How to Password Protect an Excel File on Windows and OneDrive

Will you be using an Excel file to share the latest sales data or company quarter data? Aside from top management, you won't want anyone else to have access to such sensitive information. A password protects such documents the best. Windows and OneDrive allow you to add a password to an Excel document. Follow these steps.

Password Protect an Excel File on Windows

There are two ways to protect Excel files on Windows. Excel's desktop application or OneDrive can be used to add password protection before sharing a link to the document. First, we will discuss the desktop method.

Use Microsoft Excel App

Before saving a copy of the Excel file, you have the option of adding password protection. Here's how you do it.

1. Open Microsoft Excel software on Windows.

2. Open the file you want to password-protect.

3. Make necessary changes and click on File at the top.

4. Select Info from the sidebar.

5. Click on Protect Workbook.

6. Select Encrypt with Password.

Add a password to encrypt the contents of this file and click OK. If you forget or lose your password, you cannot retrieve it.

Please enter the password again and click OK. Now, whenever you or anyone else attempts to open the Excel file, the app will prompt you for the password. Please enter the correct password and click OK.  

Microsoft Office 2016-2019 uses AES-256 encryption that cannot be broken within a reasonable amount of time.

Keep a list of passwords and corresponding documents in a safe place. To store sensitive information securely, you can use a password manager such as 1Password, Dashlane, or LastPass.

Protect Excel files with OneDrive Web.

If you use Excel on Windows 10 or Windows 11, chances are you already subscribe to one of the Microsoft 365 plans.

OneDrive storage for paid subscribers is included in all Microsoft 365 plans. You can password-protect a sharable OneDrive link, for instance. As an alternative to email, you can store the file in your OneDrive account and share a link to it with a password.

The file can even have an expiration date after which it will no longer be available.

OneDrive is tightly integrated with all Microsoft Office apps. Excel files are stored in OneDrive by default. Use the instructions below to protect Excel files using OneDrive.

1. Visit OneDrive on the web and sign in using your Microsoft account credentials.

2. Find an Excel file from OneDrive and select it.

3. Select the Share button at the top.

4. From the Share link menu, click on the Edit button.

5. Select Link settings.

6. From the following menu, you have an option to Set a password.

7. Add password and click on Apply button at the bottom. From the same menu, you can set the expiration date as well.

When you set an expiration date for a week, the OneDrive link becomes inactive after the date/time has passed.

Those with access to the OneDrive link will need a password to access the data. You can add password protection to any file you plan to share on OneDrive by using the same trick.

Wrapping Up: Password Protect an Excel File

In spite of Google Sheets, Apple Numbers, and newcomers like Airtable and Coda, Microsoft Excel remains unmatched, especially in the business and enterprise sector.

Some Excel files should be protected from public access. Apply the trick above to prevent unauthorized access to Excel files with a password.

Are you aware that an Excel sheet can be turned into an application that users can download and install on their smartphones?