lock a powerpoint presentation

7 Ways to Protect PowerPoint Presentation from Editing!

By: Author Shrot Katewa

Isn’t it annoying when you spend hours and hours creating a visually appealing presentation and do all the hard work, only to find out that your colleague or your manager has made changes to the presentation!

Intentional or not, now you’ve got to make the changes to your presentation again; some of which could have been easily avoided if you were able to prevent the presentation file from editing.

Here’s how to protect a PowerPoint presentation file –

• Mark the presentation as “Final”
• Restrict permission to PowerPoint
• Save the presentation as a PowerPoint Show file
• Set a password to modify PowerPoint
• Convert PowerPoint to pictures
• Convert PowerPoint to a PDF
• Convert PowerPoint to a video

There are many applications of knowing how to protect your PowerPoint presentation.

So, in this article, let’s understand the 7 different ways to protect PowerPoint in further detail such that you can ensure that the person you are sharing your presentation with, will not be able to make changes to it.

Let’s get started!

1. How to Protect PowerPoint presentation from Editing?

We shall divide the 7 ways into two groups –

• Prevent PowerPoint file from editing
• Convert PowerPoint to make it uneditable

Prevent PowerPoint File from Editing

There are actually 4 ways in which you can prevent users from editing your PowerPoint presentation.

You can either mark the presentation as final, restrict the presentation by allowing access to specific users, save the presentation as a PPS file or set a password for your presentation.

All the 4 methods and the process to use them are explained elaborately in the following section –

Method 1 – Mark the Presentation as Final 

By marking the PowerPoint presentation as final, the PowerPoint file will become “Read-only” .

Although this method doesn’t restrict people from editing your file. However, they will not be able to save changes to the original file. When using this method, PowerPoint will force users to save another copy of the presentation file; thereby protecting your presentation.

This method is especially helpful when you share the presentation over the same network within your organization or even when the presentation is saved on a cloud. It is also helpful when more than one person is working on the same presentation.

It is not a perfect fix, but a quick fix to the problem for sure.

The process of marking your PowerPoint presentation as final is given below –

Step-1: Click on the “File” tab

The first step of the process is to click on the “ File ” tab, which is the first option in the ribbon of your PowerPoint presentation. This will take you to the backend view of the PowerPoint.

Step-2: Select the “Info” option

After you have accessed the “ File ” tab, select the “ Info ” option which is the 4 th option in the tab. This will take you to a new page in the “ File ” tab.

Step-3: Select the “Protect Presentation” option

The third step is to select the “ Protect Presentation ” option in the “ Info ” section (as shown in the image in step 2). It is the first of the four boxes on the “ Info ” page.

After you click on the “ Protect Presentation ” option, a drop-down menu will appear on your screen.

Step-4: Click on “Mark as Final”

From the drop-down menu, select the “ Mark as Final ” option. It is located at the very bottom of the dropdown menu (as shown in the image in step 2).

Step-5: Hit the “OK” button

After you click on the “ Mark as Final ” option, a pop-up window will appear on your screen.

Simply click on the “ O K” button and the presentation will be saved as final. Once your presentation is “Saved as Final”, you won’t be able to edit this presentation going forward.

Thus, I recommend that you make this change once you’ve finished your presentation.

Method 2 – Restrict Permission  

The next method is to restrict the permissions to edit a PowerPoint presentation.

In my opinion, this is one of the best ways to protect a PowerPoint presentation and to prevent users from editing the PowerPoint file!

By restricting permission, you will be able to allow specific users to access your PowerPoint presentation.

To use this feature in your presentation, follow step-1 through step-3 from the previous section and then follow the easy steps described below.

The first step is to click on the “ File ” tab to enter the backend view of your PowerPoint presentation.

Step-2: Click on the “Info” option

Now, click on the “Info” tab from the options in the left part of your screen.

Step-3: Select the “Restricted Access” option

The next step is to select the “ Restrict Access ” option from the drop-down menu of the “ Protect Presentation ” option. It is the 3 rd option in the drop-down menu (as shown in the image in step 2)

Once you click on the “ Restrict Access ” option, another drop-down menu will appear on your screen. Select the “ Restricted Access ” option which is the second option in the menu.

Step-4: Click on the checkbox

After you click on the “ Restricted Access ” option, a pop-up window will appear on your screen.

From the pop-up window, click on the “ Restrict permission to this presentation ” checkbox. It is located at the top of the pop-up window.

Step-5: Add the email address of the users

In the final step, all you have to do is type in the email addresses of the users with whom you want to share the presentation, in the “ Read ” option.

This will ensure that the users can only view the presentation file and not edit it. After that just click on the “ OK ” button located in the bottom right of the pop-up window.

Now, only the specified users will get permission to view the PowerPoint presentation.

Method 3 – Save the Presentation as a PPS file

Another method to prevent your PowerPoint presentation from editing and thus protecting it is to save the presentation as a PowerPoint Show file or a PPS file.

Saving a presentation as a PPS or PPSX will open the file directly in the presentation show mode when you open the file. Furthermore, when you exit the presentation show mode, the file will close and the user will not be able to access the content on the slides.

To save the presentation as a PPSX file, simply use the file “ Save As ” option, and choose the “ PPS ” file format from the “ File Format ” option.

I’ve written a detailed article on how to use the PPSX file in PowerPoint . If you need the step-by-step guide for the process, click on the link and check out the article for detailed guidance!

Method 4 – Set a Password to Modify PowerPoint  

You can also set a password in order to prevent users from modifying a PowerPoint presentation. This method will prompt a password before opening a presentation.

