Lock Spreadsheet

Ribbon bar. Select the Tools tab. In the Tools group, click Locking to display the Lock Spreadsheet dialog box.

Classic menus. From the spreadsheet Tools menu, select Locking to display the Lock Spreadsheet dialog box.

Use these options to specify locking conditions and to enter and confirm a locking conditions password.

Locking vs. password encryption. Note that spreadsheet locking makes portions of the spreadsheet read-only, enabling you to prevent changes to some or all aspects of the spreadsheet. The spreadsheet can be opened by anyone, but locked portions cannot be altered. Use of a locking password is recommended but not required.

To password encrypt a spreadsheet so that it cannot be opened without the correct password:

Ribbon bar. Select the File tab and click Properties...

Classic menus. From the Properties menu, select File...

...to display the Document Properties dialog box. Enter a document password on the Password tab. Only users who know the password can open the spreadsheet. Once a password encrypted spreadsheet is opened, it can be modified.

Prevent changes to. Use the options in this box to specify the aspects of the spreadsheet that should be locked. When users try to change a locked feature, a message will be displayed, informing them that the spreadsheet is locked.

Spreadsheet data. Select the Spreadsheet data check box to prevent changes to the actual data contained in the spreadsheet. When spreadsheet data are locked, users are unable to change the data values and the missing data code. They will also be unable to perform any data management operations that affect the spreadsheet (e.g., change the data type or the length for text variables). If this check box is cleared, users will be able to edit the data (e.g., by updating queries and spreadsheet formulas or by simply typing in new values).

Display elements (fonts, formats, etc.). Select the Display elements (fonts, formats, etc.) check box to prohibit the modification of fonts and formats used in the spreadsheet. When this check box is selected, options for changing the font size, color, type, and style (i.e., bold, underline) will be dimmed. Additionally, the options for applying spreadsheet layouts (Format – Spreadsheet) will be unavailable.

Case selection and weights. Select the Case selection and weights check box to prevent users from changing case selection conditions and case weights for the locked spreadsheet. When this option is selected, users will not be able to toggle the use of selection conditions or change the currently defined selection conditions. Most options on the Selection tab of the Spreadsheet Case Selection Conditions dialog will be dimmed; however, options on the other tabs of that dialog (e.g., creating subsamples, applying formats to selection conditions) may still be available. Options on the Case Weights dialog will also be unavailable.

Variable specifications. Select the Variable specifications check box to prevent changes to the variable specifications (e.g., measurement type, missing data code, display format, long variable name). When this check box is selected, users will still be able to view the individual variable specification dialog (accessible by double-clicking the variable name) and the Variable Specifications Editor; however, options for changing these specifications will be dimmed.

Audit trail. Select the Audit trail check box to prevent changes to the audit trail settings. When this check box is selected, users will be unable to modify the audit trail settings.

Enter password. Enter a password to use when locking and unlocking the spreadsheet. Although a password is not required, it is strongly recommended. If a password is not entered and confirmed, any user can unlock spreadsheet features by simply clearing the check boxes in the Prevent changes to box. Note that if locks have already been defined, you must enter the correct password before locks can be changed or modified.

Confirm password. Re-enter the specified password to confirm it in the system. Note that this option is only displayed when a password is created.