Permission & Access Issues

How to Save an Excel Workbook with a New Name and Protect It

Kushani Nimanthika Sep 30, 2026 869 views

Question details

The user needs to save a copy of an Excel workbook containing formulas and restrict editing permissions before sharing it with coworkers.

How to Save an Excel Workbook with a New Name and Protect It

Product: Excel
Device & OS: not provided
Scenario: Sharing a workbook with coworkers while preserving formulas and preventing unwanted modifications.
Observed behavior: The user wants to keep the original file untouched and ensure the shared copy is protected against accidental or intentional edits.

Before you start

Ensure you have saved all recent changes to your original workbook before generating a new copy to apply sharing restrictions.

Solution 1Recommended

Save as a Copy and Set to Read-Only

Create a separate file for sharing and mark it as read-only to discourage coworkers from making changes.

Saving the workbook with a new name ensures your original file remains completely unmodified. Marking the new file as read-only serves as a prompt for recipients not to edit the document.

Save a new copy

Open your original Excel workbook, click on 'File' in the top-left corner, and select 'Save As'. Enter a new name for the file and save it to your desired folder.

Access protection settings

While in the newly saved file, navigate to 'File' > 'Info'.

Apply read-only status

Click the 'Protect Workbook' dropdown button and select 'Always Open Read-Only'.

Security Limitation: The 'Always Open Read-Only' feature discourages accidental edits, but recipients can still bypass it by saving their own copy. For stricter security, use password protection.

Solution 2

Apply Password Protection to Worksheets

Use password protection to lock specific formulas or the entire worksheet from being altered without authorization.

WPS Spreadsheet Security

Easily Save and Protect Spreadsheets with WPS Office

WPS Office offers a robust and user-friendly Spreadsheet tool that allows you to easily duplicate workbooks, lock specific formula cells, and encrypt your files with passwords for secure sharing.

1. Duplicate the file: Open your spreadsheet in WPS Office, click on 'Menu' in the top-left corner, and select 'Save As' to rename the file.
2. Access Review tab: Navigate to the 'Review' tab on the top ribbon of the new file.
3. Apply protection: Click 'Protect Sheet' or 'Protect Workbook', set a secure password for your coworkers, and click 'OK'.

Highly compatible with Microsoft Excel (.xlsx) files and formulas.Advanced workbook and worksheet protection features.Free and lightweight software for seamless document management.

microsoft office alternative - wps office

Frequently Asked Questions

Can a user unlock a read-only Excel file if there is no password?

Yes. If an Excel file is only marked to 'Always Open Read-Only' without password protection, recipients can bypass the restriction by simply clicking 'Edit Anyway' when the prompt appears, or by saving their own editable copy.

How do I lock only specific cells containing formulas while leaving others editable?

First, select the cells you want coworkers to edit. Right-click and choose 'Format Cells', go to the 'Protection' tab, and uncheck 'Locked'. Finally, go to the 'Review' tab and click 'Protect Sheet'. This leaves only your formula cells securely locked.

What happens if I forget the password used to protect the workbook?

If you forget the sheet or workbook protection password, you will not be able to unprotect it to make structural changes. It is highly recommended to always keep a secure backup of your passwords or preserve the unprotected original file.

Document & File Issues