Protecting Cells from Changes in Excel

Protecting Your Excel Spreadsheet or Specific Cells from Changes

It seems a lot harder than it should to protect individual cells in Excel© from getting changed.  The process is actually not difficult at all, but I did find the directions a bit confusing, so I wrote my own.

Excel© is a great tool (not FOR accounting, but to compliment your accounting schedules).  In order to ensure formulas are not overridden or numbers changed you can protect or lock different cells in your spreadsheet.

The default setting in Excel is for all cells to be locked, so protecting the entire sheet from any changes can be done in just a few clicks:

1. Click “Tools”
2. Click “Protection”
3. Click “Protect Sheet”
4. Creating a password is optional
5. Click OK

However, if you need more flexibility and want particular cells to be edited or information added, you must “unlock” those cells BEFORE protecting the sheet (the process shown above).  Here’s how:

1. Enter the data, formulas and formatting into your Excel spreadsheet
2. Select the cell(s) that you WANT users to be able to edit or enter data
3. Right click the cell(s)
4. Click “Format Cells”
5. Click “Protection” (last option in row)
6. Unclick the “Locked” option (so NO checkmark is in the box next to “Locked”)
7. Click OK
8. Repeat above process for every cell(s) that you want to give users the ability to edit
9. The above must be done BEFORE protecting the sheet.

Now you must protect the sheet:

1. Click “Tools”
2. Click “Protection”
3. Click “Protect Sheet”
4. Creating a password is optional
5. Click OK

If you realize you missed a cell or protected the wrong cell

1. Click “Tools”
2. Click “Protection”
3. Click “Unprotect Sheet”
4. Make any changes and then turn the Protection option back on

I hope this helps.  For a FREE copy of the Expense Report shown in this blog, just email support@aplossoftware.com.

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Good luck and remember this blog is not meant to be a substitute for professional services, just a helpful resource.  Always consult a CPA or trusted professional if you seek tax or accounting advice.