Password Protect and Restrict Editing Documents in Microsoft Office

Instructional Portable Document Format (PDF) download

In Microsoft Office 2007 and above, you can use passwords to help prevent other people from viewing or modifying your documents, workbooks, and presentations! If you need to e-mail Social Security Numbers, Banner IDs, or any other sensitive data, the file NEEDS to be encrypted and password protected.

  • If you are e-mailing a password protected file, DO NOT send the password in the e-mail along with the password protected file. Instead, have the recipient call you on the phone for the password.
  • DO NOT use a password you normally use – try to make a new one each time. That way, everybody you e-mail a file to won’t have your personal password(s).
  • Finally, if you will be setting both an open and editing password, it is best to make them different. The point of setting a modify password is to keep people from modifying the file. If both protections are used and both passwords are the same, when the password is entered to open the file, then it also becomes modifiable, thus defeating the integrity of the file!

Password protecting a file in Microsoft Office

  1. Click the File tab.
    File tab
  2. Click Info.

Info tab

  1. Click Protect Document, and the click Encrypt with Password.

          Protect Document drop-down menu

 

  1. In the Encrypt Document box, type a password, and then click OK.Encrypt document box

If you lose or forget the password, it cannot be recovered. It is advisable to keep a list of passwords and their corresponding documents names in a safe place, such as a password manager. Remember that passwords are case-sensitive!

  1. In the Confirm Password box, type the password again, and the click


Restricting editing of a file in Microsoft Office

  1. Click the File
  2. Click
  3. Click Protect Document, and then click Restrict Editing.
  4. A pane will appear on the right side of the document.
    1. Leave Limit formatting to a selection of styles
    2. Check Allow only this type of editing in the document: and select the value No changes (Read only) from the drop-down menu.
    3. Leave Everyone unchecked in the Exceptions (optional)
    4. Click Yes, Start Enforcing Protection.
  5. In the Start Enforcing Protection box, type a password, and then clickStart Enforcing Protection box

If you lose or forget the password, it cannot be recovered. It is advisable to keep a list of passwords and their corresponding documents names in a safe place, such as a password manager. Remember that passwords are case-sensitive!