BTA3O1 – Productivity Software – Unit 2: Spreadsheet – Part 3: Protection – Page 1 of 6

MS EXCEL 2003
PROTECTION

Protecting Templates and Worksheets

When you create a template (or a worksheet) for others to use, you may want to ensure that the content
of cells cannot be changed. You may also want to hide formulas.

Ex. 1 Creating a template with protected cells

1. Create a new template as shown below with the name Excel3_protected.xlt.
This template shows part of a form some companies use to evaluate proposed purchases of
computer software.

2. Add text and formatting as illustrated, using such features as

a. Merge & Center
b. cell fills Notes:
c. font colour 1. To unlock cells in order to
change them, the worksheet
3. Save the template to your Home Drive.
must not be protected.
2. If you lose a password, you
Protecting the worksheet restricts your users’ access to only certain cannot access protected elements
sections of the worksheet. It is done in two stages: on a worksheet.
• first, unlock the cells that users can access; 3. In a protected worksheet, the
• second, protect the template or worksheet. Tab key moves the cursor
between unlocked cells.

Unlock the cells you want users to be able to access:

4. Highlight B3:E9.
5. Select Format / Cells / Protection.

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MS EXCEL 2003
PROTECTION

6. Make sure there is no check mark in the box labeled Locked.

7. Use a similar method to unlock the range B13:E17.

Unlocking cells is done by unchecking the box labeled Locked. Note that unlocking can be done
only when there is no protection on the worksheet.

Protect the entire worksheet.

8. Choose Tools / Protection / Protect Sheet. The Protect Sheet dialog box opens.
(To prevent unauthorized users from removing the protection, you can give the worksheet a
password. However, be very careful not to forget any password you use on a file.)

Notice some of the options available in the list of check boxes under the heading Allow all users
of this worksheet to:
9. Click OK.
10. Save and close the file.
11. In Windows Explorer (or My Computer), double-click on the file.

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MS EXCEL 2003
PROTECTION

12. Try to enter data into several cells you made inaccessible. Notice Excel’s response.
13. Enter data into several cells you unlocked.
14. Click in B8. Watch the cursor movement as you press the Tab key 8 times. (The cursor will move
from cell to cell, skipping the locked cells and only moving among the unlocked cells.)
Notice that the Tools / Proection allows you to protect the entire workbook as well as an individual
worksheet.

Ex. 2 Hiding formulas in a protected worksheet

You may not want users to see a certain formula, even though your worksheet is protected to
prevent changes, and even though it has a password.
1. Create a simple worksheet using the Average function as illustrated.
2. Click on cell A6. Notice what appears in the Formula Bar.
3. Select Format / Cell / Protection.
4. Make sure there is a check mark in the box labeled Hidden.
5. Protect the worksheet.
6. Click on A6 to see if the function still appears in the Formula Bar.

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MS EXCEL 2003
PROTECTION

Additional Tricks for Protecting Worksheet Data

In the exercises below, create your own simple worksheets to experiment with the methods described.
Sometimes we do not want to protect an entire worksheet using the above method, but we still do want to
keep parts the worksheet from being altered, perhaps accidentally, by users. There are a number of
options.

Ex. 3 Protecting data in cells by hiding rows and columns

1. Right-click on a row or column header.
2. Select Hide.
To show only a small range of cells:
3. Select the header of the first column which is empty of data.
4. Hold down Ctrl-Shift and press the right-arrow key. Do not release
Ctrl-Shift.
5. Holding down Ctrl-Shift, right-click on a column header.
6. Select Hide.
7. Repeat for desired row header.
To show hidden columns and rows:
8. Assume all columns to the right of Column E are hidden. Click on the column header for Column
E and drag the cursor upwards to the right above the column header.
9. Right-click on the Column E column header.
10. Select Unhide.
11. For hidden rows, use a similar method, but drag the cursor downward to the left.

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MS EXCEL 2003
PROTECTION

Ex. 3 Protecting all the formulas in an unprotected worksheet (use validation)

Step 1: Selecting all cells containing formulas:
1. Select Edit / Go To (or press function key F5). The Go To dialog box opens.

2. Click Special. The Go To Special dialog box opens.

3. Click on Formulas.
4. Click on OK.
Step 2: Validation:
5. Select Data / Validation.
6. Select Settings / Allow / Custom.

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7. In the Formula box, type ="".

8. Click OK.

We will learn more about validation in a future topic.

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