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How to Encrypt and Password-Protect an Excel File on Mac
Question details
The user needs to secure an Excel workbook on a Mac by applying encryption and requiring a password to open or modify the document.
- Product
- Microsoft Excel for Mac
- Device & OS
- Mac
- Scenario
- Protecting sensitive data in an Excel workbook from unauthorized viewing or editing.
- Observed behavior
- Upon applying the correct settings, a password prompt is successfully enforced whenever someone attempts to open or modify the encrypted Excel file.
Before setting a password, save it in a reliable password manager and ensure your Mac's keyboard layout is set to the correct language so you do not accidentally type the wrong characters.
Set a Password to Open or Modify the Excel File
Use the built-in Passwords feature in Excel for Mac to require a password to open (encrypt) or modify the workbook.
Excel provides two distinct types of passwords for document security. The 'open' password encrypts the file and completely prevents unauthorized viewing. The 'modify' password allows users to view the spreadsheet but restricts editing. For full encryption, you must apply an open password.
Open your workbook in Excel for Mac, click on 'File' in the top Apple menu bar, and select 'Passwords...' from the dropdown list.
In the 'Password to open' text box, type a strong and memorable password. This is the only setting that actively encrypts your file.
If you want to allow users to view but not alter the file without authorization, enter a different password in the 'Password to modify' box.
Click 'OK'. Excel will prompt you to re-enter the passwords to confirm them. Once confirmed, save the workbook to apply the encryption.
Encrypt the Excel File Using a ZIP Archiver
Archive and password-protect your Excel file using a third-party ZIP utility to add an extra layer of security.
How to Encrypt Spreadsheets Easily in WPS Office
WPS Office provides a fast, lightweight, and highly compatible alternative to Microsoft Office. You can easily encrypt your spreadsheets and protect sensitive data across macOS, Windows, and mobile devices.
- 1. Open your file in WPS Office: Launch WPS Spreadsheet on your Mac and open the workbook you want to protect.
- 2. Access the encryption settings: Click on 'Menu' (or 'File' in the top bar), navigate to 'File Information', and select 'Encryption'.
- 3. Set your document password: Enter your desired password in the 'Document Password' field to encrypt the file. You can also specify an 'Editing Password' to grant read-only access.
- 4. Confirm and save: Click 'OK' and save the document. Your spreadsheet is now securely encrypted and ready to be shared safely.
Frequently Asked Questions
What is the difference between a password to open and a password to modify in Excel?
A password to open fully encrypts the Excel file, meaning no one can view the contents without it. A password to modify allows users to open and view the file in read-only mode, but requires a password to make and save changes.
Can Microsoft recover my forgotten Excel password on Mac?
No, Microsoft does not have the ability to retrieve or reset a lost or forgotten Excel password. It is highly recommended to keep a backup of your passwords in a secure password manager.
Can I remove the password from my Excel file later?
Yes, as long as you know the current password. Open the file using the password, go to File > Passwords, clear the contents of both password fields, click OK, and save the file.
Does setting a 'password to modify' encrypt the workbook?
No. Setting only a password to modify does not encrypt the file. It merely restricts editing capabilities within the application. To ensure data privacy through actual encryption, you must set a password to open.
