How to create a password protected file in SharePoint

Microsoft SharePoint allows you to share files with internal or external users in your organization. But sometimes, you might want to create a password-protected file to prevent unauthorized access to a shared file. Fortunately, SharePoint allows you to create password-protected files within the program, so please continue reading our guide on how to password-protected files in SharePoint. 

To password-protect a file in Microsoft SharePoint, open Office 365 and navigate to your SharePoint file. You must ensure that you are the file owner and have full access to that content. Once you begin sharing the file, you will have the option to set a password before sharing it. Once you verify the password, you will be able to share the files, and now you will resolve the concerns of having a data breach.

  • Firstly, open Office 365. 
  • now you need to click on the launcher. 
  • From there, select “SharePoint.” 
  • Choose one of the sites you want to password-protected file. 
  • Now select “Documents.” 
  • Choose one of your documents and then click on the “Share” icon. 
  • Click on the drop-down next to the pen icon and click on “Link settings.” 
  • Select the option for “Anyone with the link.” 
  • Set a password and then click on “Apply.” 
  • Verify the process by sending the file to someone trustworthy and checking if a password prompt shows. 

Password-protected documents in Microsoft SharePoint will allow you to keep your information safe from any form of a data breach. If you are concerned that the members of an organization or external members could potentially hack into your file and compromise data, you can use the method here to protect the file from those threats. 

You must make sure that you set the option to “Anyone with the link.” Unfortunately, if you select any other options, you will not be able to set a password for that file.

We’ve also created a video to help guide you through the process:

An in-depth guide on how you create a password-protected file in SharePoint

If you struggle to complete the steps shown, you can use our in-depth guide to help. The in-depth guide includes resources such as screenshots to get you through the process. The screenshots will help you to visualize some of the icons mentioned in the process.

  • Firstly, open Office 365.  
  • Now you need to click on the launcher.  
  • From there, select “SharePoint.”  
  • Choose one of the sites you want to password-protected file.  
  • Now select “Documents.”  
  • Choose one of your documents and then click on the “Share” icon.  
  • Click on the drop-down next to the pen icon and click on “Link settings.”  
  • Select the option for “Anyone with the link.”  
  • Set a password and then click on “Apply.”  
  • Verify the process by sending the file to someone trustworthy and checking if a password prompt shows. 

Once you have verified that the process is working with a password prompt, you can share the password with trusted individuals who need to open the file.

As an added layer of security, you can set the expiration date to that link. An expiration date will allow users to have the link expire after a specific time.

How to improve file security by adding expiration to shared links

If you want additional security when sharing in SharePoint, you can add an expiration date to your share link. When the link expires, it will no longer be available for users to open, even with a password. 

SharePoint introduced this feature to allow users who share links with anyone to control how the link is shared and who gets to view the content. Along with the password, the expiration date also helps to add a layer of security to your files to help prevent data breaches. 

  • First, click on the Share icon next to the SharePoint file you want to share. 
  • Select the pen icon and then click on “Link settings.”  
  • Now click on the option for “Anyone with the link.” 
  • Set an expiration date and then click on “Apply.” 

The file will now become inaccessible once the expiration date is reached.

Conclusion

Thank you for reading our content and how you can password-protected files in SharePoint. Password protecting the file ensures the security of your file and prevents any form of data breach from occurring on your documents. I have shown the steps on how you can protect the file, as well as provided an in-depth guide to help you with the process further. 

To add another layer of security, I have also provided the steps on how you can set an expiration date to your file link. If you encounter an issue where you can’t understand any of the steps provided, drop a comment below, and we will address your issues. 

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Saajid Gangat

Saajid Gangat has been a researcher and content writer at Business Tech Planet since 2021. Saajid is a tech-savvy writer with expertise in web and graphic design and has extensive knowledge of Microsoft 365, Adobe, Shopify, WordPress, Wix, Squarespace, and more! You can connect with Saajid on Linkedin.

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