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How to lock cells in Excel

This is how to protect cells in Excel

You’ve worked hard on your spreadsheet and now you want to make sure anyone you share it with doesn’t inadvertently change cells, so you need to know how to lock cells in Excel.

Thankfully, Microsoft Excel 2016 and earlier versions lets you lock cells or protect cells to keep them from being modified in Windows 10. You can lock all the cells in a worksheet or specific cells, allowing some parts of the spreadsheet to be changed. Here’s how to lock cells in Excel.

Editor’s Note: This tutorial was written for Excel 2016, but still applies to modern versions of Excel.

How to lock all the cells in an Excel worksheet

By default, when you protect cells in a sheet or workbook, all of the cells will be locked. This means they can’t be reformatted or deleted, and the content in them can’t be edited. By default, the locked cells can be selected, but you can change that in the protection options.

1. Navigate to the Review tab.

2. Click Protect Sheet. In the Protect Sheet window, enter a password that’s required to unprotect the sheet (optional) and any of the actions you want to allow users.

3. Click OK to protect the sheet.

When you or anyone else tries to edit any of the locked cells, this message will come up:

The cells can only be unlocked when the sheet is unprotected (by going to the Review tab again, choosing «Unprotect Sheet,» and entering the password, if required).

How to Lock Specific Cells in an Excel Worksheet

There might be times when you want to lock certain cells from being changed but still allow users to adjust other cells in a worksheet. In our example, in an inventory list you might allow unit prices and stock quantities to be updated, but not the item IDs, names, or descriptions. As mentioned above, all cells are locked by default when you protect the sheet. However, you can specify whether a certain cell should be locked or unlocked in the cell’s format properties.

1. Select all the cells you don’t want to be locked. These will be the specific cells that can be edited even after the sheet is protected.

2. Right-click on your selection, select Format Cells, and click on the Protection tab. (Alternatively, under the Home tab, click on the expansion icon next to Alignment, and in the Format Cells window go to the Protection tab.)

3. Uncheck «Locked» (which is checked by default) and click OK.

4. Go to Review > Protect Sheet and hit OK to protect the sheet. Any cells you didn’t unlock under the Format Cells option (step 3 above) will be locked, while the unlocked cells will be editable:

Note that locking (or unlocking) specific cells won’t take effect until you do step 4, protecting the sheet.

Protip: If you want to quickly lock or unlock cells that aren’t next to each other, you can use a keyboard shortcut. After selecting a certain cell or group of cells, use the Format Cells dialog as above to lock or unlock it. Then select your next cell(s) and hit F4 to repeat your last action.

More Microsoft Excel tips and tricks

There are a number of neat tips that’ll help you out when you’re managing your Excel spreadsheets. For example, we have a guide on how to use VLOOKUP in Excel, which you can use to to quickly find data associated with a value the user enters. And if you need to, you can also freeze rows and columns by selecting «Freeze Panes» in the View tab. If you need to organize your data, check out how to create sortable columns in Excel.

But, not everyone is a fan of Excel, so if you need to convert Excel Spreadsheets to Google Sheets, we have a guide for that, as well as a guide on how to open Google Sheets in Excel.

If you’re a business users, we also have 10 Excel business tips that you can use to help you keep your job, which include guides on how to remove duplicate data, recover lost Excel files, use pivot tables to summarize data and more.

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Lock cells to protect them

Suppose that your boss wants you to protect an entire workbook, but also wants to be able to change a few cells after you enable protection on the workbook. Before you enabled password protection, you had unlocked some cells in the workbook. Now that your boss is done with the workbook, you can lock these cells.

Follow these steps to lock cells in a worksheet:

Select the cells you want to lock.

On the Home tab, in the Alignment group, click the small arrow to open the Format Cells popup window.

On the Protection tab, select the Locked check box, and then click OK to close the popup.

Note: If you try these steps on a workbook or worksheet you haven’t protected, you’ll see the cells are already locked. This means that the cells are ready to be locked when you protect the workbook or worksheet.

On the Review tab in the ribbon, in the Changes group, select either Protect Sheet or Protect Workbook, and then reapply protection. See Protect a worksheet or Protect a workbook.

