Google Sheets don’t have a built-in password-protection feature. However, it allows you to set permissions for each member that has access to your sheet.
Therefore, the only built-in feature to protect your sheets is by restricting access through the share settings. Members can access documents over the internet, but only those with edit access can make changes. That said, you cannot give a member edit access and hide some of the information on the sheet from that member.
If you want to encrypt data and password protect your sheet, you can use a third-party app. Alternatively, if you want to hide a specific sheet, you can do that as well.
Methods to protect your Google Sheet
- Using a third-party tool
- Controlling access via share permissions and settings by:
- Hiding your individual sheet
- Hiding your individual cells
Method 1: Using a third-party tool
The independent website Skipser allows you to password protect your Google Sheet.
Step 1: Make a copy of the file from Skipser.
Go to your sheet and tap on Make a copy.
Step 2: Select Script editor.
Once you’ve clicked Make a copy, the file would be copied into your Drive. The file will open after it’s been copied.
Type in the important information that you want to encrypt.
Click Tools from the main menu bar and select Script editor.
Step 3: Click Manage deployments.
Clicking the Script editor will open a page in a new tab. In the top right corner, click on the Deploy dropdown and select Manage deployments.
Step 4: Click Create deployment and Deploy.
Once you click Manage deployments, a dialog box comes up. Click on Create deployment.
After the deployment is created, you can see the disabled Deploy button turn blue. Click on it.
Step 5: Click Encrypt file from Protect file.
Go back to your sheet and find the Protect file option in the main menu bar. Click on it and select Encrypt file.
Now you might get a prompt for authorization. Click Continue to authorize the script.
Once you authorize, you might need to give this third-party app certain permissions.
Step 6: Enter your password.
After the script starts running, you will be prompted to enter your password. Type your password in the text box. Click OK after you’re done.
Step 7: Check if your data is encrypted.
You will only see gibberish instead of your original data because it has now been encrypted.
Step 8: Decrypt the file.
If you want to view the original data entered, all you have to do is decrypt the file. Click on Protect file and then tap on Decrypt file.
Step 9: Type in your correct password to decrypt the file.
After clicking the Decrypt file option, you will be prompted to enter your password.
Enter your password correctly and click on Submit to view your data. You can now view your data.
Method 2: Controlling access via share permissions and settings
- Hiding a sheet
Step 1: Selecting and hiding the required sheet.
Click on the name tab at the bottom of your Google Sheet. You can see different sheets visible within a spreadsheet.
Right-click and select Hide Sheet from the menu that opens up.
Your sheet is now hidden.
Step 2: Modifying the share settings for the spreadsheet.
Click on File in the main tab and click on Share in the drop-down menu that opens up.
You will see a pop-up like the one below.
Click on share settings indicated by the gear icon on the top right in the pop-up window.
These are the default settings.
Uncheck the options allowing editors to share the sheets further and/or for the viewers and commentators to download, print, and copy.
This is the most important step.
Your popup should now look like this:
You will get a message about the updated settings. Viewers will not be able to download and see the hidden data anymore. Editors won’t be able to change the set permissions and change the sharing anymore.
- Hiding a range of cells
Step 1: Selecting individual cells to be hidden.
Open your Google Spreadsheet and click on the cells that you want to hide.
For example, we have selected column E here:
Right-click on the selected cells and get the following options in the drop-down that opens up.
Click on Hide column from the drop-down menu.
The column is now hidden, indicated by the arrow below.
Please note that you can hide a row, or select a range of cells and right-click and hide them.
Step 2: Modifying the share settings for the spreadsheet.
Click on File in the main tab and click on Share in the drop-down menu that opens up.
You will see a pop-up like the one below.
Click on share settings indicated by the gear icon on the top right in the pop-up window.
These are the default settings.
Step 3: Set sharing and download permissions.
Uncheck the options allowing editors to share the sheets further. Uncheck the option for viewers and commentators to download, print, and copy.
This is the most important step.
Your popup should now look like this:
You will get a message about the settings being updated. You are all set now.
There is another method advocated by Skipser.com. However, their method can lead to a data breach, hence we recommend against using it.
Wrapping up
Data privacy is important, especially for documents that carry confidential information. These methods will ensure the privacy of your Google Sheets. You can now enjoy the collaborative nature of Google Workspace, without compromising on security.