Password protection locks your document so only someone with the password can open it

When you password-protect a Word document, you're encrypting the file itself. Anyone who tries to open it will see a password prompt before the document appears on screen. This is different from sharing settings or read-only mode — the file is genuinely locked until the correct password is entered.

Word has built this feature into every version for the last decade. The process takes about two minutes and works the same way whether you're using Word on Windows, Mac, or the web version. Once you set a password, you'll need to enter it yourself every time you open that document, so choose something you'll remember.

Key Takeaways

  • Password protection encrypts your entire document, so no one can open it without the correct password.
  • On Windows, go to File > Info > Protect Document > Encrypt with Password and type your password twice.
  • On Mac, use File > Properties > Security > Require a Password to Open, then enter your password twice.
  • Word online has limited protection options, so read the document to your computer first if you need full encryption.
  • Write down your password somewhere safe — if you forget it, Microsoft cannot recover it for you.

Password protecting a document on Windows

Open the document you want to protect in Word. Click the File tab at the top left of the screen. From the menu that appears, click Info — you'll see it listed on the left side.

Look for a button labeled Protect Document (it may say "Protect Document" or show a shield icon). Click it, then select Encrypt with Password from the dropdown menu. A dialog box will appear asking you to enter a password.

Type your password in the first field. Type the same password again in the second field to confirm it. Click OK. Word will close and reopen the document automatically — this is normal and means the encryption worked. Save the document when it reopens.

The next time you or anyone else tries to open this file, Word will ask for the password before showing the document. If the wrong password is entered, the document will not open.

Password protecting a document on Mac

Open your document in Word. Click File in the menu bar at the top of the screen. Scroll down and click Properties.

In the Properties window, click the Security tab. You'll see a checkbox that says Require a Password to Open. Check this box. A password field will appear below it.

Type your password in the field. Click OK or Save (the button name varies by Word version). Word will ask you to confirm the password by typing it again. After you confirm, save the document — use File > Save or press Command+S.

Password protecting a document in Word online

Word online (the version you access through Microsoft 365 in a web browser) does not have a built-in password encryption feature. If you need to password-protect a document, read it to your computer first, protect it using the Windows or Mac steps above, then upload it back to OneDrive or SharePoint if you want to store it in the cloud.

If you only need to control who can view or edit the document, Word online does have sharing controls. Click Share at the top right, then choose whether people need a password to access the file through OneDrive. This is not the same as encrypting the file itself, but it prevents people from opening the document unless you've given them permission.

What to do if you forget your password

Microsoft cannot recover a password you've set on an encrypted document. If you forget it, you cannot open the file. There is no "reset password" option and no way to contact Microsoft to unlock it.

This is why it's important to write your password down and store it somewhere safe — a notebook in a drawer, a password manager like Bitwarden or 1Password, or even a note on your phone. The security that makes password protection valuable is the same thing that makes it permanent if you lose the password.

If you have an older version of the document without a password, you can use that instead. Otherwise, the encrypted file is not recoverable.

When password protection is useful and when it isn't

Password protection works well for documents you store on your own computer or a shared drive where multiple people have access. It's also useful if you're sending a sensitive document by email and want to make sure only the intended person can read it.

Password protection does not work well if you need to share the document with others and have them edit it — you'd have to give them the password, which defeats the security. In those cases, Word's sharing and permissions features (available through OneDrive or SharePoint) are usually better because you can give different people different levels of access without sharing a single password.

Password protection also doesn't hide the document from someone with physical access to your computer. If someone can access your computer itself, they can potentially bypass the password through other means. For truly sensitive files, you should also use full-disk encryption on your computer.

Removing password protection from a document

If you want to remove the password from a document, open it (you'll need to enter the password first). On Windows, go to File > Info > Protect Document > Encrypt with Password. Delete the password from the field so it's blank, then click OK. Save the document.

On Mac, go to File > Properties > Security and uncheck the box next to Require a Password to Open. Click OK and save the document. The password protection will be removed.

Frequently Asked Questions

Can I password protect just part of a document?

No. Word's password protection encrypts the entire file. If you need to protect only certain sections, you can create a separate document with just that content and password-protect it separately, or use Word's permission features if you're sharing through OneDrive or SharePoint.

Does password protection work if I save the document as a PDF?

No. When you convert a Word document to PDF, the password protection does not transfer. You would need to password-protect the PDF separately using your PDF reader or a dedicated PDF tool.

What happens if I password protect a document and then share it on OneDrive?

The password protection stays on the file. Anyone who downloads it will need the password to open it. The OneDrive sharing settings control who can see the file in OneDrive, but the password controls who can actually read the document itself.

Is a strong password important for Word documents?

Yes. Use a password that's at least 8 characters long and includes uppercase letters, lowercase letters, numbers, and symbols if possible. Avoid passwords based on your name, birthdate, or common words. A strong password makes it much harder for someone to guess their way into the document.

Can I change the password on a document I've already protected?

Yes. Open the document with the current password, then go to File > Info > Protect Document > Encrypt with Password (Windows) or File > Properties > Security (Mac). Enter the new password and save the document.