Although this method will not help if you want to prevent people from editing the file as you will need to provide the password even to view the file. And, once the password is entered, the users will be able to make the changes.

However, this method is super helpful when you want to protect a PowerPoint presentation and prevent it from being access by unintended users.

To set a password to modify your PowerPoint presentation, follow the easy steps given below –

As before, click on the “ File ” tab in PowerPoint. This will open the backend view in PowerPoint from where you can enable additional settings.

Step-2: Select the “Encrypt with Password” option

The first step is to select the “ Encrypt with Password ” option from the drop-down menu. It is the 2 nd option on the menu.

Step-3: Enter your preferred password

After you select the “ Encrypt with Password ” option, a pop-up window will appear on your screen. In that pop-up window, type in your preferred password in the “ Password ” box. After that, click on the “ Ok ” button.

Once you click on the “ OK ” button, you will be taken to a new page in the pop-up window.

Step-4: Re-enter the password

Now, all you have to do is to re-enter the password on this page and then select the “ OK ” button again.

Once done, your PowerPoint presentation will be password protected and users will have to enter the password to access your PowerPoint presentation.

Make PowerPoint Uneditable Permanently? 

In the 4 methods described above, you will be able to prevent or protect your PowerPoint presentation file. More importantly, you will be able to share the PowerPoint presentation with the intended users.

However, if sharing a PowerPoint file is not important, there are other ways in which you can protect your presentation and prevent it from being edited further!

Interestingly, the methods described below will allow you to make a copy of your presentation and make it completely uneditable!

There are 3 ways in which you can make your PowerPoint presentation uneditable permanently.

You can either convert the presentation into a picture or convert it into a PDF file or you can convert it into a video. Let’s take a look at the 3 methods below –

Method 1 – Convert PowerPoint to Picture

The first way to protect your PowerPoint presentation is to convert it to pictures.

To convert your PowerPoint presentation as a picture, you will have to use the “ Save As ” option from the “ File ” tab. Simply choose a picture file format from the “ File Type ” options in the “save as” window.

If you need further guidance on how to carry out this process, check out my other article on how to save PowerPoint as an image for full details.

Method 2 – Convert PowerPoint to a PDF

You can also convert your PowerPoint file to a PDF. This is actually one of the most common methods used when you want to prevent your client or colleague from editing the presentation.

The advantage to save PowerPoint as a PDF over saving it as an image is that when you save your PowerPoint presentation as a PDF file, it is saved all the slides in one file just as the case would be in a presentation.

However, when you save a presentation as a Picture, the slides usually get saved as individual images.

Although the process to save a PowerPoint as a PDF is quite similar to that of saving it as an image, but if you are unsure how to do this, check out our other article on how to convert PowerPoint as PDF that details the process in an easy manner!

Method 3 – Convert PowerPoint to a Video

You can also convert your PowerPoint to a Video in order to protect your PowerPoint file!

If you have a lot of animations in your presentation, and you want to retain the animations when you show it to your colleagues or the audience, but you don’t want them to edit the file, then you can convert the presentation to a video format.

This will allow you to retain the animations, and make the presentation uneditable.

Converting a PowerPoint to a video requires you to use the “ Save As ” function. However, there are a few additional things that you may need to keep in mind.

Check out our article on how to convert PowerPoint to Video for a full guide with helpful tips.

2. How to Password Protect a PowerPoint Presentation from Opening? 

You can set a password that users will have to enter before they can access your PowerPoint presentation.

The process to password protect a PowerPoint presentation is elaborately explained in method 4 of the previous section of this article. Simply follow the steps explained in the earlier section and you will be able to add a password to your PowerPoint file.

3. How to Remove Password from a PowerPoint Presentation? 

The process of removing the password from a PowerPoint file is quite straightforward. However, it is important to know the password in order to change or remove the password protection in PowerPoint.

Let’s take a look at how to remove a password from a protected PowerPoint presentation –

3a. If You Know the Password

If you remember the password to your PowerPoint presentation, open the PowerPoint file, go to the “ Encrypt Presentation ” option in the “Info” section of the “ File ” tab and follow the steps given below.

Step-1: Open the “Encrypt Password” option

The first step is to click on the “ File ” tab. Then, from the backend view, click on the “ Info ” option.

Next, click on the “ Protect Presentation ” option, and from the dropdown, select the “ Encrypt with Password ” option.

Step-2: Clear the Password from the box

Once you’ve clicked on the “ Encrypt Presentation ” option, clear the password from the “ Password ” box.

After you’ve cleared the password, simply hit the “ OK ” button, located at the bottom right corner of the pop-up window and the password will be removed immediately.

3b. If You Forget the Password

Unfortunately, there is no direct way of removing a password from your PowerPoint file.

To do this, you will have to use third-party software that will unlock the encrypted PowerPoint file for you.

The software that we would recommend is “iSunshare” . It is free to use, and you will be able to unlock more than just PPT files. To download the software from their website, click here .

Credit to cookie_studio (on Freepik) for the featured image of this article (further edited).

Microsoft 365 Life Hacks > Presentations > How to password protect your PowerPoint presentations

How to password protect your PowerPoint presentations

Learn how to password protect a PowerPoint presentation and get additional tips for keeping your online files safe even as you share them with your colleagues and contributors.

