Excel spreadsheets often contain sensitive information you want to keep safe or private. Businesses may even be legally required to protect Excel files with a password if you fall under GDPR or HIPAA jurisdiction.

This guide shows how to password protect an Excel file using built-in Microsoft Office tools and how to use Proton Drive to make your data even more secure.

What password protection in Excel means

When an Excel file is password protected, access is restricted in one of two ways:

  • Password to open: Encrypts the file and prevents anyone from viewing it without the password.
  • Password to modify: Allows the file to be opened but restricts editing unless a separate password is entered.

The password to open option provides the strongest protection. It encrypts the file and prevents anyone from viewing it without the password.

Note: Excel doesn’t offer password recovery. If the password is lost, the file cannot be accessed again.

Limitations of password-protecting Excel files

Password protection in Excel is useful, but it has several limitations. For example, if you share the file and password together (in the same email), anyone who intercepts it can access the file, which defeats the purpose of password protection.

  • No control after sharing: Once a file is sent, it can be copied, forwarded, or stored without restriction.
  • No visibility or tracking: There is no way to see who has accessed the file or whether it has been shared further.
  • No way to revoke access: If access needs to be removed, the file must be re-sent with a new password.

Password-protecting individual files is best suited for basic protection rather than ongoing access control or secure collaboration.

How to password protect an Excel file in Windows

On a Windows PC, you can password protect Excel files directly within the app.

Note: Passwords are case sensitive, and if you forget your password, you will lose access to the file.

To lock an Excel spreadsheet on Windows, follow these steps:

  • Select File → Info.
    • Click Protect Workbook, then choose Encrypt with Password.
      • Enter a password, then click OK.
      • Re-enter the password to confirm, then click OK.
      • Save the file.

      How to lock an Excel spreadsheet on Mac

      The process for macOS is slightly different but achieves the same result:

      • Select File → Passwords
      • Enter a password in Password to open.
      • (Optional) Enter a password in Password to modify to restrict editing.
      • Click OK.
      • Re-enter the password(s) to confirm, then click OK.
      • Save the file.

      How to remove a password from an Excel file

      If you no longer need to protect a file, you can remove the password directly in Excel. You’ll need to know the current password to do this.

      Remove an Excel password in Windows

      1. Open the Excel file and enter the password.
      2. Select File → Info.
      3. Click Protect Workbook, then Encrypt with Password.
      4. Delete the password in the field so it is blank, then click OK.
      5. Save the file.

      Remove an Excel password on Mac

      1. Open the Excel file and enter the password.
      2. Select File → Passwords.
      3. Delete the password in Password to open (and Password to modify, if set).
      4. Click OK.
      5. Save the file.

      Securely store and share your passwords with Proton Pass

      Your file security is only as strong as your password. Avoid storing it in unsafe places like your desktop or a sticky note.

      A password manager like Proton Pass helps you create, store, and share passwords securely. It’s open source and independently audited, so your vault stays private.

      Proton Drive for automated protection

      If you want to encrypt an Excel file without managing individual file passwords, you can store it in Proton Drive. It uses end-to-end encryption, meaning only you can access your files.

      To share a file securely using Proton Drive, follow these steps:

      1. Go to My files, select the file you want to share, and click the Get link icon.
      2. In the box that pops up, click Privacy settings.
      3. Turn on the Protect with password toggle and enter a password.
      4. For additional privacy, turn on the Set expiration date toggle to choose a date after which the link will expire.
      5. Click Save, then click Copy link to share it with your recipients.

      Try Proton Sheets as a private alternative

      If you are looking for a privacy-first alternative to Microsoft Excel, consider Proton Sheets. Proton Sheets is built into Proton Drive, so every spreadsheet you create is protected by end-to-end encryption by default. You won’t need to worry about manual encryption steps as your data is locked before it ever leaves your device.

      For more information on advanced security methods, you can also read our detailed guide on how to encrypt an Excel file.