Word offers two common protection levels: a password that prevents the file from opening at all, and editing protection that lets people read the document while limiting changes. Choose the one that matches the risk.
Does this affect you?
Use this for Word for Microsoft 365, Word 2021, and Word 2019 on Windows or Mac when a document contains private information, needs a read-only review, or should allow comments without free editing.
Require a password to open the document
This is the stronger option because the document cannot be viewed without the password.
- Open the document.
- On Windows, go to File > Info > Protect Document > Encrypt with Password.
- On Mac, use Review > Protect > Protect Document and set Password to open.
- Enter the password and confirm it when prompted.
- Save the file so the protection takes effect.
The next time anyone opens the file, Word asks for that password before showing the document. Microsoft cannot recover a forgotten file-open password for you.
Allow reading but restrict editing
Use this when reviewers should be able to open the document but not freely change the text.
- On Windows, open Review > Restrict Editing.
- Under Editing restrictions, check Allow only this type of editing in the document.
- Choose No changes (Read only), Comments, or another allowed edit type.
- Click Yes, Start Enforcing Protection.
- Choose Password, enter it twice, and click OK.
On Mac, use Review > Protect > Protect Document and set a password to modify. People can open the file read-only without that password.
More control
Remove the open password
Open the file with the current password, return to Encrypt with Password or Protect Document, clear the password box, click OK, and save the document. For Restrict Editing, choose Stop Protection and enter the password.
Lock only part of a document
On Windows, Restrict Editing can allow selected sections to stay editable while the rest is protected. Use Exceptions carefully so only the intended areas remain open.
Use a strong unique password
Choose a password that is long and not reused from another account. Avoid names, dates, project titles, or anything someone could guess from the document context.
Send the password separately
If you email the protected file, send the password through another channel, such as a phone call or text message, rather than placing it in the same email thread.
Sources
- Microsoft Support – Protect a document with a password (2025)
- Microsoft Support – Protect your document, workbook, or presentation (2025)
- Microsoft Support – Restrict editing (2025)