Tip: It’s a best practice to unlock any cells that you may want to change before you protect a worksheet or a workbook, but you can also unlock them after you apply protection. To remove protection, simply remove the password.

In addition to protecting workbooks and worksheets, you can also protect formulas.

Excel for the web can’t lock cells or specific areas of a worksheet.

If you want to lock cells or protect specific areas, click Open in Excel and lock cells to protect them or lock or unlock specific areas of a protected worksheet.

Need more help?

You can always ask an expert in the Excel Tech Community or get support in the Answers community.

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Lock Cells

You can lock cells in Excel if you want to protect cells from being edited.

Lock All Cells

By default, all cells are locked. However, locking cells has no effect until you protect the worksheet.

1. Select all cells.

2. Right click, and then click Format Cells (or press CTRL + 1).

3. On the Protection tab, you can verify that all cells are locked by default.

4. Click OK or Cancel.

All cells are locked now. To unprotect a worksheet, right click on the worksheet tab and click Unprotect Sheet. The password for the downloadable Excel file is «easy».

Lock Specific Cells

To lock specific cells in Excel, first unlock all cells. Next, lock specific cells. Finally, protect the sheet.

1. Select all cells.

2. Right click, and then click Format Cells (or press CTRL + 1).

3. On the Protection tab, uncheck the Locked check box and click OK.

4. For example, select cell A1 and cell A2.

5. Right click, and then click Format Cells (or press CTRL + 1).

6. On the Protection tab, check the Locked check box and click OK.

Again, locking cells has no effect until you protect the worksheet.

Cell A1 and cell A2 are locked now. To edit these cells, you have to unprotect the sheet. The password for the downloadable Excel file is «easy». You can still edit all other cells.

Lock Formula Cells

To lock all cells that contain formulas, first unlock all cells. Next, lock all formula cells. Finally, protect the sheet.

1. Select all cells.

2. Right click, and then click Format Cells (or press CTRL + 1).

3. On the Protection tab, uncheck the Locked check box and click OK.

4. On the Home tab, in the Editing group, click Find & Select.

5. Click Go To Special.

6. Select Formulas and click OK.

Excel selects all formula cells.

7. Press CTRL + 1.

8. On the Protection tab, check the Locked check box and click OK.

Note: if you also check the Hidden check box, users cannot see the formula in the formula bar when they select cell A2, B2, C2 or D2.

Again, locking cells has no effect until you protect the worksheet.

All formula cells are locked now. To edit these cells, you have to unprotect the sheet. The password for the downloadable Excel file is «easy». You can still edit all other cells.

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How to lock and unlock cells in Excel

by Svetlana Cheusheva, updated on February 7, 2023

The tutorial explains how to lock a cell or certain cells in Excel to protect them from deleting, overwriting or editing. It also shows how to unlock individual cells on a protected sheet by a password, or allow specific users to edit those cells without password. And finally, you will learn how to detect and highlight locked and unlocked cells in Excel.

In last week’s tutorial, you learned how to protect Excel sheets to prevent accidental or deliberate changes in the sheet contents. However, in some cases you may not want to go that far and lock the entire sheet. Instead, you can lock only specific cells, columns or rows, and leave all other cells unlocked.

For example, you can allow your users to input and edit the source data, but protect cells with formulas that calculate that data. In other words, you may want to only lock a cell or range that shouldn’t be changed.

How to lock cells in Excel

Locking all cells on an Excel sheet is easy — you just need to protect the sheet. Because the Locked attributed is selected for all cells by default, protecting the sheet automatically locks cells.

If you don’t want to lock all cells on the sheet, but rather want to protect certain cells from overwriting, deleting or editing, you will need to unlock all cells first, then lock those specific cells, and then protect the sheet.

The detailed steps to lock cells in Excel 365 — 2010 follow below.

1. Unlock all cells on the sheet

By default, the Locked option is enabled for all cells on the sheet. That is why, in order to lock certain cells in Excel, you need to unlock all cells first.

