Encrypting a Word document with a password means nobody can open or read it without that password, even if the file is emailed to the wrong person, copied from a lost USB drive, or synced to a shared cloud folder. Word has encryption built in. This guide shows how to encrypt a document on Windows and Mac, how encryption differs from Word’s other “protection” features, how to remove or change the password, and what to do before you rely on it.
Quick Answer
Windows: go to File > Info > Protect Document > Encrypt with Password, type a password, click OK, type it again, and save the file.
Mac: go to Review > Protect Document (or File > Passwords), enter a password under Password to open, click OK, and save.
Before You Encrypt: The Password Can’t Be Recovered
- Microsoft can’t reset or recover a forgotten document password. If you lose it, the file is effectively gone.
- Store the password in a password manager, and keep an unencrypted backup somewhere secure if the document is irreplaceable.
- Use a long passphrase, such as four or more random words. Modern Word encryption is strong, so the password is the weak point.
- Send the password separately, for example by text message or phone call, never in the same email as the file.
How to Encrypt a Word Document (Windows)
- Open the document in the Word desktop app.
- Click File, then Info.
- Click Protect Document and choose Encrypt with Password.
- Type a password and click OK. Passwords are case-sensitive.
- Re-enter the password and click OK.
- Save the document (Ctrl + S). Encryption takes effect when you save.
The Info page now says “A password is required to open this document.”
How to Encrypt a Word Document (Mac)
- Open the document.
- Click the Review tab, then Protect Document. In some versions, go to File > Passwords.
- Under Security, enter a password in Password to open.
- Click OK, confirm the password, and save the file.
A document encrypted on a Mac opens with the same password in Word for Windows, and the other way around.
Encryption vs. Other Word Protection Options
| Feature | What it does | Keeps others from reading? |
|---|---|---|
| Encrypt with Password | Scrambles the file. A password is required to open it. | Yes |
| Password to modify (Save As > Tools > General Options) | Anyone can open the file read-only. A password is needed to save changes. | No |
| Restrict Editing | Limits formatting or edits to certain parts | No |
| Always Open Read-Only / Mark as Final | Discourages accidental edits | No |
| Sensitivity labels (business Microsoft 365) | Encrypts the file and controls who can open it, managed by your organization | Yes |
How to Remove or Change the Password
- Open the document with the current password.
- Go to File > Info > Protect Document > Encrypt with Password. On a Mac, go to Review > Protect Document.
- Delete the dots in the password box and click OK to remove encryption. To change the password, type a new one instead.
- Save the document.
Things to Know About Encrypted Documents
- Word for the web and co-authoring: password-encrypted files can’t be opened in a browser or edited by several people at once. They have to be opened in the desktop or mobile app.
- AutoSave: may be turned off for encrypted files in OneDrive or SharePoint, so save manually.
- Search and previews: Windows search and file previews can’t see the contents.
- Copies you make with Save As keep the encryption. Content you copy and paste into another file does not.
- PDF exports are not encrypted automatically. If you save as PDF, protect the PDF separately.
Other Ways to Protect Sensitive Documents
- Encrypt the whole drive with BitLocker (Windows) or FileVault (Mac) so everything on a lost laptop is protected.
- Share instead of attaching: store the file in OneDrive or Google Drive and share it only with specific people, with an expiration date if available.
- Encrypted ZIP: tools like 7-Zip can create AES-256 encrypted archives for several files at once.
Frequently Asked Questions
How secure is Word’s password encryption?
Current versions of Word use strong AES encryption, so a well-chosen, long password is very hard to break. Short or common passwords can be guessed by cracking tools, so the password strength is what matters most.
I forgot the password. Can Microsoft help?
No. Microsoft doesn’t store document passwords. Check your password manager or older unencrypted copies and backups.
Can I encrypt a document in Word for the web?
No. Use the desktop app on Windows or Mac.
Does encryption work in older Word versions?
Files encrypted in current Word open in Word 2010 and later. Very old versions used weaker encryption, so re-save old encrypted files in a current version.
Summary
- Windows: File > Info > Protect Document > Encrypt with Password.
- Mac: Review > Protect Document > Password to open.
- Use a long passphrase, store it safely, and save the file.
- Remove encryption by clearing the password and saving.
- Remember that Restrict Editing and read-only options are not encryption.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.