How to Password Protect a Word Document (Step-by-Step)

Password protecting your Microsoft Word documents is simple and smart. It effectively protects sensitive content. Yet most users overlook this method. Whether you’re managing personal data, distributing forms, or sharing editable templates, Word gives you complete control. You decide who can open your files. You also decide who can edit them. Moreover, you control how others can interact with your files.

Contents hide

1 Why Password Protect Your Word Documents?

2 The 3 Password Protection Options in Word

3 Option 2: Password to modify (Read-Only Control)

4 Option 3: Restrict editing (great for forms, templates, and shared docs)

5 When Should You Use Each Method?

6 Common Issues + Fixes

7 Final Thoughts

In this guide, you’ll learn:

Security limitations and best practices
The three types of password protection in Word
How to apply each method step-by-step
The real-world reasons why it matters

Watch the Video Tutorial

If you prefer to see this in action, the full video walkthrough is below, showing each method step by step.

Why Password Protect Your Word Documents?

Word’s built-in password options aren’t just technical features. They’re practical tools for controlling how your documents are accessed. They also dictate how they are used. Whether you’re:

A teacher sharing templates or feedback forms
A business professional handling staff files
A student storing private info in one Word file

Password protection helps ensure your files are seen, edited, or filled only how you want.

The 3 Password Protection Options in Word

Option 1: Password to open the document (the main one)

This is the most secure method. No one can open the document unless they enter the password.

Open your Word document
Click File
Click Info
Click Protect Document
Choose Encrypt with Password
Type a strong password
Re-enter it to confirm
Click Ok

Microsoft Word Encrypt Document window where a password is entered to protect the file — Enter a password in the Encrypt Document window to secure the Word file before saving.

Microsoft Word Info screen showing Protect Document message confirming a password is required to open the document — Word confirms that a password is required to open the document once protection has been applied.

That’s it. The next time someone tries to open the document, Word will ask for the password.

Important: If you forget this password, you cannot recover it. There’s no reset.

Option 2: Password to modify (Read-Only Control)

This lets anyone open the file, but only users with the password can make edits. Everyone else sees a read-only version.

Click File
Click Save As (or Save a Copy)
In the Save window, click Tools (usually near the bottom)
Select General Options
Set a Password to modify
Save the document

Ideal for documents that require feedback, but shouldn’t be freely altered.

Microsoft Word Save As window showing Tools menu with General Options selected — From the Save As window, open Tools and select General Options to set a password to modify the document.

Microsoft Word General Options window showing a password entered in the password to modify field — Enter a password in the “password to modify” field to restrict editing of the Word document.

Option 3: Restrict editing (great for forms, templates, and shared docs)

Go to the Review tab
Click Restrict Editing
Tick Allow only this type of editing
Choose what you want:
- No changes (Read only)
- Comments (people can comment but not edit)
- Tracked changes
- Filling in forms
Click Yes, Start Enforcing Protection
Set a password

This doesn’t encrypt the document but locks down how users can interact with it.

Microsoft Word Restrict Editing pane showing editing restriction options such as read only, tracked changes, and comments — Use Restrict Editing to control how others can edit the document, such as allowing read-only access or tracked changes only.

When Should You Use Each Method?

Method	Best For	Protection Level
Password to Open	Confidential files, personal data	Strongest (encrypted)
Password to Modify	Templates, public forms	Medium (read-only)
Restrict Editing	Feedback, forms, formatting	Basic control (not encrypted)

Common Issues + Fixes

Issue	Fix
Forgot your password to open	Unfortunately, it’s unrecoverable. Always store passwords securely.
Can’t find “General Options”	It appears under Tools when saving a document (Save As dialog box).
Word Online won’t let you protect	Use the desktop version of Word for password options.

Final Thoughts

Password protection in Word isn’t about paranoia—it’s about smart document management. Whether you’re shielding sensitive content or guiding others on how to use your file, Word’s built-in protection provides flexible control. It does so without complicating your workflow.