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Data Protection

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Rachell Ann Uson
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13 views

Data Protection

Uploaded by

Rachell Ann Uson
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Data Protection

What do we mean by Data Protection?


Data Protection in excel implies protecting your file/data from some other user –
● Accidently deleting or changing the formulas in it
● Changing the data present in the worksheet/workbook
You can also protect the excel file with a password so that only that person can open the file who
knows the password to the file.

How to apply Data Protection to the Worksheet?


There are 2 ways by which data protection can be applied to the sheet/tab –

Using ‘Review’ tab


● Go to ‘Review’ tab
● Click on ‘Protect Sheet’ – a pop-up will appear as shown in the below

Using Mouse
● Go to Sheet Name
● Do a right-click and click on ‘Protect’

1
Different Options in ‘Protect Sheet’ dialog box
Once you get the prompt as shown in the figure above and you have entered a password in
‘Password to Unprotect Sheet’ – you can select either of the following options. By default, the first 2
options are already selected which helps you in just selecting the cells – you cannot make any edits
to the cells, you cannot do any formatting, you cannot inset/delete any rows/columns. To perform
these operations while the sheet is protected, you need to tick the relevant options –

● ‘Select locked cells’ – A default option, let’s you select locked cells
● ‘Select unlocked cells’ – A default option, let’s you select unlocked cells
● ‘Format cells’ – If ticked (√), you can apply formatting to locked cells otherwise you will not
be able to change the format of the cells as well
● ‘Format columns’ – If ticked (√), you can only change the width of the column or hide it –
you cannot cut, clear contents, delete it as the worksheet is protected so it will not let you
change the structure of the file
● ‘Format rows’ – If ticked (√), like ‘Columns’ option but just that you can hide or change the
height of rows
● ‘Insert columns’ – If ticked (√), you can insert new columns
● ‘Insert rows’ – If ticked (√), you can insert new rows
● ‘Insert hyperlinks’ – If ticked (√), the user can insert hyperlinks (even in locked cells).
● ‘Delete columns’ – If ticked (√), you can delete columns
● ‘Delete rows’ – If ticked (√), you can delete rows
● ‘Sort’ – If ticked (√), the user can sort data in a range (as long as the range doesn’t contain
any locked cells).
● ‘Use AutoFilter’ – If ticked (√), the user can use existing autofiltering.
● ‘Use PivotTable reports’ – If ticked (√), the user can change the layout of pivot tables or
create new pivot tables.
● ‘Edit objects’ – If ticked (√), the user can make changes to objects (such as Shapes) and
charts, as well as insert or delete comments.
● ‘Edit scenarios’ – If ticked (√), the user can use scenarios
What are Locked cells?
If a worksheet is not protected, when you do a right-click on any cell and click on ‘Format Cells’ and
then click on ‘Protection’, by default ‘Locked’ is ticked. When you protect a worksheet, and select
any of the options above, if a cell is not locked, the protection does not extend to that cell. So, if you
want formula driven cells to be protected, you can make sure they are locked and the cells which are
being called in those formulas (input values), you can unlock them as you might want to change the
input values to see the impact on the formula cells.

How to protect the workbook?


You will need to go through the following steps –
● Go to ‘File’ or click on the ‘Windows’ icon for older versions of Ms Excel
● Click on ‘Protect Workbook’
● Click on ‘Encrypt with Password’
● Enter the Password and click on OK and then re-enter the password
You can also protect the structure of the workbook i.e. users will not be able to add, delete,
hide, unhide different worksheets in a file –
● Go to ‘Review’ tab
● Click on ‘Protect Workbook’
● Add Password and re-enter after pressing OK

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