How to password-protect a Google Sheet

Google Sheets is an incredibly convenient tool for sharing data, collaborating with colleagues, and keeping track of personal information. However, when it comes to protecting the sensitive data in those sheets, you may want a little extra security. If you’ve ever wondered, “How do I lock a Google Sheet with a password?”—you’re certainly not alone.

Today, we’ll walk you through several methods you can use to protect your Google Sheets. While Google doesn’t offer a built-in feature to password-protect Google Sheets from being viewed (unlike some other apps), there are still lots of ways to keep your sheets secure. Let’s jump in!

Can you password-protect a Google Sheet?

One of the most common questions security-minded users ask is whether you can set a password for Google Sheets using the native features. Unfortunately, there isn’t an official option within Google Sheets that lets you password-protect or encrypt your file with a single click.

However, that doesn’t mean your data has to be put at risk. Google offers robust sharing and permission features that can help you lock down your files, and there are also several workarounds—like using Google Drive permissions, protecting specific sheets or cells, third-party add-ons, and even Google Apps Script—to give your Sheets an extra layer of protection.

Restrict access using Google Drive permissions

The simplest way to protect your Google Sheets is to leverage the built-in sharing settings in Google Drive. It may not be exactly the same as adding a password to a Google Sheet directly, but it can be just as effective if managed properly.

Here’s how to set it up:

1. Go to Google Drive, find your spreadsheet, and open it.

2. You’ll see the “Share” button in the upper-right corner of your sheet.

3. Choose your permissions based on your security needs:

   View-only: Users can view but can’t edit or comment.

   Comment-only: Users can view and comment, but can’t edit.

   Edit: Users can view, comment, and make changes.

4. Set who can access your sheet:

• Add specific people by entering their email addresses.

• Change the link-sharing settings to “Anyone with the link” if you want broader access (but be cautious if your data is sensitive).

You can also uncheck “Viewers and commenters can see the option to download, print, and copy” to limit actions that could compromise data security. While this doesn’t fully password-protect a Google Sheet from being viewed, it keeps tight control over who can open or interact with your content.

Protect specific sheets or cells with range protection

If you don’t mind that people can open your spreadsheet but want to limit what they can edit, Google Sheets provides a handy feature called “Protected ranges.” It won’t strictly password-lock a Google Sheet, but it lets you protect your data from unwanted changes.

1. Open your Google Sheet and highlight the sheet or the range of cells you want to protect.

2. Right-click and select “Protect range.”

3. In the sidebar, choose whether you want to protect:

   An entire sheet from editing.

   A specific range within a sheet.

4. Specify who can edit:

• Only certain email addresses.

• Only the owner.

• Custom permissions.

This method is especially useful if you’re collaborating with a team and you only want certain people to edit key cells or sheets. It’s not a traditional password-protected approach, but it effectively prevents unwanted edits.

Encrypt Google Sheets with third-party add-ons

For those who want to encrypt a Google Sheet with a password or want a more robust form of protection, there are several third-party add-ons available. These tools usually work by encrypting the data in your sheet, ensuring that anyone without the decryption key can’t read the contents.

Here are a couple of options:

• Cryptomator: This add-on provides you with the ability to encrypt your files before uploading them to Google Drive.

• Secured2: Offers options to encrypt your data within Google Sheets, which adds an extra layer of protection.

Pros of third-party encryption add-ons

• Advanced protection: Third-party add-ons often use strong encryption algorithms to keep your data secure.

• Ease of use: Many third-party add-ons designed for Google Sheet encryption have user-friendly interfaces that let you quickly encrypt or decrypt data.

Cons of third-party encryption add-ons

• Limited support: If something goes wrong, you might need to rely on the add-on developer for help.

• Collaboration friction: Collaborators will also need the add-on installed to decrypt and work with the file, which increases the security threat surface.

• Costs: Some add-ons require a subscription or one-time purchase.

If you decide to go down this route, make sure the add-on you choose is reputable. Check reviews and ensure it’s regularly updated.

Keep in mind that while these add-ons may allow you to password-protect a Google Sheet, you’ll still need a secure place to store those passwords—such as a dedicated password manager like NordPass.

Password-protect Google Sheets using Google Apps Script

Another workaround to protect Google Sheets with a password is by creating a custom Google Apps Script. Essentially, you can build a script that requires a password (or passkey) before a user can view or edit data.

This method can be quite technical and may not be ideal if you lack experience in coding, but it’s an option.

Here’s the idea:

1. In your Google Sheet, click “Extensions,” and then select “Apps Script.”

2. You can create a simple UI (prompt) that asks for a password. If the password is correct, show or unhide the desired content; if not, keep it hidden or locked.

3. Test your script, then deploy it. You’ll need to share the script with anyone who uses the sheet if you want them to have access.

Keep in mind that determined users might find ways around custom scripts if they have direct file access. This method may deter the occasional intruder, but it’s not bulletproof encryption.

Password-protect an Excel file and import it to Google Sheets

Looking for a quick trick to add a password to a Google Sheet? One option is to password-protect an Excel file first and then import it into Google Sheets. However, there are a few things to consider:

1. Password-protect your Excel file: Microsoft Excel allows you to encrypt your workbook with a password. For detailed instructions, check out this guide.

2. Click “New,” then choose “File upload,” and select your password-protected Excel file.

3. Right-click on the file in Drive, select “Open with,” and choose “Google Sheets.”

A few limitations to consider

Google Sheets will prompt you to enter the password to open the file the first time. However, once opened, the Google Sheets format doesn’t retain the password-protection properties. This means that if anyone else has access to that Google Sheets version, it’s no longer password-locked.

Even though it’s not a permanent solution, it’s a convenient workaround if you want a quick layer of protection before sharing.

Follow best practices for securing Google Sheets

No matter which method you choose, here are some best practices to help keep your Google Sheets as secure as possible:

1. Use strong, unique passwords. If you’re using scripts or third-party tools to protect your sheets, ensure the passwords are hard to guess. NordPass Password Generator can help you come up with complex passwords in seconds.

2. Store passwords securely. A dedicated password manager like NordPass is ideal for storing all your passwords, passkeys, credit cards, notes, and other personal data. It’s designed to help you quickly access your passwords and other sensitive information whenever you need it.

3. Turn on two-factor authentication (2FA). For your Google account, always turn on 2FA. This extra step can stop unauthorized users, even if they somehow get your password.

4. Review sharing settings regularly. If you grant access to collaborators, remove them once they no longer need it. Keeping an eye on your sharing settings is crucial to ensuring your data stays safe.

5. Monitor account activity. Google provides a history of who’s viewed or edited your documents (version history, activity logs). Checking these logs can help you spot suspicious behavior.

6. Keep your devices secure. Even the strongest Google Sheets password won’t matter if your device is compromised. Use antivirus software, keep your operating system updated, and be wary of phishing attempts.

Bottom line

By adopting these strategies and leveraging tools such as NordPass, you can confidently secure your Google Sheets, ensuring sensitive information remains confidential and secure in today's interconnected world.