As the most versatile and widely used presentation software, Microsoft PowerPoint presentations often contain valuable content that requires protection. From company earnings results to trade secrets, students’ projects, or the questions and answers to a quiz, it’s essential for PowerPoint users to safeguard their sensitive data and confidential information, so that they won’t be easily accessed by hackers or unauthorized parties in general.

Why should you add password protection to your PowerPoint files?

A password is the easiest way to add a layer of protection to any of your files, and it’s an effective deterrent to ward off those who aren’t supposed to access them. If you’re sharing sensitive information at your work, or delivering a confidential presentation, a password will reduce the chance of a data breach or the misuse of your presentation’s contents.

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Powerpoint empowers you to develop well-designed content across all your devices

There are many ways in which your files can fall into the wrong hands: whether you store them on a removable USB drive, which can be easily lost, or email an unencrypted file to a compromised account, adding a password adds an extra layer of security. If you’re sharing a PowerPoint presentation online with multiple collaborators, consider using secure cloud storage like Microsoft OneDrive .

By taking a few minutes to implement password protection, you gain peace of mind knowing that your data is safeguarded. Be sure to share your file access with only the people who are authorized to see it.

How to add a password to your PowerPoint presentation

Adding a password to protect your PowerPoint file is easy! Follow these steps to password protect your presentation :

• Open your PowerPoint presentation and select File , then Info .
• Select Protect Presentation . Here, you have multiple options on who can access, view, or edit your presentation.
• Always Open Read-Only prevents viewers from accidentally making changes. Restrict Access allows you to select who can read, copy, or edit. Add a Digital Signature secures your file with proof that someone has opened it. Mark as Final lets your viewers know that they’re looking at the final draft of your presentation.
• To add a password, select Encrypt with Password , the second option in the drop-down menu.
• A dialog box will open. Enter your password and select OK .

Be sure to remember what your password is, as PowerPoint’s powerful encryption abilities will lock you out if you’re not able to remember your own password. You can use any word or combination of letters and numbers to secure your file and remember that all passwords are case-sensitive. When sharing your password-protected PowerPoint files via email, use encrypted emailing ( which Outlook offers ) for an added layer of security.

Taking a few moments to easily add this security layer can save you from unauthorized access and the potentially damaging impact of a data breach. Whether it’s a presentation in a corporate environment, an academic project, or some personal content, adding password protection ensures that your files will remain confidential and secure.

But don’t just stop there: PowerPoint’s advanced presentation features are effective for all subjects and audiences! If you’re looking to get the most out of conveying information, read these additional tips and tricks on how to ace your upcoming presentation , whether you’re looking to dazzle your audience , improving your public speaking skills , or you’re curious about the 30+year history of PowerPoint .

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How to protect / lock a PowerPoint presentation?

• September 28, 2020
• Last updated: August 22, 2023

Unless you protect your PowerPoint document, anyone with access to the .pptx file can open, copy and edit the contents. Here's a guide to how you can protect/ lock your PowerPoint presentations.

This post is part of our hints and tips for standard PowerPoint features.  PPT Productivity is a time saving add-in for PowerPoint.  If you’d like to boost your productivity in PowerPoint and save time aligning, formatting and reusing slides, visit our homepage and download the PPT Productivity free trial today!

To protect your document, go to the file tab in PowerPoint, select Info, then click ‘Protect Presentation’

In the drop-down menu, you will find 4 or 5 options for protecting presentations in PowerPoint (options available depend on which version of PowerPoint you are running): ‘Always Open Read-Only’, ‘Encrypt with Password’, ‘Restrict Access’, ‘Add a Digital Signature’, ‘Mark as Final’.

Note - This article is about general locking of a PowerPoint presentation. However if you want to lock specific shapes on your PowerPoint slide from being edited – visit PPT Productivity's website to learn more about the PPT Productivity shape locking tool for PowerPoint .

Choose which option best suits your needs:

Always Open Read-Only PowerPoint setting prevents accidental changes by displaying a yellow banner at the top of the PowerPoint presentation indicating that the presentation is read only. The reader will need to opt-in to editing the document by clicking the ‘Edit Anyway’ button

Encrypt with Password PowerPoint setting lets you password protect your PowerPoint presentation. A password will be required to open the document. It’s very important to note that if you forget the password, you will not be able to open the presentation.

If your organization uses Microsoft 365, you also have a Restrict Access option in PowerPoint. The Restrict Access option allows people to view the PowerPoint presentation, but prevents them from editing, copying, or printing. To use the Restrict Access option, you need to have Information Rights Access set up on your machine. Find more information about Information Rights Access .

A digital signature adds unique code to a message which only comes from the digital ID held by the true sender. If you choose Add a Digital Signature in PowerPoint, you will need to have a Digital Signature set up.  For more information about Digital Signatures visit the Microsoft Support Page .

Mark as Final PowerPoint setting sets the PowerPoint presentation status to Final. Typing, editing commands and proofing marks are turned off. A yellow banner noting that the document has been marked as final will appear at the top of the presentation. Readers will still be able to Edit the document if they click on the ‘Edit Anyway’ button.

Once you have decided which option is best for your needs, select the relevant option and save your document. Done!

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• Presentations

How to Lock a PowerPoint Presentation (+Video)

In this tutorial, you’ll learn how to lock a PowerPoint from editing. We’ll explore how to use password protect PowerPoint features to secure your slides. It only takes a few quick steps.

And when you complete these password protecting PowerPoint steps, you can rest easy. You'll know that your slides are guarded against unwanted edits. Once you know how to password protect a PowerPoint, you’ll see that it’s a common-sense step you’ll take every time you build your own slides.

