Inspect and Protect Workbooks in Excel 2016

Microsoft Excel 2016 gives you powerful tools to keep your workbooks safe and private. Whether you are sharing your files with coworkers or storing important data, you can inspect your workbook for hidden information and protect it from unwanted edits. Let’s explore how to do that step by step in a simple and beginner-friendly way.

Why You Should Inspect and Protect Workbooks

Before sharing or publishing a workbook, it’s smart to check for hidden details like comments, author names, or personal data. Excel can help you remove those easily. Once your file is clean, you can protect it so others can’t make unwanted changes or see sensitive data.

Tip: Always save a backup copy of your workbook before inspecting or protecting it. Some changes cannot be undone.

How to Inspect a Workbook for Hidden Data

When you edit or share Excel files, personal information like your name or comments may stay hidden inside the file. The Document Inspector tool helps you find and remove such details.

Steps to Use the Document Inspector:

  • Click the File tab to open the Backstage View.
  • Select Info.
  • Click Check for Issues and choose Inspect Document.
  • If prompted, save your workbook first.
  • Check the boxes for items you want to inspect, such as Comments, Hidden Rows, or Personal Information.
  • Click Inspect.
  • After scanning, click Remove All next to the items you want to delete.
  • Finally, click Close to exit the tool.

Now your workbook is clean and ready to share safely.

How to Protect a Workbook

Protecting a workbook means controlling who can open, edit, or view its structure. Excel 2016 offers different protection levels to match your needs.

1. Encrypt with a Password

This is the most secure option. It locks your file completely, and only people who know the password can open it.

  • Go to File > Info > Protect Workbook.
  • Select Encrypt with Password.
  • Enter and confirm your password.

Next time someone opens the workbook, Excel will ask for the password first.

2. Always Open Read-Only

This makes your workbook open in read-only mode. Others can see it but can’t edit unless they choose to enable editing.

  • Go to File > Info > Protect Workbook.
  • Select Always Open Read-Only.

3. Mark as Final

If you’re done editing, mark the workbook as final. This discourages others from changing it further.

  • Go to File > Info > Protect Workbook.
  • Choose Mark as Final.
  • Click OK to confirm.

4. Restrict Access

Use Information Rights Management (IRM) to set permissions. You can limit who can read, print, or copy your workbook.

  • Go to File > Info > Protect Workbook.
  • Choose Restrict Access and select your preferred settings.

5. Protect Workbook Structure

This option prevents others from renaming, deleting, or adding new worksheets.

  • Go to File > Info > Protect Workbook.
  • Select Protect Workbook Structure.
  • Enter a password (optional) and click OK.

Finalizing Your Workbook

Before sharing your Excel file, double-check for spelling mistakes and remove private data using the Document Inspector. Once everything looks good, protect it with the right security option. It ensures your hard work stays safe and professional.

5 FAQs on Inspecting and Protecting Workbooks in Excel 2016

1. Why should I inspect my Excel workbook before sharing it?

Inspection helps find hidden personal data or comments that you might not want others to see.

2. What does “Encrypt with Password” mean?

It locks your file so only people who know the password can open it. It’s the strongest protection method.

3. Can I undo the Document Inspector changes?

No. Once information is removed, it cannot be restored unless you saved a backup copy before inspecting.

4. What’s the difference between “Mark as Final” and “Read-Only”?

“Mark as Final” discourages editing, while “Read-Only” still lets users choose to edit if they want.

5. How do I prevent people from adding or deleting worksheets?

Use the Protect Workbook Structure option. It locks the workbook’s layout and requires a password to change it.

Conclusion

Inspecting and protecting workbooks in Excel 2016 is easy once you know where to look. Use the Document Inspector to clean your file and the Protect Workbook options to secure it. These steps will keep your data safe, professional, and ready to share with confidence.

You May Also Like

Loading...