• Press Ctrl + A or click the Select All button to select the entire sheet.
• Press Ctrl + 1 to open the Format Cells dialog (or right-click any of the selected cells and choose Format Cells from the context menu).
• In the Format Cells dialog, switch to the Protection tab, uncheck the Locked option, and click OK.

2. Select cells, ranges, columns or rows you want to protect

To lock cells or ranges, select them in a usual way by using the mouse or arrow keys in combination with Shift. To select non-adjacent cells, select the first cell or a range of cells, press and hold the Ctrl key, and select other cells or ranges.

To protect columns in Excel, do one of the following:

• To protect one column, click on the column’s letter to select it. Or, select any cell within the column you want to lock, and press Ctrl + Space .
• To select adjacent columns, right click on the first column heading and drag the selection across the column letters rightwards or leftwards. Or, select the first column, hold down the Shift key, and select the last column.
• To select non-adjacent columns, click on the first column’s letter, hold down the Ctrl key, and click the headings of other columns you want to protect.

To protect rows in Excel, select them in a similar manner.

To lock all cells with formulas, go to the Home tab > Editing group > Find & Select > Go To Special. In the Go To Special dialog box, check the Formulas radio button, and click OK. For the detailed guidance with screenshots, please see How to lock and hide formulas in Excel.

3. Lock selected cells

With the required cells selected, press Ctrl + 1 to open the Format Cells dialog (or right-click the selected cells and click Format Cells), switch to the Protection tab, and check the Locked checkbox.

4. Protect the sheet

Locking cells in Excel has no effect until you protect the worksheet. This can be confusing, but Microsoft designed it this way, and we have to play by their rules 🙂

On the Review tab, in the Changes group, click the Protect Sheet button. Or, right click the sheet tab and select Protect Sheet… in the context menu.

You will be prompted to enter the password (optional) and select the actions you want to allow users to perform. Do this, and click OK. You can find the detailed instructions with screenshots in this tutorial: How to protect a sheet in Excel.

Done! The selected cells are locked and protected from any changes, while all other cells in the worksheet are editable.

If you are working in Excel web app, then see how to lock cells for editing in Excel Online.

How to unlock cells in Excel (unprotect a sheet)

To unlock all cells on a sheet, it is sufficient to remove the worksheet protection. To do this, right-click the sheet tab, and select Unprotect Sheet… from the context menu. Alternatively, click the Unprotect Sheet button on the Review tab, in the Changes group:

For more information, please see How to unprotect an Excel sheet.

As soon as the worksheet is unprotected, you can edit any cells, and then protect the sheet again.

If you want to allow users to edit specific cells or ranges on a password-protected sheet, check out the following section.

How to unlock certain cells on a protected Excel sheet

In the first section of this tutorial, we discussed how to lock cells in Excel so that no one even yourself can edit those cells without unprotecting the sheet.

However, sometimes you may want to be able to edit specific cells on your own sheet, or let other trusted users to edit those cells. In other words, you can allow certain cells on a protected sheet to be unlocked with password. Here’s how:

1. Select the cells or ranges you want to unlock by a password when the sheet is protected.
2. Go to the Review tab >Changes group, and click Allow Users to Edit Ranges.
   

Note. This feature is available only in an unprotected sheet. If the Allow Users to Edit Ranges button is greyed out, click the Unprotect Sheet button on the Review tab.

Tip. In addition to, or instead of, unlocking the specified range by a password, you can give certain users the permissions to edit the range without password. To do this, click the Permissions… button in the lower left corner of the New Range dialog and follow these guidelines (steps 3 — 5).

Tip. It is recommended to protect a sheet with a different password than you used to unlock the range(s).

Now, your worksheet is password protected, but specific cells can be unlocked by the password you supplied for that range. And any user who knows that range password can edit or delete the cells contents.

Allow certain users to edit selected cells without password

Unlocking cells with password is great, but if you need to frequently edit those cells, typing a password every time can be a waste of your time and patience. In this case, you can set up permissions for specific users to edit some ranges or individual cells without password.

Note. This features works on Windows XP or higher, and your computer must be on a domain.