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We also have a helpful compliment to this tutorial. Download our FREE eBook:  The Complete Guide to Making Great Presentations . Grab it now before you read on. 

How to Quickly Password Protect Your PowerPoint Files (Quickstart Video)

If you like to learn via screencasts, we've got you covered. You'll see how to password protect a PPT with the quick video below. 

Note : Watch this short tutorial screencast or follow the quick steps below that complement this video.

How to Lock and Protect Your PowerPoint Presentation

Using PowerPoint password protection is a key step to keeping your files safe. With global sharing, it’s all too easy for the wrong person to start editing or changing your slides!

That’s where password protecting PowerPoint slides comes in. Knowing how to password protect a PPT helps you stay safe and in control of all your slides.

In this quick tutorial guide, you’ll learn how to password protect a PowerPoint. We’ll demonstrate using the Be PowerPoint Presentation Template  from Envato Elements. Download it today to follow along. 

1. Launch the Info Menu

Learning how to password protect a PPT begins on PowerPoint’s Info menu. Here, you will find the powerful Protect Presentation settings. Think of these as the control center for security in PPT.

To see how to lock a PowerPoint from editing, begin by finding the File menu. This is in the upper left corner of the PowerPoint ribbon. Click on File . 

On the left, shaded in orange, you’ll see a sidebar menu. From the list of options here, click on Info . The Info menu will launch and appear onscreen. 

2. Lock PowerPoint from Editing with a Strong Password

On the Info menu, look at the option tabs in the middle. At the top, you’ll see Protect Presentation. Click on Protect Presentation. This is how to password protect a PPT with ease.

From the list of options, choose Encrypt with Password. The Encrypt Document menu will pop up. Here, you can type in a strong password. Key it in, re-enter the password, then click OK.

3. Open Slides to See PowerPoint Password Protection 

Now, when anyone opens your slides, they’ll see the password protect PowerPoint box appear. Before the slides open, they’ll be asked to input the password that you’ve chosen.

You can see this in action. Find your slides where you saved them and double-click to open them. When you do, you’ll immediately be prompted to enter a password.

You’ve just learned how to password protect a PowerPoint. As you can see, the password protect PowerPoint process is fast and easy. 

4. Optional: Mark PowerPoint Slides as Final

There is a second, optional feature to lock a PowerPoint from editing. Think of it as an important version control feature. It helps encourage viewers to leave files unchanged. It’s called Mark as Final.

To mark slides as final, return to the File > Info tab. Once again, click on the Protect Presentation dropdown. But this time, click Mark as Final from the list of options. This marks your PPT slides as Read Only. Editors won’t be able to type or edit without saving a new copy. Thus, your original slide deck is protected. 

It's possible that this feature is enough instead of password protecting PowerPoint files. You could simply signal this preference instead of applying the full lock PowerPoint from editing function.

Either way, these options will help you protect your PowerPoint file and make sure it's not edited any further. PowerPoint password protection is valuable, and it’s a key step in your slide design process. Start using it every day.

More Great Envato Tuts+ PowerPoint Tutorials

You've mastered the art of how to lock a PowerPoint from editing. These controls for password protecting PowerPoint files ensure that your file stays safe. 

There's no reason to stop here. We have plenty more resources that add to your PowerPoint skillset. Learn more in our PowerPoint tutorials  and  quick video tutorials on Envato Tuts+. Here are a few pieces that are highly popular with our readers:

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We also have the perfect complement to this tutorial, which will walk you through the complete presentation process. Learn how to write your presentation, design it like a pro, and prepare it to present powerfully. 

Download our handy eBook : The Complete Guide to Making Great Presentations . It's available for free with a subscription to the Tuts+ Business Newsletter. 

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Start Password Protecting PowerPoint Slides Today

In this tutorial, you learned how to password protect a PowerPoint deck. As you can see, it only takes a few clicks to password protect PowerPoint files. But the benefits are unmatched. With this simple process, you can avoid any unwanted changes. You can keep your work safe and secure after you lock PowerPoint from editing.

Begin with a stunning PowerPoint slide deck from Envato Elements. Build out slides and keep them safe by using lock PowerPoint from editing features. What are you waiting for? Truly, you can’t afford to skip PowerPoint password protection. Put your new skills to good use right now!

Editorial Note: This tutorial was originally published in September of 2017. It's been completely reviewed and revised for accuracy and relevancy by Andrew Childress .

• Advanced Features and Interactivity

How to Lock a PowerPoint Presentation?

Written by: Bill Whitman

Last updated: April 9, 2024

How to Lock a PowerPoint Presentation

Locking a PowerPoint presentation is essential for protecting your content from unauthorized editing or viewing. This can be achieved through several methods, including password protection, marking as final, and using file permissions. Each method serves a specific purpose, whether it’s to prevent editing, restrict access to only certain viewers, or secure the presentation for confidential information. By following these steps, you can ensure your PowerPoint presentation is locked and secure.

Quick summary

• Utilize password protection to prevent unauthorized editing or viewing.
• Mark the presentation as final to discourage editing.
• Adjust file permissions for restricted access.
• Use Read-Only options as a simpler security measure.

Password Protection

One effective way to lock your PowerPoint presentation is by setting a password. This can either be a password to open the presentation, which restricts access to authorized users, or a password to modify, allowing viewers to open but not edit the presentation. Here’s how:

• Open your PowerPoint presentation.
• Click on File > Info .
• Choose Protect Presentation , then select Encrypt with Password .
• Type your desired password and click OK . Re-enter the password to confirm.

