Protecting Worksheets:

Excel provides a set of security options that helps the users to protect their data in the worksheets. The various security options in Excel are worksheet level protection, cell protection, workbook level protection, and file level protection.

Worksheet level protection

The worksheet level protection gives no scope for any alterations in the worksheet by the user. The steps the user has to follow for protecting a worksheet are:

• Go to the menu bar and click on the Tools option.
• A drop-down menu appears from which select the option called Protect Sheet.
• A dialog box called Protect Sheet appears on the screen asking for which all/one of the following are to be protected: contents, objects, and/or scenarios. 
• If the user selects contents, then all the worksheet cells and the charts inserted in it will get protected. If he/she selects objects, then any graphic objects inserted on the worksheets will be protected. If the option ‘scenarios' is selected, Excel protects the scenarios in the worksheet.
• The dialog box also asks for a password from the user. This password is optional and if entered, can take about 255 characters (including special characters).
• Click on OK and the worksheet is protected.

The user can also unprotect the worksheet. To do this, he/she has to select the worksheet, go to the Tools menu, click on the option Protection and click Unprotect Worksheet. A dialog box appears asking for the password. If a password was entered while protecting the worksheet, then the password has to be entered and OK clicked on. The worksheet becomes unprotected.

Cell protection

Cells in a worksheet can be protected only when the entire worksheet is protected. Excel locks all the cells by default. However, in order to enter data, these cells need to be unlocked. Following are the steps the user has to take for unlocking the cells:

• Select the range of cells in which data is to be entered.
• Go to the menu bar and click on the Format option. A drop-down menu appears from which the option called Cells has to be selected. A dialog box gets displayed called Format Cells with tabs. Select the Protection tab. Alternatively, the user can also press CTRL+1.
• The tab lists two options: Locked and Hidden. The Locked option cannot alter the cells after the sheet has been protected while the Hidden option hides the formulas after the sheet has been protected. Deselect the Locked option. Click on the OK button and ensure that the worksheet is protected. Now, the user can enter data into those cells while the others will still be protected.

Workbook level protection

Though the user can protect a worksheet, he/she cannot prevent the copying, moving, or deleting of the workbook altogether. This possibility can be avoided by protecting the workbook. The user has to take the following steps to protect the workbook:

• Go to the menu bar and click on the Tools option.
• A drop-down menu appears from which the option called Protect Workbook has to be selected.
• A dialog box called Protect Workbook appears on the screen asking for which all/one to be protected: the structure and/or windows. 
• If the user selects the structure, then Excel prevents any sort of structural changes to the workbook like renaming, copying, insertions, deletions, moving, hiding, or unhiding of worksheets. If he/she selects Windows, then Excel prevents the resizing of the Windows.
• The dialog box also asks for a password from the user. This password is optional and if entered can take about 255 characters (including special characters).
• Click on OK and the workbook gets protected.
• The user can also unprotect the workbook. To do this, select the workbook, go to the tools menu, and click on the option Unprotect Workbook. A dialog box appears asking for the password. If a password was entered while protecting the workbook, then enter it and click on OK. The workbook gets unprotected.

File level protection:

Excel also provides file level protection to the users. This is the highest level of protection and requires the user to enter a password to open a workbook. Following are the steps the user has to take for protecting the files:

• Go to the menu bar and click on the File option.
• A drop-down menu appears from which the option called Save As is selected.
• A window appears asking the user where to save the file. The window has a toolbar with the option called Tools. Click on it and a drop-down menu appears. Select General Options.
• A dialog box appears asking for the following: whether to create a backup, a password to open, a password to modify, and whether it should be opened as read-only. After entering the details, click on OK to close the dialog box.
• Now, click on the Save option and save the file. As the file has already been saved, a dialog box appears asking whether to replace the existing file or not. Click on Yes. With this, the file gets protected.

The user can also unprotect the file. To unprotect the file, open the workbook. Go to the file menu and click on the option Save As. A dialog box gets displayed asking the user where to save the file. The window has a toolbar with the option called Tools. Click on it and a drop-down menu appears. Select General Options. Clear the passwords and click OK. With this, the file gets unprotected.

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