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Tech Tip 37: How to Protect Documents with Passwords

Posted on: August 12, 2009


When you’re working with sensitive documents, you can set passwords to the document so that no one else gets access to them, unless they have the password. Microsoft Office provides the passwords feature for all types of files: Word, Excel, PowerPoint, Access, Publisher etc. This is how you can set a password to your documents:

Open the document, then from the File menu, click on ‘Save As’ to bring up the Save As Dialog box. Once you specify the location of where you want the file to be saved, click on the tools menu on that dialog box and go to ‘General Options’. In the General Options box, you can set a password to open the file and you can also set a password (different or same) for modifying a file. Passwords can be up to 15 characters max.

Once both the passwords have been set, click ‘ok’. Then you’ll see another dialog box which will prompt you to confirm the passwords. Enter the correct passwords again and click on ‘ok’. This closes the extra boxes and you’re left with the ‘Save As’ dialog box, where you’d started. Now click on ‘Save’. That’s about it.

Now if you try and close and re-open the file, it will ask you for the passwords before you can get access to your data. This is the best way to protect your files from unauthorized access, especially if you’re sharing your computer with someone else.

Hope this tip has been helpful!

Cheers,

Millie

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