How to Password Protect a Google Sheet: A Complete Guide

Google Sheets is a popular tool used for collaboration, but sometimes you need to keep certain data secure. Password protecting a Google Sheet ensures that only authorized individuals have access to sensitive information. Although Google Sheets doesn’t offer a direct password protection feature, there are several ways to protect your sheets and control who can view or edit them.

In this guide, we will explore various methods to secure your Google Sheets, including how to lock cells, hide tabs from specific users, and other strategies that help maintain confidentiality.

By following these steps, you'll be able to safeguard your Google Sheets without the need for a built-in password protection option.

How to Password Protect a Google Sheet?

Learn how to protect your Google Sheet with permissions to secure sensitive information and prevent unauthorized edits.

Step 1: Open browser

Open your preferred web browser and search for Google on it.

Step 2: Go to Google Workspace

After loading the Google page, check out Google Workspace and visit Google Sheets.

Step 3: Choose a blank page

After visiting Google Sheets, click a blank page.

Step 4: Enter Data into the Cells

Mention data or open data that you want to hide

Step 5: Select data

Select the data tab which you want to protect.

Step 6: Go to “Data” tab and choose “Protect sheets and ranges”

After selecting the tab, look at the "Data" tab at the top of the table. Click on it, and you will see a dropdown menu. From there, select Protect sheets and ranges.

Step 7: Add a sheet or range

After clicking on it, you will see a tab on the right-hand side; there, you will see "add a sheet or range." If you want to protect a sheet, choose "sheet"; if you're going to range, choose "range."

Note:

To modify a permission that you have previously specified, choose the current permission and make the necessary changes. You may find it by selecting the Add a Sheet and Range option.

Step 8: Set or change permission

After clicking on the Sheet or range, whatever you have selected here, the Sheet you will see the option of set or change permission. Click Set Permissions if you're adding new permissions for the first time. If you're editing existing permissions, select Change Permissions.

Step 9: Select the permission-based editing limit strategy

You will see a permission tab. The first option will be to Show a warning when editing this range, and the other is to Restrict who can edit this range. There are options underneath:

Only you: Only you and the document's owner have the option to edit.

Only domain: Only the people in your domain can edit.

Custom: Only the people you designate have the option to edit.

Copy permissions from another range: Reuse the same permissions you've set up on another range or Sheet.

Step 10: Click save

Click on the save or done option

How to Lock Cells in Google Sheets?

Locking specific cells in Google Sheets helps prevent unwanted changes while allowing edits in other parts of the sheet.

Step 1: Open your Google Sheet

Navigate to the Google Sheet where you want to lock cells.

Step 2: Select the Cells to Lock

• Click and drag to highlight the cells you want to protect.
• You can also select entire rows or columns by clicking on their headers.

Step 3: Right Click on the selected cells and Choose Protect Range

Step 4: Set Permissions

A sidebar will appear on the right side of the screen. Enter a description if you like.

Click on “Set permissions.”

Step 5: Specify who can Edit

• Choose “Only you” to restrict editing to yourself, or select “Custom” to specify who can edit.
• If you choose “Custom,” you can add specific users who should have edit permissions.

Step 6: Click Done

Once you have set the desired permissions, click Done.

How to Hide Tabs in Google Sheets from Certain Users?

Learn how to hide specific tabs in Google Sheets from certain users by adjusting permissions and using functions like IMPORTRANGE.

Step 1: Create a Separate Sheet

Create a new Google Sheet and share it with the users who should see all tabs.

Step 2: Protect Sheets

• Go to the original sheet.
• Right-click on the tab you want to hide.
• Select "Protect sheet."
• Set permissions to restrict who can edit the sheet.

Step 3: Use Importrange

In the separate sheet, use the IMPORTRANGE function to pull data from the original sheet’s visible tabs.

For example, =IMPORTRANGE("spreadsheet_url", "Sheet1!A1:Z100").

Step 4: Share the Separate Sheet

Share the new sheet with the users who should only see specific tabs.

Step 5: Adjust Permissions

• Ensure that the original sheet’s permissions are set so that only you or specific users can view it.
• Do this by going to "File" > "Share" > "Share with others" and adjusting the settings accordingly.

How to Lock a Google Spreadsheet with a Password?

While Google Sheets doesn’t support direct password protection, using Google Apps Script adds an additional layer of security.

Step 1: Open Sheets from Google Workspace application

Turn on the default web browser on your device and switch to Google’s Home page. Open Sheets from the 9 dots menu bar at the top right corner of the home screen.

Step 2: Select your preferred Sheet

Open a Blank sheet or any other sheet that you want to work on.

Step 3: Click at “Extension” menu bar and choose Apps Script

Click Extensions on the main toolbar and choose Apps Script to launch Google Apps Script.

Step 4: Launch a fresh deployment

‍Choose "New deployment" after clicking the arrow next to the "Deploy" button.

Step 5: Choose Deploy

‍You will be able to configure the deployment through a box that appears. We can choose not to change these configurations. Select "Deploy."

Step 6: Permit Apps Script Access

When you execute Google Apps Script for the first time, you will be asked to grant it access. To grant authorised access, click Allow.

A new window will appear, prompting you to select the Google account to authorize. Select your account.

Note:

A page will load, informing you that Google has not verified the app. However, this app is safe.

Step 7: Click Advanced

Click Advanced, then click Go to ProtectedSheet.

Click Go to Protect Sheet

Step 8: Allow all permissions

You will be sent to a screen with a list of permissions needed to use the application. Click Allow button.

Step 9: New deployment box open, Click Done

‍The window will close, and you will return to the New deployment box. Click Done.

Step 10: Enter the password

Write the passwords and press, ok button.

Conclusion

While Google Sheets doesn't offer an inherent feature to password protect a sheet, there are effective ways to secure your data by adjusting sharing settings, locking cells, and hiding tabs. By following the methods above, you can control access to your Google Sheet and ensure sensitive information stays private and secure. Whether you're collaborating with a team or working on confidential data, these steps will help you manage your Google Sheets efficiently and securely.

Is it possible to conceal a sheet from observers entirely?

Although a password restricts modification, the Sheet is theoretically accessible to anybody with the URL. Modify the shared link's access settings to fully conceal a sheet. Select "Anyone with the link needs permission" to limit the Sheet's viewing to those you have invited.

What happens if my password is lost?

Regretfully, Google Sheets cannot retrieve a lost password for the integrated security feature. Password recovery using the script technique is also impossible while using the apps. It's imperative that you either safely save your password or remember it.