Encrypt or Password Protect Word Documents

As an author or content creator, you’ve put a lot of time, thought and effort into producing your finished product. It takes less than a minute to password protect Word documents effectively and it could save you a world of pain.

You wouldn’t leave your house unlocked, so why would you leave your document – your prized work – unprotected? It’s amazing how quickly somebody can steal it, plagiarise it and claim your document as their own.

In a work situation, it only takes a momentary lapse of concentration (or a malicious act) for your document to be lost, corrupted, destroyed or altered.

Adding password protection for Word documents has the following benefits:

• Safeguard your intellectual property from unauthorised access, copying or theft.
• Control document access by setting separate passwords to open or modify the document.
• Strong document security using professional-grade protection standards.

Whether you need to protect work or personal Word files, these methods work across all Word versions.

1. How to Password Protect Word Documents with Encryption (Method 1)

1Select the File tab and click Info on the left side panel, if necessary.

2Click the Protect Document button.

3Select Encrypt with Password to encrypt Word documents securely. The Encrypt Document dialog box is displayed.

4Type a secure password then press Enter.

5Confirm the password then press Enter again.

2. How to Password-Protect Word Documents (Method 2)

There is another way which has been around for a long time but is hidden away. It allows you to create two passwords – one to OPEN a document and another to MODIFY a document.

1Select File > Save As > Browse. In the Save As dialog, click Tools, which is situated to the left of the Save button.

2Choose General Options from the dropdown menu.

3Enter a password to OPEN and a password to MODIFY. Both are optional.

4Select whether or not to make the document read-only.

5Click OK.

3. Simple Password Rules & Word Document Security Tips

• Don’t forget your password.
• Use secure password managers like 1Password, LastPass, Keeper or Dashlane. I highly recommend this inexpensive investment. I’m not an affiliate of any of these services, but I am a long-time user of Dashlane.
• Don’t choose a password that could be guessed.
• Don’t write down your password or tell anybody who doesn’t need to know.
• If it is a work document and you take another job, please tell someone the password before you leave!

4. How to Remove a Password from a Word Document

Need to remove password from Word document? Here’s how to reverse the protection process and make your document accessible again.

For Method 1 (Encrypt with Password):

1Open the password-protected document by entering your current password.

2Select the File tab and click Info.

3Click the Protect Document button.

4Select Encrypt with Password.

5Delete the existing password from the field, leaving it completely blank.

6Click OK to remove the protection.

For Method 2 (General Options):

1Open the document and go to File > Save As > Browse.

2Click Tools next to the Save button, then select General Options.

3Delete the text in both password fields, leaving them blank.

4Click OK, then save the document.

5. Word File Encryption vs Basic Password Protection

While many people use “password protection” and “encryption” interchangeably, there are important differences that affect your Word document security level.

Learning how to encrypt Word documents properly ensures your sensitive information stays protected from unauthorised access.

Document Encryption Explained:

When you encrypt a Word document, the software scrambles your content using complex algorithms. Without the correct password, the document appears as meaningless code. This is what happens when you use the “Encrypt with Password” method (Method 1).

Password Protection or Encrypt Word Documents?:

• Encrypt with Password (Method 1) provides true encryption – your content is scrambled and virtually unreadable without the password.
• General Options (Method 2) applies password protection but uses weaker security that may be more vulnerable to password-cracking tools.

Encryption Strength:

Microsoft Word file encryption uses AES (Advanced Encryption Standard) with 256-bit keys for document encryption. That is a lot of fancy words but it means the encryption is military-grade – the same standard used by banks and government agencies. Properly encrypted Word documents are extremely difficult to crack without the password.

Secure Word Documents With Encryption:

• Use encryption for highly sensitive documents containing personal information, financial data, or confidential business materials.
• Secure Word documents containing legal contracts, financial reports, or intellectual property using Method 1 encryption.
• Choose simple password protection for basic access control where you need different permissions to open or edit a document.

6. Secure Word Documents – Troubleshooting Password Issues

• Check your caps lock if the password isn’t working – passwords are case-sensitive.
• Verify the keyboard language setting matches what you used when creating the password.
• Remove the password protection by following the same steps and leaving the password field blank.
• Save a backup copy before applying password protection to avoid losing access permanently.
• Contact IT support if you’ve forgotten a company document password – recovery may be possible.
• Clear the password field completely when removing protection – even spaces can prevent successful removal.
• Choose Method 1 (Encrypt with Password) if Method 2 protection seems too weak for your security needs.
• Test document access after removing password protection to ensure the process worked correctly.

7. Protect Word Files with Password – Frequently Asked Questions

Can I password protect part of a Word document?
No, Word’s password protection applies to the entire document. For partial protection, consider using section breaks or separate documents.

What happens if I forget my password?
Microsoft cannot recover forgotten passwords. Without the password, the document becomes permanently inaccessible, which is why using a password manager is highly recommended.

Are password-protected Word documents completely secure?
While password protection deters casual access, determined individuals with specialised software may still crack weak passwords. Use strong, complex passwords for sensitive documents.

Can I share password-protected documents safely?
Yes, but share the password through a separate communication channel (like phone or encrypted message) rather than including it in the same email as the document.

How do I remove password protection from a Word document?
Open the document, go to File > Info > Protect Document > Encrypt with Password, then delete the password and leave the field blank. Click OK to remove protection.

What’s the difference between password protection and encryption?
Method 1 (Encrypt with Password) provides true AES-256 encryption that scrambles your content. Method 2 (General Options) offers basic password protection with weaker security.

Which protection method should I choose for sensitive documents?
Use Method 1 (Encrypt with Password) for highly sensitive content as it provides military-grade AES encryption. Method 2 is suitable for basic access control.

Can I change an existing document password?
Yes, open the document with the current password, then follow the password protection steps again to set a new password. The old password will be replaced.

Implementing these simple techniques ensures your Microsoft Word documents remain secure. Whether you encrypt work documents or password-protect personal Word files with a password, your security is solid.