Document Editing Problems

How to Fix Word Removing Password Protection Without Prompting

Maira Mehtab Oct 12, 2026 869 views

Question details

Users are experiencing an issue where password protection is silently removed from Word documents without any prompts or warnings.

How to Prevent Word from Removing Password Protection Without Prompting

Product: Microsoft Word, Teams, SharePoint
Device & OS: not provided
Scenario: Editing or commenting on password-protected documents that are stored in Microsoft Teams or SharePoint environments.
Observed behavior: Password protection is automatically and unexpectedly removed from the document, often occurring when users interact with the file via Word for the web instead of the desktop application.

Before you start

Verify whether users in your organization are accessing the protected documents via Word for the web (Online) or the Word desktop application, and ensure you have IT administrator privileges if a Microsoft 365 channel update is required.

Solution 1Recommended

Open Protected Documents in the Word Desktop Application

Avoid editing or commenting on protected documents in Word Online, as it can cause unexpected unlocking behavior.

Word documents stored in Teams or SharePoint may behave differently when edited in Word for the web compared to the desktop app. Online commenting has been identified as a trigger that can contribute to unexpected protection removal.

Locate the document

Navigate to the password-protected Word document within your Microsoft Teams channel or SharePoint document library.

Access more options

Hover over the document name and click the three dots (More options) icon next to it.

Open in Desktop App

Select 'Open' from the dropdown menu, then choose 'Open in app' to launch the file directly in the Microsoft Word desktop application.

Enforce team compliance

Instruct all users and team members to exclusively use the desktop application when adding comments or making edits to maintain the document's security settings.

Open Protected Documents in the Word Desktop Application

Default Settings: SharePoint administrators can change library settings to force documents to open in the client application by default, minimizing the chance of users accidentally using Word for the web.

Solution 2

Update Microsoft 365 to a Supported Build

Outdated Office builds can contain bugs affecting document protection. Updating to a newer version via the Monthly Enterprise Channel often resolves the issue.

Free Microsoft Office alternative

Try WPS Office for Secure and Reliable Document Editing

If you are tired of unexpected bugs and document protection issues in Microsoft Word, consider switching to WPS Office. It provides a lightweight, highly compatible, and user-friendly alternative for securing and editing your important files without unexpected behavior.

1. Download WPS Office: Visit the official WPS website and click the 'Download' button to get the free installer.
2. Install the software: Run the downloaded installation file and follow the simple on-screen instructions to set up WPS Office on your computer.
3. Secure your documents: Open your document in WPS Writer, navigate to the 'Menu', select 'Document Encryption', and set your passwords reliably.

Highly compatible with Microsoft Word (.docx), Excel, and PowerPoint formats.Robust built-in document encryption and password protection that remains stable.Free to download and use with a lightweight installation package.Familiar, tabbed user interface ensuring a seamless migration from Microsoft Office.

microsoft office alternative - wps office

Frequently Asked Questions

Does commenting in Word Online break document protection?

Yes, adding comments or editing protected documents in Word for the web (Microsoft 365 Online) can sometimes trigger a sync conflict or bug that silently removes the password protection. It is highly recommended to use the desktop app instead.

How can I enforce users to open SharePoint documents in the desktop app?

SharePoint administrators can change the default opening behavior by navigating to the document library, clicking on the gear icon (Settings) > Library Settings > Advanced Settings, and setting 'Opening Document in the Browser' to 'Open in the client application'.

What should I do if updating Office does not fix the password protection issue?

If the problem persists after updating to the latest Monthly Enterprise Channel build, you should contact your organization's IT administrator to escalate a support ticket with Microsoft, as it may require a backend patch for your specific tenant.

Document & File Issues