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How to Password Protect Excel Spreadsheets for Business

June 12, 2024

In the business world, securing confidential spreadsheets is a non-negotiable necessity. Unauthorized access to sensitive data can lead to significant financial losses and tarnish the company's reputation. Protecting information such as financial records, strategic blueprints, and client details is crucial to maintaining a secure business environment. This guide will walk you through the steps to effectively password protect your Excel spreadsheets, ensuring your valuable data remains secure.

Part1  What Kind of Spreadsheets Typically Require Passwords?

Password Protect Excel

In the business environment, certain types of spreadsheets hold sensitive and confidential information that demands robust security measures. Password protection is one of the most effective ways to safeguard this data from unauthorized access. Here are the key types of spreadsheets that typically require passwords:

Financial Statements: Spreadsheets containing financial data, such as income statements, balance sheets, and cash flow statements, often require passwords. This is essential to prevent unauthorized access to sensitive financial information that could be used for fraud or other malicious purposes.

Financial Statements

Budgets and Forecasts: Budgeting and forecasting spreadsheets may contain confidential information about revenue projections, expense allocations, and strategic plans. Password protection helps safeguard this data from unauthorized viewing or modification, ensuring that it remains confidential and only accessible to those who need it.

Budgets and Forecasts

Personnel Data: Spreadsheets containing employee information, such as salaries, benefits, and personal details, are typically password-protected. This is crucial to ensure employee privacy and compliance with data protection regulations, which mandate that sensitive personal information be handled with care.

Client or Customer Lists: Spreadsheets containing client or customer contact information, sales figures, and transaction details are commonly password-protected. This practice is essential to prevent data breaches, which could expose sensitive client information and damage business relationships, as well as to maintain client confidentiality.

Part2 How to Protect Excel Spreadsheets with Passwords Using WPS Office [ PC & Mobile]

Securing your Excel spreadsheets with passwords is a vital step to protect sensitive business data. WPS Office provides a user-friendly approach to password-protect your documents on both PC and mobile devices. Here’s a step-by-step guide to help you through the process:

For PC:

Step 1: Open the Spreadsheet: Launch WPS Office and open the Excel spreadsheet you want to protect.

Open the Spreadsheet

Step 2: Access Encryption: Go to the "Menu" tab and select "File Encryption."

Access Encryption

Step 3: Set Password: Enter your desired password in the "Document password" field. Ensure it's strong and memorable.

Set Password

Step 4: Confirm Password: Re-enter the password to confirm its accuracy.

Step 5: Save Changes: Click "OK" to save the changes and encrypt the file with the password.

save Changes

For Mobile (Android & iOS):

Step 1: Open the Spreadsheet: Open the WPS Office app on your mobile device and open the Excel spreadsheet you want to protect.

the WPS Office app

Step 2: Access More Options: Tap on the three dots icon in the upper right corner to access more options.

Access More Options

Step 3: Select Tools: In the drop-down menu, choose "File."

Step 4: Choose Encrypt: Select "Encrypt" from the available options.

Choose Encrypt

Step 5: Set Password: Enter your desired password in the designated field and confirm it.

Set Password

Step 6: Save Changes: Tap "OK" or "Save" to apply the password protection to your spreadsheet.

Important Considerations:

  • Remember Your Password: Ensure you remember the password you set, as forgetting it will make your spreadsheet inaccessible.

  • Strong Password: Choose a strong password that includes a combination of uppercase and lowercase letters, numbers, and symbols.

  • Alternative Method (Mobile): Some mobile versions of WPS Office may offer a "Protect Sheet" option, allowing you to set a password for specific sheets within your spreadsheet.

By following these simple steps, you can effectively protect your Excel spreadsheets with passwords using WPS Office, both on your PC and mobile devices. This ensures your confidential data remains safe from unauthorized access and maintains its integrity.

Part3 Enhancing Business Efficiency with WPS AI

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WPS AI is a set of artificial intelligence features integrated into WPS Office to enhance productivity and streamline workflows. Here are some key capabilities that boost business efficiency:

Document Summary: This feature leverages AI to automatically summarize the content of documents, including text, tables, charts, and more. This saves employees valuable time by quickly extracting key points and insights from lengthy documents.

