To make Word ask for a password before anyone can open a document, open it in desktop Word for Windows and choose File > Info > Protect Document > Encrypt with Password. Type the password twice, then save the file. On a Mac, use Review > Protect Document. Word for the web can’t add this kind of password, so use the desktop app.
Before you start, know one thing: Word can’t recover a forgotten opening password. Store it somewhere safe before you close the file.
Password-protect a Word document on Windows
- Open the document you own or are allowed to protect.
- Select File, then Info.
- Select Protect Document and choose Encrypt with Password.
- Type a strong password and select OK. Passwords are case-sensitive, so check Caps Lock.
- Type the same password again and select OK. The Info page now shows that a password is required to open the document.
- Save the document. The protection doesn’t take effect until you save.
- Close the file and open the saved copy. Word should ask for the password before showing any text.
Microsoft’s password protection instructions describe the same process.
Password-protect a Word document on a Mac
- Open the document in Word for Mac.
- Select the Review tab, then Protect Document. In some versions it sits under Review > Protect > Protect Document.
- Under Security, type a password in Password to open. You can also add a Password to modify, or use both.
- Select OK and type the password again to confirm it.
- Save the document, close it, and reopen it to check for the password prompt.
A password to open keeps the contents private. A password to modify only controls who can save changes. Pick the one that matches your goal.
Which kind of protection do you need?
Word has several tools with “protect” or “lock” in the name, and they do different jobs.
| Option | What it does | Keeps text private? |
|---|---|---|
| Encrypt with Password (Windows) or Password to open (Mac) | Blocks the file from opening without the password | Yes |
| Password to modify | Lets anyone open the file read-only, but only people with the password can save changes | No |
| Restrict Editing | Limits the kinds of edits people can make after opening the file | No |
| OneDrive or SharePoint sharing | Controls which people can reach a cloud file at all | Depends on who you share with |
If you want people to read the file but not change it, see our guides to making a Word document read-only and locking a Word document.
Require a password only to make changes
- In Word for Windows, choose File > Save As > Browse.
- In the Save As dialog, open Tools and choose General Options.
- Type a Password to modify, select OK, and confirm it.
- Select Save.
People without the password can still open the document as read-only. This setting is not encryption, so don’t rely on it to keep the contents private.
Word for the web
Word for the web can’t add password encryption to a document, and it can’t edit a file that’s already encrypted. Open the document in the desktop Word app to add, change, or remove this protection. If the file lives in OneDrive or SharePoint, its sharing permissions are a separate way to control who can get to it.
Store and test the password
- Keep the password in a password manager or another secure place, separate from the file.
- Share it only with the people who need it. If you email the document, send the password another way, such as a text message or a phone call.
- Test the final saved copy before you delete any unprotected version.
Microsoft says Word can’t recover a lost or forgotten opening password. In some workplaces, IT can recover files with Microsoft’s DocRecrypt tool, but only if it was set up before the password was added. Without that, a file with a lost password may stay locked for good.
If the password doesn’t work or Word doesn’t ask for it
- Word opens the file without asking: the change probably wasn’t saved, or you opened a different copy. Repeat the steps, save, and open the file from the same location.
- The password is rejected: check Caps Lock and your keyboard layout. A password typed with a different language keyboard can produce different characters.
- Word only offers read-only: the file has a password to modify, not a password to open. Enter the password to edit, or select Read Only to view it.
To remove editing restrictions or a known password later, follow the steps to unlock a protected Word document.
Frequently asked questions
Does Restrict Editing stop someone opening the file?
No. Restrict Editing controls changes after the document is open. Use Encrypt with Password when a password must be entered before anyone can see the contents.
How do I remove a password I know?
Open the file with the password, go back to File > Info > Protect Document > Encrypt with Password, clear the password box, select OK, and save. Our guide to removing a Word document password covers Mac and the other password types. An unknown password can’t be removed with Word’s normal controls.
Is password protecting a Word document the same as encrypting it?
Yes, when you use Encrypt with Password on Windows or a password to open on a Mac. Word encrypts the file’s contents, so the text can’t be read without the password. A password to modify and Restrict Editing don’t encrypt anything.
Can I protect only part of a document?
Not with a password to open. That setting covers the whole file. To stop edits to certain parts while leaving others editable, use Review > Restrict Editing instead.
Matt has been writing about Microsoft Windows and other Microsoft products since the days of Windows XP. He spends much of his time writing for sites like WindowBrain.com