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MS EXCEL Protection Options

Protection Options

When you are protecting your workbook you have two primary options:

  • Prevent data entry for select cells.
    Users can access the worksheet and view the information; however, access for making changes is restricted.
  • Restrict or prevent access to the file.
    Users can be prevented from viewing the worksheet or users can view the workbook but not make changes to it.

Locking and Unlocking cell

By default, Excel “protects” cells, graphics, charts, and other worksheet objects. This protection will only take effect by turning on the worksheet protection option in the Protect Sheet dialog box. Therefore, if you enable protection, no changes can be made to a cell until you unlock that cell.

Locking Cells :

You can easily lock any cell in a worksheet. After you unprotect the worksheet, complete the following instructions:

  1. Select the cell(s) to be locked.
  2. From the Format menu, select Cells.
  3. The Format Cells dialog box appears.
  4. Select the Protection tab.
  5. Select Locked. (There will be a check before it.)
  6. Click OK.
  7. The cells are locked.

Unlocking cells:

In order to unlock cells, sheet protection must first be turned off. See worksheet level protection or workbook level protection for more information.

  1. Select the cells you want to unlock.
  2. From the Format menu, select Cells.
  3. The Format Cells dialog box appears.
  4. Select the Protection tab.
  5. Deselect Locked. (There will no longer be a check before it.)

format cells

 

Click OK.
The cells are unlocked.

 

Workbook Level Protection

You can prevent a workbook from having its structure and windows modified or resized by another user.

Protecting Workbook

  1. From the Tools menu, select Protection > Protect Workbook.
  2. The Protect Workbook dialog box appears.

protect workbook

 

  1. In the Protect Workbook dialog box, select the appropriate option(s):
    • Structure: prevents the user from changing the order of the sheets within a workbook. This includes adding or deleting worksheets.
    • Windows: prevents the user from being able to resize or move the window.
    • Password: allows only those who know the password to turn the workbook protection off.
  2. Click OK.
  3. The workbook is protected.

Un-protecting workbook:

  1. From the Tools menu, select Protection > Unprotect Workbook.
  2. The workbook is unprotected. Users can now modify the structure and windows of the workbook.
    *NOTE: If you included a password when you turned the protection on, you must enter the password to turn the protection off.

 

Worksheet Level Protection :

You can protect a single worksheet from being modified by another user.

Protecting the Worksheet

  1. From the Tools menu, select Protection > Protect Sheet.
  2. The Protect Sheet dialog box appears.
  3. In the Protect Sheet dialog box, select the appropriate option(s):
    • Protect worksheet and contents of locked cells: prevents changes to locked cells.
    • Password to unprotect sheet: allows only those who know the password to unprotect the worksheet.
    • Allow all users of this worksheet to: Checked boxes are aspects that any user can access.
  4. Click OK.
  5. The worksheet is protected.

Un-Protecting the worksheet

  1. From the Tools menu, select Protection > Unprotect Sheet.
  2. The worksheet is unprotected. Users can now modify the worksheet.

*NOTE: If you included a password when you turned the protection on, you must type the password in the Password text box to turn the protection off.

 

 

File Level Protection : 

You have two options when saving your workbook file with a password. You can save the file so only those who know the password can open the file or so only those who know the password can modify the file.

Protecting a File 

    1. From the File menu, select Save As.
    2. The Save As dialog box appears.
    3. In the Save As dialog box, from the Tools menu, select General Options.
    4. The Save Options dialog box appears.
      • protecting a file
      • To prevent unauthorized access to the file, in the Password to open text box, type a password.
      • To prevent unauthorized changes to the file, in the Password to modify text box, type a password.
    5. Click OK.
    6. The Confirm Password dialog box appears.
    7. In the Confirm Password dialog box, type the password(s) again.
    8. Click OK.
    9. To continue saving the document, click Save.

Removing the Password :

If you no longer need to password-protect the file, you can remove the password.

  1. From the File menu, select Save As.
  2. The Save As dialog box appears.
  3. In the Save As dialog box, from the Tools menu, select General Options.
    • In the Password to open text box, press Delete.
    • In the Password to modify text box, press Delete.
  4. Click OK.
  5. The file is no longer password protected.

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