In the Microsoft Office system, you can use passwords to help prevent other people from opening or modifying Microsoft Office Word documents, Microsoft Office Excel workbooks, and Microsoft Office PowerPoint presentations.

This article describes how to set a password to open or modify a file, and how to change or remove the password. There are other articles that describe using passwords to protect formatting in documents and protect worksheet or workbook elements. For information about how to rights-manage content using Information Rights Management (IRM), see .What do you want to do?

Set a password for a document

To allow only authorized reviewers to view or modify your content, you can help secure your entire document with a password.

  1. Click the Microsoft Office Button button image, and then click Save As.
  2. Click Tools, and then click General Options.
  3. Do one or both of the following:
    • If you want reviewers to enter a password before they can view the document, type a password in the Password to open box.
    • If you want reviewers to enter a password before they can save changes to the document, type a password in the Password to modify box.

    Notes:

    • Password to open By default, this feature uses advanced encryption. Encryption is a standard method used to help make your file more secure.
    • Password to modify This feature does not use any encryption method. It is designed so you can collaborate with content reviewers you trust. Is not designed to help make your file more secure.
    • Both passwords You can assign both passwords - one to access the file and one to provide specific reviewers with permission to modify its content. Make sure each password is different from the other.

    Important

    Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. For more information, see .

    It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect.

  4. If you don't want content reviewers to accidentally modify the file, select the Read-only recommended check box. When opening the file, reviewers are asked whether or not they want to open the file as read-only.
  5. Click OK.
  6. When prompted, retype your passwords to confirm them, and then click OK.
  7. Click Save.
  8. If prompted, click Yes to replace the existing document.

Set a password for a workbook

To allow only authorized reviewers to view or modify your data, you can help secure your entire workbook file with a password.

  1. Click the Microsoft Office Button button image, and then click Save As.
  2. Click Tools, and then click General Options.
  3. Do one or both of the following:
    • If you want reviewers to enter a password before they can view the workbook, type a password in the Password to open box.
    • If you want reviewers to enter a password before they can save changes to the workbook, type a password in the Password to modify box.

    Notes:

    • Password to open By default, this feature uses advanced encryption. Encryption is a standard method used to help make your file more secure.
    • Password to modify This feature does not use any encryption method. It is designed so you can collaborate with content reviewers you trust. Is not designed to help make your file more secure.
    • Both passwords You can assign both passwords - one to access the file and one to provide specific reviewers with permission to modify its content. Make sure each password is different from the other.

    Important

    Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. For more information, see .

    It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect.

  4. If you don't want content reviewers to accidentally modify the file, select the Read-only recommended check box. When opening the file, reviewers will be asked whether or not they want to open the file as read-only.
  5. Click OK.
  6. When prompted, retype your passwords to confirm them, and then click OK.
  7. Click Save.
  8. If prompted, click Yes to replace the existing workbook.

    Note Securing an entire workbook with a password is separate from the workbook and worksheet protection that you can set on the Review tab in the Changes group. For more information about workbook and worksheet protection, see Change or remove protection of worksheet or workbook elements.

Set a password for a presentation

To allow only authorized reviewers to view or modify your content, you can help secure your entire presentation file with a password.

  1. Click the Microsoft Office Button button image, and then click Save As.
  2. Click Tools, and then click General Options.
  3. Do one or both of the following:
    • If you want reviewers to enter a password before they can view the presentation, type a password in the Password to open box.
    • If you want reviewers to enter a password before they can save changes to the presentation, type a password in the Password to modify box.

    Notes:

    • Password to open By default, this feature uses advanced encryption. Encryption is a standard method used to help make your file more secure.
    • Password to modify By default, this feature uses advanced encryption. Encryption is a standard method used to help make your file more secure.
    • Both passwords You can assign both passwords - one to access the file and one to provide specific reviewers with permission to modify its content. Make sure each password is different from the other.

    Important

    Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. For more information, see .

    It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect.

  4. Click OK.
  5. When prompted, retype your passwords to confirm them, and then click OK.
  6. Click Save.
  7. If prompted, click Yes to replace the existing presentation.

Change a password

  1. Do one or both of the following:
    • Open the file using your open password and as read/write.
    • Open the file using your modify password and as read/write.
  2. Click the Microsoft Office Button button image, and then click Save As.
  3. Click Tools, and then click General Options.
  4. Select the existing password, and then type a new password.
  5. Click OK.
  6. When prompted, retype your password to confirm it, and then click OK.
  7. Click Save.
  8. If prompted, click Yes to replace the existing file.

Remove a password

  1. Do one or both of the following:
    • Open the file using your open password and as read/write.
    • Open the file using your modify password and as read/write.
  2. Click the Microsoft Office Button button image, and then click Save As.
  3. Click Tools, and then click General Options.
  4. Select the password, and then press DELETE.
  5. Click OK.
  6. Click Save.
  7. If prompted, click Yes to replace the existing file.