Summary documents

AI Chatbot: WPS incorporates an AI-powered chatbot directly within its productivity suite. This chatbot acts as a virtual assistant, understanding user queries and providing real-time assistance. It can answer questions, offer suggestions, and even guide users through complex tasks, improving overall productivity and reducing the need for external support.

AI Chatbot

Data Extraction: WPS AI's data extraction capabilities automate the process of extracting essential information from documents like invoices. It accurately identifies and captures relevant data such as invoice numbers, dates, and amounts. This significantly reduces manual data entry, minimizes errors, and frees up employees to focus on more strategic tasks.

Extract key information

In addition to these features, WPS AI continues to evolve, incorporating new capabilities to further enhance business efficiency. Its integration into the familiar WPS Office environment ensures a smooth user experience and allows businesses to seamlessly adopt AI-powered tools to improve their productivity and competitiveness.

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Part4 Advantages of WPS Office for Businesses

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WPS Office offers a comprehensive suite of tools tailored for businesses, with a focus on enhancing productivity, collaboration, and data security. Here are some of the key advantages of using WPS Office for businesses:

  • Cost-effective: WPS Office offers a free version with basic features and a premium version with more advanced features at a fraction of the cost of Microsoft Office. This makes it a cost-effective solution for businesses of all sizes.

  • User-friendly interface: WPS Office features a user-friendly interface that is intuitive and easy to navigate, making it ideal for businesses of all sizes and industries.

  • Compatibility: Businesses can easily open, edit, and save Excel Spreadsheets files without compatibility issues, ensuring smooth collaboration with clients, partners, and stakeholders.

  • Enhanced security: WPS Office includes advanced security features to protect sensitive business data within Excel Spreadsheets. Users can encrypt their documents, set password protection, and apply access restrictions, ensuring confidentiality and compliance with data privacy regulations.

  • Collaboration: WPS Office provides a variety of collaboration features that allow businesses to work together on documents in real-time. This includes features such as co-authoring, document sharing, and cloud storage.

  • Cross-platform availability: WPS Office is available on Windows, Mac, Android, and iOS. This allows businesses to access their documents from any device, anywhere.

  • Free templates and resources: WPS Office offers a variety of free templates and resources that can help businesses create professional-looking documents and presentations.

WPS Office stands out as a versatile and efficient office suite tailored for business needs. Its user-friendly interface, compatibility, enhanced security, and cost-effectiveness make it an excellent choice for companies aiming to enhance productivity and protect their data. By choosing WPS Office, businesses can ensure that their operations run smoothly and securely, while also benefiting from significant cost savings.


Q1 How Can I Remove Password Protection For Excel Workbooks?

Step 1: Open the workbook in WPS Office.

Step 2: Enter the current password.

Step 3: Go to the ‘Review’ tab.

Step 4: Click ‘Unprotect Sheet’ or ‘Unprotect Workbook’.

Unprotect Sheet

Step 5: Enter the password again to remove protection.

Q2 How Can I Save a Excel Workbook With a Password

Step 1: Open the workbook in WPS Office.

Step 2: Go to the ‘File’ menu and select ‘Save As’.

Step 3: Click ‘Tools’ in the ‘Save As’ dialog box and select ‘General Options’.

Step 4: Enter your desired passwords.

Step 5: Click ‘Save’.

Q3  How Can I Password Protect an Excel File but Allow Read only?

Step 1: Open the workbook in WPS Office.

Step 2: Go to the ‘File’ menu and select ‘Save As’.

Step 3: Click ‘Tools’ in the ‘Save As’ dialog box and select ‘General Options’.

Step 4: Enter a password in the ‘Password to modify’ field.

Enter a password

Step 5: Check ‘Read-only recommended’.

Step 6: Click ‘Save’.


In summary, password protecting your Excel spreadsheets using WPS Office is an essential step in safeguarding sensitive business data. The comprehensive suite of tools offered by WPS Office, combined with its user-friendly interface, compatibility, enhanced security, and cost-effectiveness, makes it an ideal choice for businesses. Embrace the features of WPS Office to enhance your productivity and ensure your data remains secure.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.