With the rapid growth of technology, we are now stepping into a digital world. An obvious sign is the larger reliance on digital documents in file transfer and distribution regardless of time and location. However, it is not always safe to share Word documents online. Hence, we need to know how to password protect a Word document.

In this post, we’ll provide several methods to password protect Word documents to ensure file security.

What Is Password Protection?

Password protection is the practice of encrypting a digital document, device, or account with a password, generally, a string of characters, to prevent access by people or channels that have not been identified and allowed.

How to Password Protect a Word Document

By Microsoft Word

As Microsoft Word has encryption, it is convenient to access the feature directly to encrypt a Word document. Considering there are some tiny differences between the software on Windows and Mac, we will introduce the steps in the two operating systems respectively.

For your information, the steps to password protect a Word document in Word 2013, and Word 2016 are the same, so do not worry about the version differences.

Microsoft on Windows

Step 1: Open a Word document on Microsoft Word and click File on the top left corner;


Step 2: Click Info, go to Protect Document, and choose Encrypt with Password in the drop-down menu;

Step 3: Enter the password in the pop-up window Encrypt Document, and click OK;

Step 4: Reenter the password in the next pop-up window so as to make sure that the password is typed correctly, and click OK.

Then a Word document is successfully password encrypted.


Note: If the password is forgotten, it is impossible to recover it.

Microsoft on Mac

Due to the differences between Windows and macOS, it is a little bit different for Mac users to password protect a Word document by Microsoft Word. Here are the steps.

Step 1: Open a document on Microsoft Word, and click on Review in the ribbon;

Step 2: Choose Protect Document on the right of the menu;


Step 3: Set the password in the pop-up window Password Protect, and then select OK;

Step 4: Reenter the password in the new pop-up window and click OK. Then click on the other OK button at the bottom of the window;

Step 5: Select the save icon, and choose the Save button in the pop-up window.


By PDF Software

Though it is convenient to use Microsoft Word to directly password protect Word documents, Word does not support batch encryption. That being so when you need to batch encrypt several Word documents, it would be a great bother to set passwords for each of them one by one.

To get away from that trouble, PDF software that can batch encrypt documents is a good choice. Users can just convert their Word documents to PDF first, and conduct batch encryption.

SwifDoo PDF

As a multi-functional PDF software, SwifDoo PDF is competitive in converting other forms of documents into PDF format quickly, and it is equipped with the function of batch encryption. Users can password protect Word documents efficiently with this software.

Let’s take a look at the instructions to password-protect Word documents simultaneously with SwifDoo PDF.

Convert Word documents to PDF files:

Step 1: Download SwifDoo PDF and launch it;

Step 2: Open SwifDoo PDF and choose a PDF file randomly before getting started;

Step 3: Click on the Convert ribbon on the top menu and choose Office to PDF;


Step 4: Add Word documents to the workspace and select Start.

After the conversion, lets start to password protect Words documents:

Step 1: Go to the SwifDoo PDF Converter window again, choose PDF Encryption and add all the converted Word documents. Then click Start;


Step 2: Select Open password first, set the password, and click OK. Then click Start.


A pop-up window will jump out to inform that the batch encryption has succeeded.

Importance of Password Protection

Passwords definitely offer a good protection from unauthorized access to your sensitive documents so that you can avoid the possibility of information leaking to the best of your ability.

Nevertheless, not every password is strong in defense against unidentified access. Some notes must be kept in mind so as to provide effective protection on your Word documents.

Notes for Password Protecting a Word Document

  1. Password should be long and complex.

A short and simple password is easy to be figured out with the help of some password cracking tools.

  1. Try to avoid setting the same password for all important documents.

Remembering a password is quite annoying, but it is highly recommended to use a unique password for each document in case one of the passwords is accessed by others.

  1. Do not use personal information in your password.

Personal information including name, birth date, and others, is not difficult to get acquired. Such passwords will not only put documents at risks but also personal privacy.

  1. Do not use the consecutive keyboard combinations in passwords.

Such kind of combinations is the first try for crackers to access the documents.


Word documents are necessary for many businesses now due to the widespread use of Microsoft Word, the industry-leading. Meanwhile, the awareness to protect sensitive business documents and private information keeps growing. Therefore, it is important to know how to password protect a Word document.

Although Microsoft Word has password protection, and luckily the steps are nothing different in Word 2013 and Word 2016, it is inefficient to encrypt a lot of documents at once. With SwifDoo, it is no more a problem. Its powerful features of conversion and batch encryption can perfectly meet the demand in this aspect.



Lydia is now an English columnist working in SwifDoo PDF. She is willing to share her ideas and professional articles to help PDF users for problem-solving.

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