Permission & Access Issues

How to Give Selective Edit and View Access to an Excel Workbook

Maira Mehtab Sep 27, 2026 869 views

Question details

The user wants to configure an Excel workbook so specific users can edit it, others can only view it, and unauthorized users are completely blocked from accessing the file.

How to Set Selective Edit and View Access in Excel Workbooks

Product: Microsoft Excel
Device & OS: not provided
Scenario: Sharing a workbook with a team where different members require different levels of access, such as edit rights, view-only rights, or no access at all.
Observed behavior: The user needs to establish a multi-tier permission system for a single spreadsheet document rather than a simple all-or-nothing access model.

Before you start

Determine exactly which users need editing capabilities, who only needs to view the data, and who should be restricted completely. If using cloud features, ensure your file is saved to your organizational OneDrive or SharePoint first.

Solution 1Recommended

Assign File-Level Permissions via SharePoint or OneDrive

The most secure and modern way to manage selective access is by utilizing cloud-based file sharing permissions.

By storing your workbook in the cloud, you can assign identity-based permissions. This ensures unauthorized users cannot even open the file, while authorized users get exactly the access they need.

Upload the Workbook

Save or upload your Excel workbook to your SharePoint document library or OneDrive folder.

Open Share Settings

Right-click the file and select 'Share', or open the file in Excel and click the 'Share' button in the top right corner.

Assign Specific Access

Enter the email addresses of the people you want to share with. Use the dropdown menu next to their names to select 'Can edit' for editors and 'Can view' for users who should only read the document.

Restrict Unauthorized Users

Do not share the link or grant permissions to anyone who should not have access. If a link was previously shared, you can manage access in the file settings to revoke it.

Assign File-Level Permissions via SharePoint or OneDrive

Best Practice: File-level access control in SharePoint or OneDrive is much more secure than traditional password protection and prevents unauthorized users from opening the file entirely.

Solution 2

Set a Password to Modify or Open in Desktop Excel

Use built-in password protection to allow anyone to view the file while restricting editing rights to password holders, or block access entirely with a password to open.

Secure Your Spreadsheets

Easily Manage Workbook Permissions with WPS Office

WPS Office offers robust built-in file encryption and permission settings, allowing you to easily set passwords for opening or modifying your spreadsheets without needing complex cloud setups.

1. Open the Spreadsheet: Launch WPS Office and open your spreadsheet document.
2. Access Encryption Settings: Navigate to the 'Menu' at the top left corner, then go to 'Document Encryption' and select 'Encryption'.
3. Set Password to Open: In the encryption dialog, enter a password in the 'Document Password' field to restrict unauthorized users from opening the file.
4. Set Password to Modify: Enter a separate password in the 'Password to Modify' field to restrict editing. Only users with this password can make changes; others can only view the file.
5. Save and Share: Save your document. Distribute the document and the corresponding passwords safely to your designated users.

Fully compatible with Microsoft Excel (.xlsx) formatsIntuitive interface for setting document passwords and restrictionsLightweight, fast, and completely free for daily office tasksEasily establish view-only and edit-only access tiers locally

microsoft office alternative - wps office

Frequently Asked Questions

Can I remove a password to modify later?

Yes. You can remove it by opening the document (entering the password when prompted), going back to the General Options in the Save As dialog, deleting the contents of the password fields, and saving the document again.

What happens if someone forgets the password to open or modify?

Excel and most spreadsheet software cannot recover lost passwords. It is highly recommended to keep a secure backup of your passwords; otherwise, the restricted data may become permanently inaccessible.

Is a password to modify as secure as SharePoint permissions?

No. While a password to modify restricts casual editing, SharePoint or OneDrive permissions offer robust, identity-based access control that is much harder to bypass and easier to manage and revoke remotely.

Document & File Issues