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Password-Protecting the File 439
you are returned to the Password dialog box, where you can try reentering the password in the Password text box.
When you supply the correct password, Excel immediately closes the Password dialog box, and you are free to edit the workbook in any way you wish (unless certain cell ranges or worksheets are protected). If you’re unable to success- fully reproduce the password, you can click the Read Only command button, which opens a copy of the workbook file into which you can’t save your changes unless you use the File➪Save As command and then rename the workbook and/or locate the copy in a different folder.
When you click the Read Only button, Excel opens the file with a [Read-Only] indicator appended to the filename as it appears on the Excel title bar. If you then try to save changes with the Save button on the Quick Access toolbar or File➪Save command, the program displays an alert dialog box, indicating that the file is read-only and that you must save a copy by renaming the file in the Save As dialog box. As soon as you click OK to clear the alert dialog box, Excel displays the Save As dialog box, where you can save the copy under a new filename and/or location. Note that the program automatically removes the password for modifying from the copy so that you can modify its contents anyway you like.
Because password-protecting a workbook against modification does not prevent you from opening the workbook and then saving an unprotected version under a new filename with the Save As command, you can assign passwords for modifying files without nearly as much trepidation as assigning them for opening files. Assigning a password for modifying the file assures you that you’ll always have an intact original of the spreadsheet from which you can open and save a copy, even if you can never remember the password to modify the original itself.
Changing or deleting a password
Before you can change or delete a password for opening a workbook, you must first be able to supply the current password you want to change to get the darned thing open. Assuming you can do this, all you have to do to change or get rid of the password is open the Info screen in the Backstage view (Alt+FI) and then choose the Encrypt with Password option from the Protect Workbook button’s drop-down menu.
Excel opens the Encrypt Document dialog box with your password in the Password text box masked by asterisks. To then delete the password, simply remove all the asterisks from this text box before you click OK.
To reassign the password, replace the current password with the new one you want to assign by typing it over the original one. Then, when you click
Book IV Chapter 1
Protecting Workbooks and Worksheet Data