Remember, losing the password may result in permanent loss of access to the presentation, so keep it in a safe place.

Mark as Final

Marking a presentation as final is a way to tell users that it is complete and editing should be avoided. While this doesn’t strictly “lock” the presentation, it makes it read-only, which discourages unintentional modifications.

• Open your presentation.
• Click File > Info .
• Select Protect Presentation and then choose Mark as Final .

File Permissions

For those using Microsoft 365 or storing their presentations on OneDrive or SharePoint, setting file permissions is another secure way to lock your PowerPoint presentation. This option allows you to control who can view or edit the file. Adjust permissions through the app where the file is stored, either by sharing options or by setting permissions directly for specific users.

Read-Only Option

Another straightforward method to prevent editing is saving your presentation as a Read-Only file. This doesn’t require a password, but asks users to acknowledge they are opening a read-only file.

• Click File > Save As .
• Choose your desired location to save the file.
• In the Save As dialog box, click Tools (next to the Save button), then select General Options .
• Check the box for Read-only recommended , then click OK .
• Save your presentation.

At LearnPowerpoint.io , we’re committed to providing our trusted advice for your PowerPoint needs. By understanding and using these protection methods, you can effectively lock your PowerPoint presentation, ensuring its content remains intact and secure from unwanted modifications or views. Remember, the level of security you choose should correspond to the sensitivity and importance of your presentation content. Practice these methods to find which works best for your specific needs.

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How To Password Protect PowerPoint

When we say PowerPoint presentation, we normally think of presenting our slides in front of a room full of people. But what if you only want a select few to have access to your file?

What if you’re presenting sensitive information to, say for example, a high-value client or your company’s board of directors, and you want to keep your presentation safe from prying eyes?

The best way to secure your super-secret or private PowerPoint file is by password protecting it. This means that only you, and the people you share the password with, will have access to the file.

This is precisely what you’re going to learn in this article today – you’re going to learn not just how to password protect your PowerPoint, but also to delete the password when you no longer need to protect your file. Let’s begin!

How To Password Protect PowerPoint Files

• On the PowerPoint ribbon, click on File .

• In the Info section, click on the first option, Protect Presentation . Then choose Encrypt with Password .

• You’ll then see the Encrypt Document pop-up:

• The next step for you to do is to type in the password you’d like to assign for your PowerPoint file and click on the OK button. Remember: Keep your password in a safe place as losing or forgetting it will mean permanent loss of access to your encrypted file!
• After you’ve typed your password, PowerPoint will ask you to confirm and re-enter your password. Hit OK again.

Note that if you type in an incorrect password, you’ll get the following error message:

• When you’ve successfully confirmed your password, you will notice that the Protect Presentation icon has changed and you will see the message “ A password is required to open this presentation. ”

• The next time you open your password-protected PowerPoint file, you’ll be asked to enter the password:

• Simply type your password, click OK, and you’re good to go!

Now that you know how to password protect your PowerPoint file, it’s time to learn how to disable password protection for when you no longer need to protect your file.

How To Disable Password Protection In PowerPoint

Disabling password protection in PowerPoint is a simple affair. You’d simply need to reverse the steps we took in the first part of this article and delete the password you’ve previously nominated. Here’s how you do it:

• Go to the File menu, click on Info > Protect Presentation > Encrypt with Password .

• When the Encrypt Document pop-up appears, you will see your old password in the password box. All you have to do is just DELETE the password, then hit OK .

• That’s it! Your PowerPoint file will no longer be password protected.

Other Ways To Protect Your PowerPoint File

Password protection is not the only way to protect your PowerPoint file. If you go to File > Info > Protect Presentation , you will see 4 different options. We’ve already covered the Encrypt With Password option in the first section so we will only cover the remaining 3 methods:

Mark as Final

Choose this option if you want to let other people know the file is the final version. This makes the file a read-only file which means other people can’t edit the file.

You will see this dialog box when you choose to mark a PowerPoint file as Final.

When you click OK, you’ll be able to have access to the file, but a yellow bar will appear at the top, like this:

If you click on Edit Anyway , the file will no longer be the final version. If you want to make the edited file the final version, you can go through the same steps and select Mark as Final again.

Restrict Access

You can specify who gets to have access to your PowerPoint file. To enable this, you need to have Windows Rights Management installed on your computer.

If you don’t have Windows Rights Management installed, you’ll get this error message:

Add a Digital Signature

You can use this option to add a visible or invisible digital signature .

If you don’t have a digital ID, you’ll get this prompt asking you to get a digital ID. Click on Yes if you’d like to get one.

For more information about digital ID or digital certificate services, read this page to know more.

Final Words

Keeping important files safe is very important. In this article, you learned not just how to password protect PowerPoint files, but you also learned other methods as well. The next time you’re working on a top-secret presentation, remember to set a secure password and keep it in a safe location.

You might also find this interesting: How To Design Custom Slides For Your Business PowerPoint Presentation

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How to Password Protect a PowerPoint: Step-by-Step Guide for Secure Presentations

When it comes to protecting our hard work and sensitive information within our PowerPoint presentations, adding a password is a no-brainer. Imagine preparing a crucial business proposal or a personal project that you’d rather keep away from prying eyes— setting a password can be a lifesaver . By utilizing Microsoft Office’s built-in features, we can add an extra layer of security to our presentations without breaking a sweat.

The process is surprisingly simple and highly effective. Navigating through PowerPoint’s settings, we can encrypt our presentations and ensure that only authorized individuals have access. This not only safeguards our content from unauthorized edits but also from unwanted distribution. Remember, peace of mind is just a few clicks away.

