac)

1. Open the file
2. Click File → Passwords
3. Set:
   • Password to open
   • Password to modify
4. Save

Works the same way as Windows.

How to Password Protect an Excel File in SharePoint

SharePoint relies on file permissions, not traditional passwords.

Best Practice

1. Upload Excel file to SharePoint
2. Right-click file → Manage Access
3. Set:
   • View only
   • Edit permissions
4. Remove unwanted users

🔐 Security is handled by Microsoft account access.

How to Password Protect an Excel File on OneDrive

OneDrive also uses account-based security.

Option 1: Excel Password

• Password-protect the file before uploading

Option 2: OneDrive Sharing Control

1. Right-click file
2. Click Share
3. Choose Can view or Can edit
4. Disable download if needed

Important: This Is NOT an OS or Hardware Firmware Thing

Unlike display issues or screen borders:

• ❌ This is NOT controlled by Windows or macOS
• ❌ Not related to hardware firmware
• ❌ Not affected by GPU or system settings

✅ Excel password protection is 100% software-level and app-based

(For comparison, issues like screen capture borders are hardware/firmware related—see below 👇)

Helpful Internal Reads

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• 🔗 How to Get Rid of Yellow Border Around Screen in Windows 10
• 🔗 How to Change Default Browser on Mac (Monterey, Catalina & Sequoia)
• 🔗 How to Move Columns in Excel Without Breaking Your Data

Quick Answers (Featured Snippet Style)

How do I password protect an Excel file from opening?

Use File → Info → Encrypt with Password and save the file.

Can I allow read-only access in Excel?

Yes, set a Password to Modify and leave open access enabled.

FAQs (Short AI Overview Snippets)

How to password protect an Excel file in Microsoft 365?

Use Encrypt with Password under File → Info.

How to password protect an Excel file on Mac?

Go to File → Passwords and set open or modify passwords.

How to password protect an Excel file in SharePoint?

Use SharePoint’s Manage Access permissions.

How to password protect an Excel file on OneDrive?

Password-protect before upload or control sharing permissions.

Conclusion

Excel makes it easy to protect sensitive data—whether you want to block access entirely, limit editing, or allow read-only viewing.

Just remember:

Excel file security is application-based, not OS-based or hardware-firmware controlled.

Set it once, save securely, and share with confidence.