How To Password Protect a Word Document

Sometimes you want to secure a sensitive Word file. It could be an important legal document or your secret unfinished novel. Either way, we’re here to help. The most obvious approach to locking your Word documents with a password is within Word itself, which we’ll explain below. But we’ll also walk you through how to lock and protect your files using our own tools, so no one can access your information without permission.

Locking Methods at a Glance

There’s more than one way to protect a Word document. Here are the main options and when to use them:

• Encrypt with Password (Word): Add a password to open the file. Good for local files but limited to 15 characters.
• Restrict Editing (Word): Makes the document read-only or limits what others can change.
• Protect PDF (Smallpdf): Adds 128-bit AES encryption for stronger protection and easier sharing online.
• DocRecrypt (Microsoft 365): Lets IT admins recover passwords for managed business accounts only.

For the strongest and most shareable protection, convert your file to PDF and lock it with Smallpdf.

How to Password Protect a Word Document in Microsoft Word

1. Open your document in Word, and go to “File.”
2. Click on “Info” and “Protect Document.”
3. In the dropdown, choose “Encrypt with Password.”
4. Enter your password and confirm it when prompted.
5. Save your document to apply the password protection.

Step-by-Step Instructions by Platform

The exact steps can vary slightly depending on which version of Word you’re using and your operating system. Here’s how to password protect your Word document across different platforms.

Windows (Word for Microsoft 365, 2019, and 2021)

1. Open your Word document.
2. Click “File” in the top-left corner.
3. Select “Info” from the left menu, then “Protect Document.”
4. Choose “Encrypt with Password” and enter your password twice.

Mac (Word for Microsoft 365 and 2021)

1. Open your Word document.
2. Go to the “Review” tab.
3. Click “Protect,” then “Protect Document.”
4. Select “Encrypt with Password” and enter your password.

Word for the Web (Limitations)

Unfortunately, you can’t password protect documents directly in Word for the web. You’ll need to use the desktop version of Word to add password protection.

Older Word Versions (.doc)

For Word 2007-2013, the process is similar: go to “File,” then ”Info,” ”Protect Document,” and “Encrypt with Password.” The interface might look slightly different, but the core steps remain the same.

Password Recovery and Limitations in Word

Here’s something super important to remember: if you forget your Word document password, there’s no way to recover it! Microsoft doesn’t store your passwords, so make sure you write it down somewhere safe or use a password manager.

Also worth noting: Word passwords have a limit of 15 characters. While that’s usually plenty, longer passwords are generally more secure. For enterprise users, IT administrators can use DocRecrypt to recover passwords, but that’s not an option for most of us regular folks.

Password Protect Your Word Document as a PDF with Smallpdf

1. Firstly, convert your Word Document to PDF.
2. From the right-hand side panel, choose “Add Password.”
3. Input a password and then confirm your choice.
4. Once it’s loaded, you can download your locked file.

Convert Word to PDF and Add a Password

Yes, technically, we’re password protecting a PDF, but hear us out. The encryption method we use in our Protect PDF tool adds an extra layer of security to your file. Combined with a good password (so, not your birthday, but ideally a random combination of letters, numbers, and special characters), your file will be impossible to hack.

Why Protect as PDF (Compatibility, Shareability, Read-Only)

PDF files are easier to share as they’re smaller in size and compatible with any device, regardless of its operating system or installed software. By converting your Word documents to PDF format before protecting them with our 128-bit AES encryption, your files will be safer than ever. Plus, there’s the added bonus of being able to make them read-only. Additionally, you can use all of our other tools to merge multiple documents together, compress large files for sharing, or electronically sign forms, and so much more.

How to Unlock a Password-Protected File (Word and PDF)

There is, of course, always a way to undo your password protection. If you protected your file with Word, simply follow the same steps you did to lock the document, erase the password from the field, and hit Save.

If you’ve protected your files with Smallpdf, upload it to our Unlock PDF tool. You’ll have to confirm that you’re the rightful owner by putting in the password, and pinky-promise it’s yours to unlock. After you’ve proven that the file is yours, you’ll be able to download it as if it were never locked in the first place.

Start Your Free Trial to Access All Smallpdf Tools

Ready to take your document security to the next level? With Smallpdf Pro, you get access to all our tools including advanced PDF protection, unlimited conversions, and so much more. Try it free and see why millions trust us with their documents.

Frequently Asked Questions

How should I send a password-protected document safely?

Always send the password through a different communication channel than the document itself—like texting the password while emailing the file.

What other document protection options does Word offer?

Word also offers “Restrict Editing” to limit what changes people can make, and “Mark as Final” to discourage editing (though it’s not as secure as password protection).

Can I password protect multiple Word documents at once?

Unfortunately, Word doesn’t offer batch password protection, so you’ll need to protect each document individually.

What happens if I forget my Word document password?

If you forget your Word password, the document is permanently inaccessible. That’s why converting to PDF with Smallpdf can be a safer option with better recovery possibilities.