Various methods, such as marking the presentation as final or restricting editing permissions, complement password protection. These steps help us meticulously control how our presentations are accessed and modified, enhancing overall security. So, let’s dive in and explore how we can swiftly secure our PowerPoint presentations, giving us the confidence to share our work without worries.

• 1.1 Understanding the Importance of Passwords
• 1.2 Accessing General Options to Encrypt with Password
• 1.3 Creating a Strong and Secure Password
• 2.1 How to Effectively Lock and Unlock Slides
• 2.2 Forgetting Your Password: Recovery Tips
• 2.3 Editing and Read-Only Options for Collaboration
• 3.1 Digital Signatures and Their Role
• 3.2 Mark as Final: Preventing Unauthorized Edits
• 3.3 Control Access Through Encryption Technologies
• 4 Conclusion

Setting Up Password Protection in PowerPoint

Password protecting a PowerPoint presentation is essential for safeguarding your content, especially when dealing with sensitive or confidential information. We will guide you through why passwords are vital, how to access the encryption options and tips for setting a secure password.

Understanding the Importance of Passwords

Passwords act as the first line of defense against unauthorized access. By adding a password to your PowerPoint, you protect your data from prying eyes.

Consider the risks of leaving your presentations unprotected, such as data breaches or intellectual property theft. In professional environments, especially, ensuring that only intended recipients access your content is critical.

We must prioritize encryption to enhance security further, reflecting how seriously we take data protection.

Accessing General Options to Encrypt with Password

To add a password to your PowerPoint, follow these simple steps.

First, open the presentation you want to secure. Click on the File tab in the ribbon. This takes you to the backstage view.

Next, navigate to the Info section. Here, select Protect Presentation and choose Encrypt with Password .

A dialog box will prompt you to enter a password. After typing it, you will need to confirm it to ensure there are no mistakes.

Creating a Strong and Secure Password

Creating a strong password is crucial for effective protection. Avoid simple or common passwords as they are easy to guess.

Make sure to use a mix of uppercase letters, lowercase letters, numbers, and special characters . For example, instead of “password123”, something like “$ecuR3_P@ssw0rd!” is much harder to crack.

Also, ensure your password is at least 12 characters long. The longer and more complex it is, the better.

Keep your password stored in a secure place, as forgetting it can lock you out of your presentation permanently. Programs like password managers can help keep track of your passwords securely and efficiently.

Using these steps, we can significantly enhance the security of our presentations and protect our valuable information from unwanted access.

Managing Your Protected Presentation

Managing your protected PowerPoint presentation involves locking and unlocking slides, recovering forgotten passwords, and setting up editing permission for collaborative work. Knowing these steps ensures your content remains secure and accessible.

How to Effectively Lock and Unlock Slides

When we lock slides , we prevent unauthorized access and changes. To do this:

• Navigate to File > Info .
• Select Protect Presentation .
• Choose Encrypt with Password .
• Enter a strong password and confirm it.

To unlock ,:

• Open the presentation and input the password when prompted.

It’s like locking and unlocking a digital filing cabinet. Secure your content but also remember those passwords!

Forgetting Your Password: Recovery Tips

Forgetting a password can be worrisome. Unfortunately, if we forget a PowerPoint password, Microsoft doesn’t offer a straightforward recovery option. Here are some tips:

• Use password management tools to store and retrieve passwords.
• Try guessing common passwords you might have used.
• Check for any backup versions of your presentation.

Password recovery software can sometimes help, but be cautious to avoid compromising the file.

Editing and Read-Only Options for Collaboration

Balancing security and collaboration is crucial. PowerPoint provides:

Read-Only Access : Others can view but not edit your presentation. Navigate to File > Info > Protect Presentation > Always Open Read-Only .

To grant edit permissions :

• Share the file and set access levels via OneDrive or SharePoint.

These options help maintain control while allowing others to contribute. By effectively managing these settings, we ensure our collaborations are both productive and secure.

Enhancing Presentation Security

Securing your PowerPoint presentation goes beyond just adding a password. We cover digital signatures, marking files as final to prevent edits, and utilizing encryption for control over access.

Digital Signatures and Their Role

A digital signature serves as an electronic fingerprint, verifying the document’s authenticity and integrity. By attaching a digital signature, we ensure the recipient can confirm the author and that the content has not been altered since the signature was applied.

Steps to Add a Digital Signature:

• Open your PowerPoint file.
• Go to the File tab.
• Select Info > Protect Presentation .
• Choose Add a Digital Signature .

Digital signatures use encryption based on public-key infrastructure (PKI), offering strong protection against tampering.

Mark as Final: Preventing Unauthorized Edits

Marking a presentation as final locks it from further edits, signaling to viewers that the file is complete. This feature reduces the risk of accidental or unauthorized modifications.

How to Mark a Presentation as Final:

• Go to File .
• Navigate to Info .
• Select Protect Presentation > Mark as Final .
• Confirm the action.

When marked as final, PowerPoint notifies users with a message, disallowing further changes unless they actively choose to edit.

Control Access Through Encryption Technologies

Encryption ensures that only those with the correct password can open or modify the presentation. This method is effective for safeguarding sensitive information.

Steps for Encrypting a Presentation:

• Open your presentation.
• Click on File .
• Select Info > Protect Presentation > Encrypt with Password .
• Enter and confirm a strong password.