Assuming that you have already added one or more ranges unlockable by a password, proceed with the following steps.

Go to the Review tab >Changes group, and click Allow Users to Edit Ranges.

Note. If the Allow Users to Edit Ranges is grayed out, click the Unprotect Sheet button to remove the worksheet protection.

Tip. The Permissions… button is also available when you are creating a new range unlocked by a password.

To see the required name format, click the examples link. Or, simply type the user name as it is stored on your domain, and click the Check Names button to verify the name.

For example, to allow myself to edit the range, I’ve typed my short name:

Excel has verified my name and applied the required format:

When you’ve entered and validated the names of all users to whom you want to give the permissions to edit the selected range, click the OK button.

Under Group or user names, specify the permission type for each user (either Allow or Deny), and click the OK button to save the changes and close the dialog.

Note. If a given cell belongs to more than one range unlocked by a password, all users who are authorized to edit any of those ranges can edit the cell.

How to lock cells in Excel other than input cells

When you’ve put a lot of effort in creating a sophisticated form or calculation sheet in Excel, you will definitely want to protect your work and prevent users from tampering with your formulas or changing data that shouldn’t be changed. In this case, you can lock all cells on your Excel sheet except for input cells where your users are supposed to enter their data.

One of possible solutions is to use the Allow Users to Edit Ranges feature to unlock selected cells, as demonstrated above. Another solution could be modifying the built-in Input style so that it not only formats the input cells but also unlocks them.

For this example, we are going to use an advanced compound interest calculator that we created for one of the previous tutorials. This is how it looks like:

Users are expected to enter their data in cells B2:B9, and the formula in B11 calculates the balance based on the user’s input. So, our aim is to lock all cells on this Excel sheet, including the formula cell and fields’ descriptions, and leave only the input cells (B3:B9) unlocked. To do this, perform the following steps.

1. On the Home tab, in the Styles group, find the Input style, right click it, and then click Modify….
   
2. By default, Excel’s Input style includes information about the font, border and fill colors, but not the cell protection status. To add it, just select the Protection checkbox:
   

Tip. If you want only to unlock input cells without changing cell formatting, uncheck all boxes on the Style dialog window other than the Protection box.

If Excel’s Input style does not suit you for some reason, you can create your own style that unlocks selected cells, the key point is to select the Protection box and set it to No Protection, as demonstrated above.

How to find and highlight locked / unlocked cells on a sheet

If you have been locking and unlocking cells on a given spreadsheet multiple times, you may have forgotten which cells are locked and which are unlocked. To quickly find locked and unlocked cells, you can use the CELL function, which returns information about the formatting, location and other properties if a specified cell.

To determine the protection status of a cell, enter the word «protect» in the first argument of your CELL formula, and a cell address in the second argument. For example:

If A1 is locked, the above formula returns 1 (TRUE), and if it’s unlocked the formula returns 0 (FALSE) as demonstrated in the screenshot below (the formulas are in cells B1 and B2):

It cannot be easier, right? However, if you have more than one column of data, the above approach is not the best way to go. It would be far more convenient to see all locked or unlocked cells at a glance rather than sorting out numerous 1’s and 0’s.

The solution is to highlight locked and/or unlocked cells by creating a conditional formatting rule based on the following formulas:

• To highlight locked cells: =CELL(«protect», A1)=1
• To highlight unlocked cells: =CELL(«protect», A1)=0

Where A1 is the leftmost cell of the range covered by your conditional formatting rule.

As an example, I’ve created a small table and locked cells B2:D2 that contain SUM formulas. The following screenshot demonstrates a rule that highlights those locked cells:

Note. The conditional formatting feature is disabled on a protected sheet. So, be sure to turn off the worksheet protection before creating a rule (Review tab > Changes group > Unprotect Sheet).

If you don’t have much experience with Excel conditional formatting, you may find the following step-by-step instructions helpful: Excel conditional formatting based on another cell value.

This is how you can lock one or more cells in your Excel sheets. If someone knows any other way to protect cells in Excel, your comments will be truly appreciated. I thank you for reading and hope to see you on our blog next week.

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