Permission & Access Issues

Fix Restricted Access Missing or Not Working in Excel

Maira Mehtab Sep 28, 2026 869 views

Question details

Users are unable to use the Restricted Access feature to protect files, and recipients cannot open restricted workbooks or receive permission requests.

Product: Microsoft Excel
Device & OS: not provided
Scenario: Attempting to apply Information Rights Management (IRM) to an Excel file or trying to open a file that has been restricted by another user.
Observed behavior: The Restricted Access option is either completely missing from the Excel menu, or it fails to work properly because Excel uses the wrong identity when multiple organizational accounts are signed in.

Before you start

Ensure you have an active internet connection to authenticate your credentials and verify that your current Microsoft 365 subscription actually includes Information Rights Management (IRM) features.

Solution 1Recommended

Verify and Switch to the Correct Office Account

Use this solution to resolve identity conflicts caused by having multiple organizational accounts signed into Office simultaneously.

When multiple accounts are signed into Microsoft Office, Excel may automatically attempt to authenticate using the wrong identity. This prevents you from accessing files that were explicitly restricted to a different account.

Open Account Settings

Launch Microsoft Excel, click on 'File' in the top-left corner, and select 'Account' from the left-hand menu.

Check User Information

Under the 'User Information' section, check which account is currently active and listed as the signed-in user.

Switch Accounts

If the active account is incorrect, click 'Switch Account' or 'Sign Out', and then sign in with the exact email address that was granted permission to view the restricted file.

Reopen the File

Close Excel completely, relaunch the application, and try opening the restricted document again.

Account Verification: Matching the signed-in account exactly to the recipient address provided by the file owner usually resolves most access denial errors immediately.

Solution 2

Check Excel Version and IRM Configuration

Verify that your version of Excel supports Information Rights Management (IRM) and that it has not been disabled by your organization.

Free Microsoft Office alternative

Protect Your Spreadsheets Easily with WPS Office

If Microsoft Excel's Information Rights Management is causing identity conflicts or requires an expensive enterprise upgrade just to restrict file access, consider switching to WPS Office. It provides an intuitive, lightweight, and completely free alternative with built-in document encryption and password protection, bypassing the need for complex account management.

1. Download and Install: Download WPS Office for free from the official website and install it on your device.
2. Open Your Spreadsheet: Launch WPS Spreadsheets and open your existing .xlsx or .xls files seamlessly.
3. Encrypt the File: Navigate to the 'Review' or 'Protect' tab and select 'Encrypt' to easily set open and editing passwords without needing an enterprise server.

Free and lightweight alternative to Microsoft ExcelSeamless compatibility with standard Microsoft Office formats (.xlsx, .xls)Built-in document encryption and password protection featuresNo complex Information Rights Management (IRM) server configuration requiredFamiliar user interface for a smooth transition

microsoft office alternative - wps office

Frequently Asked Questions

Why is the Restricted Access option completely missing in my Excel?

The Restricted Access option requires Information Rights Management (IRM) to be enabled. It may be missing if your Microsoft 365 subscription does not include IRM features, or if your organization's IT administrator has disabled it.

Can having multiple Microsoft accounts cause permission errors?

Yes. If you have multiple organizational accounts signed into Office, Excel might default to the wrong identity when verifying permissions, resulting in an access denied error when you try to open a restricted file.

How do I check which account Excel is currently using?

Open Excel, click on the 'File' menu, and select 'Account'. Your active account and connected services will be displayed under the 'User Information' section.

Will WPS Office open password-protected Excel files?

Yes, WPS Office is fully compatible with Microsoft Office formats and can open standard password-encrypted .xlsx files, provided you have the correct password to unlock them.

Document & File Issues