Make your password robust by using a mix of uppercase, lowercase letters, numbers, and special characters. This adds a layer of security by preventing unauthorized access even if the file is shared inadvertently.

Protecting our PowerPoint presentations with a password is a crucial step toward ensuring their security. Imagine spending hours crafting the perfect slide deck, only for it to be accessed or altered by unauthorized individuals. By following the simple steps outlined:

• Opening the presentation : We start by opening the file we want to protect.
• Navigating to the Info section : Click on File , then Info .
• Selecting Protect Presentation : Choose the Protect Presentation option.
• Encrypting with a Password : Select Encrypt with Password , enter a secure password, and confirm it.

This method helps us control who can access, modify, or view our slides. It’s like putting a lock on our front door, ensuring only those with the key can enter.

We should also take extra care in choosing a strong and unique password. Avoid common phrases or easily guessable passwords – aim for a mix of letters, numbers, and special characters.

Creating secure PowerPoint templates and slide decks is not just about aesthetics and functionality. Security adds an essential layer that keeps our work safe. Imagine presenting sensitive information to a client without any worry about unauthorized access. It gives us peace of mind and lets us focus on delivering impactful presentations.

In the fast-paced world of business and education, the value of our presentations can’t be overstated. They hold our ideas, strategies, and knowledge. Protecting them is not just an option; it’s a necessity.

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How to Password Protect PowerPoint (Step-by-Step)

• PowerPoint Tutorials
• Shortcuts & Hacks
• February 27, 2019

Are you ready to learn how to password protect PowerPoint presentations so that others cannot edit or copy and paste your content?

Before you get started though, please remember this. If you forget the password you created in the steps below, you will not be able to recover your password, or unlock your presentation.

Now before password protect your presentation, it’s important to first understand the difference between the two types of Passwords you can use to protect your PowerPoint presentations.

Two Types of PowerPoint Passwords

PowerPoint has two different styles or types of passwords you can add to your presentation which determine what someone can and can’t do with your presentation.

While the difference between the two pop-up windows as you can see in the picture below appears small, the difference is big.

1. Password to Open

Adding a password to open forces you (or whoever opens your presentation) to input a password to be able to not only see but edit the content of your presentation.

If they do not know the correct (case-sensitive) password, they cannot open, review or modify your presentation in any way. Just keep in mind that there is NO WAY to recover a forgotten password.

So if you password protect your presentation AND forget your password, you too will not be able to open or edit your presentation.

2. Password to Modify

Adding a password to Modify gives your clients and colleagues two different ways to access your presentation.

• They can enter the correct password and get full editing rights to your document (just like a normal presentation).
• They can choose to open your file in a Read-Only format, allowing them to view (but not edit) your PowerPoint presentation.

To give someone the Read-Only option pictured below to access your presentation, you must use the password to Modify option.

In the Read-Only version of your presentation, people can still print, save your file as a PDF and run your presentation in the Slideshow modes. To see all the slideshow shortcuts and techniques, check out our ultimate slideshow guide here.

On top of that, all of your PowerPoint animations, effects, hyperlinks, etc. will still work in the Read-Only version of your document. But other than reviewing your document, people will NOT be able to edit, modify or copy and paste any of your content.

How to add a password to PowerPoint

To password protect your PowerPoint presentation using either the Password to Open or Password to Modify options, follow the steps below.

1. Open the PowerPoint presentation you want to password protect

The only way to add a password to a specific presentation is from within the presentation itself. So as a first step, find and open the presentation that you want to password-protect.

As a best practice, I recommend creating a non-password-protected copy of your presentation and saving it on your computer. That way if you forget your password, you can always open the non-password-protected version on your computer.

To create a copy of your presentation, simply Ctrl + C to copy and Ctrl + V to paste it inside a File Explorer window.

2. Open the Save As dialog box

The FASTEST way to access the Save As dialog box from within PowerPoint is using your keyboard shortcuts. You can use either of the two keyboard shortcuts (whichever is easier for you to remember):

• F12 for Save As
• Ctrl + Shift + S for Save As

If you hit F12 and nothing happens, that means that your function keys are reversed. In this case, try adding the Function key to the sequence:  Fn + F12 .

3. Open the Tools dropdown

Inside the Save As dialog box, open the Tools dropdown (it is right next to the Save button as pictured above).

Note : The Save As dialog box is also the trick to converting PowerPoint to PDF .

4. Select General Options

Inside the Tools dropdown, select General Options . This is where you can add/remove passwords to your PowerPoint presentations.

5. Enter your password (Open or Modify)

Inside the General Options dialog box, decide which type of password to add to your presentation (see my explanation of both types at the top of this page).

Your two options are:

• Password to Open
• Password to Modify

To get started, simply click into the input box for the type of password you want to protect PowerPoint with (Open or Modify) and type your password.

Remember too that passwords are case-sensitive, so be careful you don’t have the Caps Lock key on when you enter your password. Thankfully, you get the chance to confirm your password in the next step.

6. Confirm your Password

This is your chance to confirm you have typed the correct password for your presentation. As there is no way to view the password you have typed, I recommend taking care here to make sure you type what you think you typed.

If you make a mistake and the two passwords are not the same, you get the following error notification.

Clicking OK , you can either re-type your password correctly or select Cancel to exit out of the Confirm Password dialog box.

PowerPoint will not allow you to add a password to your presentation unless you can first confirm your password.

7. Rename your Presentation (Recommended)

While renaming your password-protected presentation is optional, to me this is a critical best practice.

