Microsoft Office Tutorials and References
In Depth Information
Saving Your Spreadsheet with a Password
Saving Files
You can apply one or both of these restrictions to a spreadsheet. Applying them is
easy. Just follow these steps:
1. ChooseFile SaveAs.
The Save As dialog box appears.
2. ClicktheToolsbutton,andthen,fromthepop-upmenu,chooseGeneralOp-
tions.
If you’re using a Windows XP computer, you’ll find the Tools button in the
bottom-left corner of the Save As dialog box. But if you’re running Windows
Vista or Windows 7, it’s at the bottom right, just next to the Save button.
The General Options dialog box appears.
3. Typeapasswordnexttothesecuritylevelyouwanttoturnon(asshownin
Figure14-21).ThenclickOK.
The General Options dialog box also gives you a couple of other unrelated
options:
— Turn on the “Always create backup” checkbox if you want an extra copy
of your file, just in case something goes wrong. (Think of it as insurance.)
Excel creates a backup that has the file extension . xlk . For example, if you’re
saving a workbook named SimpleExpenses.xlsx and you use the “Always
create backup” option, Excel creates a file named “Backup of
SimpleExpenses.xlk ” every time you save your spreadsheet. You can open the .xlk file in
Excel just like an ordinary Excel file. When you do, you see that it has an
exact copy of your work.
— Turn on the “Read-only recommended” checkbox to prevent other
people from accidentally making changes to your spreadsheet. When you
use this option, Excel shows a message every time you (or anyone else)
opens the file. This message politely suggests that you open the
spreadsheet in read-only mode , in which case Excel won’t allow any changes.
Of course, it’s entirely up to the person opening the file whether to
accept this recommendation.
Figure 14-21:
You can use any sequence of letters and numbers as a password. Passwords
are case-sensitive (which means that PanAm is different from panam), and
they are masked (which means that all that appears in the window as you
type is a series of asterisks).
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