How to password protect your Word documents

Microsoft 365 Life Hacks > > How to password protect your Word documents

August 27, 2023

Data security is paramount when you’re completing work on a computer, tablet, phone, or other device. Whether you’re working online or in an app, protecting your private and personal information is essential. Use Microsoft Word to create bodies of work while protecting your ideas from prying eyes. Learn why it’s important to password protect your Word documents and the steps you can take to do so.

How to password protect your Word documents – Microsoft 365 (1)

Why protect your Word documents?

Protecting your document with a password can ensure unauthorized people don’t get access to its content. Whether you’re using Word to create financial records, business data, personal work reports, or academic assignments for school, you may not want others to read or edit your document without your permission. Implement a password and other security measures to limit who can see your Word document and how they interact with it.

How to password protect your Word documents – Microsoft 365 (2)

Microsoft Defender

Stay safer online with one easy-to-use app¹

¹Microsoft 365 Personal or Family subscription required; app available as separate download

Learn More

How to add a password to your Word document

In addition to its other security features, Word has a built-in feature that allows you to easily password protect your documents. To add this extra layer of security:

Go to File > Info > Protect Document > Encrypt with Password.
Create a strong password that has a mix of capitalized and lowercased letters, numbers, and symbols.
Type your password into the field.
Type the password again to confirm it.
Save your document so the password takes effect.

Additional security features in Word

After you’ve password protected your Word document, customize other security features to enhance the protection and have better control over how others engage with your document. Some of these additional security features are:

Restrict editing

Maybe you want to share your document with someone, but you don’t want them to make changes to it. Limit how others interact with your document. Open the Review tab in Word, and select Restrict Editing. Choose your preferences that only allow formatting changes, content editing, or commenting in the document unless they have the password to disable these settings.

Mark as final

If you don’t want anyone else to make changes to your document, finalize it in Word. Go to the File tab, and select Protect Document. Choose the Mark as Final option. This will make readers aware that they’re looking at the final version of your document. It’ll also provide them with a read-only experience that allows them to view the contents of your Word document without making any updates to it.

Document properties

You can set additional security options in your Word document by exploring the properties feature. Open the File tab, choose Info, and select Protect Document. This menu is another way to access the aforementioned security features, along with other features like adding a digital signature and adding advanced encryption standards.

Ways to safely share your password protected Word documents

After you’ve protected your document with a password, you’ll be able to share them with others while mitigating security risks. When sharing your password protected Word documents, it’s important to remember to:

Follow wise password sharing measures

Ensure you give the password to authorized recipients using secure protocols. Avoid sharing the password through unencrypted methods like email or instant messaging. Instead, use a more secure method like encrypted messaging apps or a secure password management tool.

Revoke access when necessary

If an unapproved person gets the password or if you want to provide someone temporary access to your Word document, revoke access to everyone and change your document’s password. Let authorized parties know the new password so that they can continue to view and edit the document as allowed.

Safely transfer your documents

Add another password to your document when you share it by using a secure file sharing tool like Microsoft OneDrive. Upload your Word document in OneDrive and create a shareable link that can only be accessed with a password. You can also customize how users interact with your document while viewing it in this cloud-based program.

Preserve your confidentiality, maintain your privacy, and prevent unauthorized access and editing by password protecting your Word documents. Use Word’s robust security features to protect your document’s integrity. Safely share your work with others using these steps and other privacy and safety tips for your digital creations.