many people will encounter the problems of content being changed by mistake, formula being overwritten and data being edited at will when sending Excel forms to the outside world. Especially when you need to process multiple xlsx, xls and other form files at one time, setting read-only permissions one by one is not only time-consuming, but also prone to errors. This article combines office software" HeSoft Doc Batch Tool "The actual operation interface clearly shows how to add" read-only password "protection to Excel files in batches, so that files can be viewed and cannot be modified at will. After reading, you can quickly complete batch permission settings for multiple Excel forms, improve file distribution efficiency and reduce duplication of work.
What problems can this article help you solve?
In daily office, many Excel forms need to be sent to colleagues, customers, suppliers or partners for viewing, but they do not want the other party to directly modify the original content. For example, documents such as quotations, statistical tables, project ledgers, product lists, financial details, etc., once edited by mistake, may affect subsequent summary and use.
If only one Excel file is processed, manual setting of protection is acceptable. However, when you have a batch of xlsx, xls and other forms in your hand that need to be uniformly set to "only view but not modify", it will be very inefficient to open and encrypt them one by one. At this point, using office software that supports batch processing of files will save time.
Combine below. HeSoft Doc Batch Tool The interface of the, demonstrating how to batch set Excel tables to be viewable but not modifiable, that is, to add files read-only password or read-only protection.
Applicable Scenarios
- batch send Excel reports to others for viewing, but do not want the other party to directly change the content
- when providing customers with price lists, product lists, and inventory lists, you want to keep the original version.
- Avoid misoperation when sharing templates, system attachments and summary tables within the company.
- Process multiple Excel files at once, including. xlsx,. xls, and other formats
- need to set permissions through the office software, reduce duplication of labor
effect Preview
before treatment
as can be seen from the screenshot, the original Excel file can be opened and edited normally, and the cell contents, formulas, comments, etc. can be directly modified. In this state, if the file is forwarded multiple times or used by multiple people, the content is easily changed.
After treatment
after adding protection in batches, when opening the Excel file again, the system will pop up a password window. Window hints can enter a password for write access, or open as read-only. If the recipient does not know the password, he can only click the "read-only" button to view the content and cannot directly enter the editable state. This is the "Excel can only view but not modify" effect that many users want.
Operation steps
step 1: Enter Excel to add password protection
open HeSoft Doc Batch Tool On the left, select Excel Tools. Locate and click in the feature list Excel Add Password Protection.
As can be seen from the interface description, this function is used to add file open passwords and read-only passwords to Excel in batches. For the requirement of "only viewing but not modifying", the focus this time is file content read-only password this item.
The purpose of this step: enter the correct batch processing function page to avoid setting Excel permissions one by one manually.
Expected results: enter the "Excel add password protection" operation process page.
Step 2: Batch import Excel files to be processed
after entering the function page, the interface first is "select the record to be processed". You can click on the top add File you can also click import files from a folder, add multiple Excel tables to the task list at once.
Multiple files have been imported in the screenshot. Information such as name, path, extension, creation time, and modification time are displayed in the list to check whether the files to be processed are correct.
The purpose of this step: batch add tasks to Excel files that need to be set as read-only.
Expected results: all pending xlsx or xls files appear in the list and click on the bottom next step go on.
The third step: open the "file content read-only password"
on the "Set Processing Options" page, you can see several switch items, including file Open Password, file content read-only password, restrict password editing.
If your goal is to "let the other party view it, but not modify it at will", according to the operation in the screenshot, it should be opened. File content read-only password, and enter the password you want to set below, for example, the example in the screenshot fills in the numeric password.
Note here: The screenshot shows file Open Password if it is not opened, the description file can still be opened for viewing. However, after the "File Content Read-Only Password" is turned on, the user needs to enter the password if he wants to obtain write permission, otherwise he can only open it read-only.
The purpose of this step: implementation of Excel can only view can not be modified, rather than completely prohibit open.
Expected results: the system records the unified read-only password settings, and then click next step enter the subsequent saving and processing process.
Step 4: Complete the save location and batch processing according to the process.
From the process prompt at the top of the page, you can see that the entire task is divided into 4 steps: select records, set processing options, set save location, and start processing. Although the screenshot focuses on the first two steps, it can be reasonably judged according to the interface process. Next, you only need to continue to press the wizard to complete the output position setting and perform batch processing.
It is recommended to output the processed file to a separate folder to facilitate the distinction between the original Excel file and the original Excel file to avoid confusion.
The purpose of this step: generate new files or process results that have been set to read-only protection.
Expected results: complete read-only protection settings for multiple Excel tables in bulk.
Step 5: Verify the processing results
when processing is complete, optionally one of the result files is opened. According to the actual effect in the screenshot, Excel will pop up a password window, prompting: please enter a password for write access, or open as read-only.
If you click read Only, you can view the contents of the form normally, but you cannot directly obtain modification permission; Only by entering the correct password can you open it in an editable manner. This achieves the goal of "Excel can only view but not modify.
The purpose of this step: confirm that the batch settings have taken effect.
Expected results: A read-only prompt appears when the file is opened, resulting in the separation of viewing and editing.
Frequently Asked Questions or Precautions
1. Does "only view but not modify" mean that it cannot be opened at all?
It's not. According to the way this article demonstrates, the opening is. File content read-only password, not the file open password. In other words, others can still open Excel to view the content, but if there is no password, it can only be used as read-only.
2. What is the difference between a file open password and a read-only password?
File Open Password files may not open without a password.
File content read-only password: The file can be opened, but a password is required to obtain write permission. For the requirement that "Excel tables can only be viewed but not modified", the latter is usually preferred.
3. Which Excel formats are suitable for this type of batch processing?
From the list of files in the screenshot, at least the xlsx format is supported. Excel tables such as xls and xlsx, which are common in actual office, usually belong to such processing scenarios. Before batch processing, it is recommended to test it with a small number of documents before formally processing the whole batch of documents.
4. What should I pay attention to after setting the password?
Please save the read-only password you set. If you really need to edit these files in the future, and the password is lost, it will affect the normal modification process. For forms that require long-term maintenance, it is recommended that the password be kept by a fixed administrator.
5. Why is it recommended to use office software for batch processing?
Because manually set up protection one by one in Excel, not only the steps are repeated, but also dozens or hundreds of documents are very time-consuming. Use something like HeSoft Doc Batch Tool Such office software can apply the same operation to multiple files at one time, greatly reducing duplication of work and improving the efficiency of permission setting.
Summary
if you often need to send Excel forms to others for viewing, but do not want the contents to be modified at will, then "batch setting Excel to be viewed but not modified" is a very practical office scenario. With office software that supports batch processing of files, you don't need to open xlsx and xls files one by one to manually set permissions, just enter Excel Add Password Protection function, import file, open file content read-only password, and then complete the processing according to the process, you can quickly achieve unified protection.
For users who need to send reports in batches, share data and distribute templates, this method is not only safer, but also can significantly improve work efficiency. It is recommended that you select several Excel files for trial operation, confirm the effect, and then batch process the official documents, which is more efficient and more secure.