Excel has several protections with similar names. This guide covers the strongest one: encrypting the workbook so nobody can open, view, print, or edit the file without the password.
Does this affect you?
Use this for Excel for Microsoft 365, Excel 2021, and Excel 2019 on Windows or Mac when the whole workbook must be locked before it can be opened. This is different from protecting sheets, cells, or workbook structure.
Encrypt the workbook with a password to open
Use this when the file itself must stay private.
- Open the workbook.
- On Windows, go to File > Info.
- Click Protect Workbook and choose Encrypt with Password.
- Enter a password and click OK.
- Enter the same password again to confirm.
- Save the workbook.
The password requirement does not fully apply until the file is saved. After that, Excel asks for the password before showing any contents.
Remove or change the password
You must know the current password to do this.
- Open the workbook using the current password.
- Go to File > Info > Protect Workbook > Encrypt with Password.
- Delete the dots in the password box to remove the password, or type a replacement password.
- Click OK.
- Save the workbook.
A blank password box removes the open-password requirement. A new password replaces the old one.
More control
Mac password note
Excel for Mac uses Review > Protect Workbook or File > Passwords instead of the Windows File > Info screen. Keep cross-platform passwords to 15 characters or fewer if the file must open on Mac, because some Mac versions have shorter open-password limits.
Do not confuse protection types
Encrypt with Password blocks opening the workbook. Protect Sheet locks cell editing inside one sheet. Protect Workbook structure prevents sheet tabs from being added, deleted, hidden, renamed, or reordered.
Use password to modify for read-only sharing
If people may view the workbook but should need a password to save changes, use Save As > Tools > General Options and set a Password to modify instead of, or in addition to, the open password.
Store and share the password carefully
Excel file encryption is not connected to account recovery. Use a strong unique password, keep a safe record of it, and send it through a separate channel from the workbook.
Sources
- Microsoft Support – Protect a workbook (2025)
- Microsoft Support – Protect your document, workbook, or presentation with a password (2025)
- Microsoft Support – Lock or unlock specific areas of a protected worksheet (2025)