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This article describes the worksheet protection options that are available in Microsoft Excel 2002 and Microsoft Office Excel 2003.
Menus and ToolbarsOn the Tools menu, under the Protection option, you find the Allow Users to Edit Ranges dialog box. In the Allow Users to Edit Ranges dialog box, you can list named ranges and their corresponding cells that specific users, computers, or groups have been designated for special access by using an assigned password. Through this dialog box, you can also create new ranges, modify existing ranges, or delete ranges that have been granted permission for editing.
Note The Allow Users to Edit Ranges dialog box is not available if the worksheet is protected.
Excel 2003 has a toolbar that contains all the commands that are available on the Protection submenu, and also the Lock Cell command. You can make the Protection toolbar appear. To do so, click to select the Protection check box under Toolbars on the View menu.
Adding User or Group PermissionsExcel workbooks can use edit permissions based on users or groups instead of needing passwords to restrict access to workbooks.
The Allow Users to Edit Ranges dialog box includes the Specify Who May Edit the Range Without a Password section that contains a Permissions button. The Permissions button is also available in the New Range dialog box and the Modify Range dialog box.
When you click the Permissions button, the Permissions for Range Name dialog box appears.
The Permissions for Range Name dialog box contains the following elements:
When you click to select the Deny check box, the specified user must type the correct password to edit the range. When the Deny check box is selected, a message appears when you click OK or when you click Apply to report that Deny permissions take priority over Allow permissions. The message gives the user the option to continue or not. If your user has overlapping permissions of both Deny and Allow, the user must type a password to edit the range.
Important User permissions are overridden if a password is not specified for the range, and then the range can be edited by anyone.
You must enable worksheet protection to make the ranges to edit with a password take effect. If you do not enable worksheet protection, anyone can edit the worksheet.
If the cells Locked property is not enabled, this state takes precedence over any ranges that are specified and therefore anyone can edit any cell that is unlocked.
Worksheet Protection OptionsThe Protect Sheet dialog box enables you to select protection for objects and scenarios, as did earlier versions of Excel. However, in Excel 2002 and in Excel 2003, cell contents are always protected when the worksheet is protected.
Tip You can use Microsoft Visual Basic for Applications (VBA) to protect a worksheet for objects and for scenarios, but not for contents.
Cell contents can be unlocked on a user or a password level, but the worksheet protection options can be changed only with the worksheet protection password. If a cell is locked in the Format Cells dialog box, it is always considered locked for the worksheet protection. If a user has permission to edit a range that includes a locked cell, the cell is still considered locked because the range permissions override the locked cell format but do not change it. Users who have permission to edit a range of cells are still restricted by the worksheet protection options. For example, if the Format cells check box is cleared, no one can format any cells in the protected worksheet even if they have the password or the permissions to edit the cells.
The Protect Sheet dialog box contains the following check boxes:
Backward CompatibilityThe new protection features are not recognized in versions of Excel that are earlier than Excel 2002. If you save the file in a Microsoft Excel 95 (or earlier) file format, you lose the new protection options and the edit ranges. The earlier protection options are saved correctly in earlier Excel file formats that support the protection options. These options include the sheet-protection password, and the Edit Object item, the Edit Scenario item, and the Protect Contents item (not available in the user interface of Excel 2002 or Excel 2003). Protection options and password edit ranges are preserved when a file is saved in the Microsoft Excel 97 file format and the Microsoft Excel 2000 file format. The use of future record types allows you to save the file in Excel 97 or in Excel 2000 and still maintain the new features when you open the file back into Excel 2002 or into Excel 2003.
When you open an Excel 2002 or an Excel 2003-protected sheet in Excel 2000 or earlier, the Excel 2003 protection functionality reverts back to the level of protection that was available in that version of Excel. Generally, the new protection features in Excel 2002 and in Excel 2003 are exceptions to the default level of protection. In other words, if you use Excel 2000 to open a workbook that was created in Excel 2003, you are not allowed to make changes that are protected in Excel 2003. Protection options (for example, enabling Insert columns on a protected sheet) do not apply to earlier versions. Everything that is disabled on a protected worksheet in Excel 2000 and earlier remains protected, even if the workbook was created in Excel 2003.
Password edit ranges have no meaning in versions of Excel earlier than Excel 2002. Users and passwords for ranges are not validated, and therefore protection is not compromised. The ranges remain locked. The cells cannot be edited as long as the worksheet is protected and the cells have the Locked format set. If you neglect to perform either of these actions, the cells can be edited in Excel 2002 or in Excel 2003 without a password.
The Excel 95, Excel 97, and Excel 2000 VBA properties work as if they were set by using VBA if the corresponding options are set through the Excel 2003 Protect Sheet dialog box.
When you open a workbook that is protected in a version of Excel before Excel 2002, the workbook opens in Excel 2003 with the protection level that matches the options that are set in the earlier version.
Using Enhanced EncryptionIn Excel 2003, you have the encryption schemes that are available in earlier versions of Excel, and the encryption schemes from Microsoft Internet Explorer's CryptoAPI. Internet Explorer's CryptoAPI was added to Excel 2002.
To set the encryption type, follow these steps:
Workbooks that are encrypted with the newer encryption types cannot be opened in versions of Excel before Excel 2002. Always use the Office 97 and Office 2000-compatible encryption type if you have to open these workbooks in versions of Excel before Excel 2002. When you try to open a workbook that is protected with a newer encryption type in a version of Excel before Excel 2002, you are prompted to type the password and, even if you type the correct password, Excel cannot recognize the password and alerts you that the password is incorrect.
The workbook can be shared in the same manner as in earlier versions except that you must have Excel 2002 or Excel 2003 and the appropriate encryption provider installed to open the workbook when you use an enhanced encryption scheme. If you use an enhanced encryption scheme, earlier versions of Excel cannot validate the password, and you are alerted that the password is not correct. When the workbook is shared, you cannot change the encryption type or the password. The corresponding elements in the Security and Save Options dialog boxes are disabled when the workbook is shared.
You cannot share a workbook that has a Weak Encryption (XOR) setting on a system that has regional settings other than French (Standard). When you try to share the workbook with XOR encryption, you receive a message that the workbook has been password-protected with an XOR encryption scheme and cannot be shared in this region.
Using Information Rights Management (IRM, Excel 2003 only)IRM functionality in Microsoft Office Professional Edition 2003 can help protect sensitive internal business information, such as confidential planning documents or financial reports. You can set policies that wield more control over who can open, copy, print, or forward information created in Microsoft Office Word 2003, Excel 2003, Microsoft Office PowerPoint 2003, and Microsoft Office Outlook 2003.
With IRM, you can set different levels of file protection.
For more information about removing passwords and protection from your documents, click Microsoft Excel Help on the Help menu, type remove protection and passwords in the Search for box in the Assistance pane, and then click Start searching to view the topic.
For more information about how to protect cell ranges, click the following article number to view the article in the Microsoft Knowledge Base:
(http://support.microsoft.com/kb/826924/ )How to apply different passwords or permissions to separate ranges in workbooks in Excel 2003
Article ID: 826923 - Last Review: March 29, 2007 - Revision: 1.10