For municipal clerks, protecting sensitive data is paramount. Excel is a popular tool for data management, but its accessibility can pose risks. Luckily, both Windows and Mac versions offer ways to safeguard your spreadsheets with password protection and additional “lock for editing” features.

Protecting and Locking on Windows:

1. Open the worksheet you want to secure.
2. Navigate to the “Review” tab.
3. Click “Protect Sheet” and choose a protection level. Select “Structure and Windows” to prevent sheet deletion or resizing, or “Cells” to control cell editing.
4. Check the “Select unlocked cells” box and manually unlock any cells users need to access.
5. For additional “lock for editing” protection:
   • Go to the “Format Cells” dialog box (right-click on cells, select “Format Cells”).
   • In the “Protection” tab, uncheck the “Locked” box for any cells that should be editable.
   • Click “OK” to close the dialog box.
6. In the “Password to modify” field, enter a strong, unique password (more on that later). Confirm it in the next box.
7. Click “OK” and save your workbook.

Protecting and Locking on Mac:

1. Open the worksheet you want to secure.
2. Go to the “Review” tab.
3. Click “Protect Sheet” and choose a protection level (similar to Windows).
4. Check the “Select unlocked cells” box and manually unlock any cells users need to access.
5. For additional “lock for editing” protection:
   • Select the cells you want to lock.
   • Go to the “Format” menu and choose “Cells…”.
   • In the “Protection” tab, check the “Locked” box.
   • Click “OK” to close the dialog box.
6. Enter a password in the “Password to modify” field and confirm it.
7. Click “OK” and save your workbook.

Password Tips:

• Strong and unique: Avoid “dictionary words,” birthdays, anniversaries, or easily guessable combinations. Combine uppercase and lowercase letters, numbers, and symbols.
• Don’t share: Keep your password confidential and avoid writing it down where others can see it.
• Regularly update: Consider changing your passwords periodically for added security.

Additional Notes:

• Password protection and “locking for editing” aren’t foolproof. Determined individuals with technical expertise might still be able to access data.
• For highly sensitive information, consider encrypting the entire workbook or exploring more advanced security solutions.
• Consult your municipality’s IT department for further guidance and security protocols.

By following these steps and maintaining strong password hygiene, you can significantly increase the security of your Excel worksheets and safeguard the sensitive data entrusted to you as a municipal clerk. Remember, protecting information is everyone’s responsibility, and every step counts!

PS- OnBoardGOV is a much better option than spreadsheets for board and committee management.