I personally like to add “- with Password” or “PW” or “Password to Open” to identify the document as having a password. This also helps you distinguish it from your original (non-password protected) document that you hopefully saved in step #1 above.

In this step, you can also choose where to save your password-protected document on your computer by navigating between your folders.

8. Save and Close your document

Once you have selected a location on your computer to save your password-protected presentation, click Save and then close out of your document to trigger the password.

As long as you have your document open, you will not need to enter the password to open it (as it is already open). Closing the document triggers the password gate to close, requiring a password to open it again.

9. Double-check your password works properly

Before you send off your document as final, double-check that your password properly works. This is especially important if you created a non-password-protected version of your presentation, to make sure you are working with the correct file.

Find your protected presentation on your computer and double-click it to open it up. If the document immediately opens without asking you to enter a password, it means that:

• You selected the non-password-protected version of your document
• You never closed your PowerPoint presentation after adding your password (see step #8 above)
• You made a mistake somewhere along the way and should start over

Either way, double-checking this now will save you from accidentally sending your client the wrong file.

Once your password is properly added to your presentation, opening the document forces you to enter a password to continue. Once you see the dialog box, try entering your password to make sure you have the right one.

How to remove a password from PowerPoint

Tired of always having to enter in a password to edit your presentation? Well, let’s look at how to remove a password from your presentation.

For example, you added a password to your presentation to work with a specific client, and now that project is over. So you want to remove the password so you and your team can access it without always having to enter a password.

Removing a password is very similar to adding a password. Simply follow these steps.

1. Find and open the password-protected presentation

The only way to remove a password from PowerPoint is from within the password-protected presentation.

Navigate to the file on your computer, and double-click it to open it. If a dialog box does not pop open asking you for a password to continue, it means one of two things:

• You have selected the wrong presentation
• Your presentation is not password-protected

Notice how easy it is to see which presentation is password-protected in the picture above? That is why I recommend adding a qualifier in the name of any PowerPoint presentation you password protect.

2. Enter the correct password and click OK

Regardless of whether you have a Password to Open or a Password to Modify, enter the correct password and click OK to get full editing rights to your document.

You cannot remove a password in the Read-Only version of PowerPoint that you can access with the Password to Modify .

If you do not know the password to the presentation, you cannot remove the password from the document (sorry). This is why I recommend saving a non-password-protected version of your file first.

3. Open the Save As dialog box

Once you have successfully opened the password-protected presentation, now you can remove the password. To get started, hit F12 or Ctrl + Shift + S to open the Save As dialog box.

4. Open the Tools dropdown

Inside the Save As dialog box, click to open the Tools dropdown.

5. Select General Options

Inside the Tools dropdown, select General Options to remove the password from your presentation.

6. Select and delete the password

Depending on what type of password was added to your presentation, you should see a sequence of circles or asterisks marks in either the Password to Open or Password to Modify option as pictured below.

Simply select the password in the dialog box and hit either Delete or Backspace on your keyboard.

Two things you cannot do in this dialog box are:

• You cannot view the password. So if you open a password-protected presentation on your computer, your colleague cannot sneak a peek at the password when you are not looking.
• You cannot password-protect your presentation with both types of passwords. You will either have a Password to open or a Password to modify , never both (it is impossible).

7. Click OK and then Save

After deleting the password, click OK and then click Save .

This saves your presentation without the password, allowing you to open the file without having to use a password in the future.  If you like, you can also choose to rename your file now that it is no longer password-protected.

8. Double-check the password is removed

Before you forget, double-check that the password has been removed from your presentation.

Close your PowerPoint presentation (Ctrl + W on your keyboard) and then reopen. If you are again asked to enter a password to open or modify the presentation then something went wrong along the way.

If this happens to you, don’t sweat it. It is better to figure this out now (and fix the problem) rather than having your client or colleague email you about the issue.

PowerPoint Password Tips

I cannot stress this enough, DO NOT forget your password.

A number of people have asked whether it is possible to recover a password they have forgotten. Unfortunately, there is no way to retrieve a forgotten password like this that I know of. 

This is why I recommend saving a copy of your original presentation (a non-password protected version) before adding a password to it. That way if you forget your password, you can always go back to the original (non-password protected) document, without having to recreate the wheel.

A few additional PowerPoint password tips are:

Tip #1. Passwords are case sensitive, so watch out for upper case letters. 

That means that locking PowerPoint with the uppercase password ‘OPEN SESAME’ is treated differently than the lowercase password ‘open sesame.’

Tip #2. Make your passwords easy to remember

One way to make your passwords easy to remember is to either reference the client’s name in the password or just used the first four letters of the document.

An example using the client’s name could be m icrosoft open (I recommend using lower-case) if your client is Microsoft

An example using the first four letters for a file called “Quarterly Report” would be quar open (again making it all lower case so it is easier to remember).

Tip #3. Don’t use the same password for all of your presentations

Just like you shouldn’t use the same password for all your personal things, you don’t want to use the same password to open all of your presentations. That is because if someone figures that out, they will be able to open all of your password-protected presentations.

Tip #4. Develop a naming convention that makes sense for you

For help developing a naming convention for your passwords so they are always easy to remember, check out the following tips by GrowMap here .

Now you know how to both add and remove passwords to your PowerPoint presentations.

Two important things to remember about password protecting your presentations are:

#1. Most people are not familiar with having to add a password to open a presentation. So, if your password-protect your presentation, warn your clients and colleagues in advance.

#2. There is no way to recover your password if you forget it. So, use an easy to remember password, write it down and better yet, save a non-password-protected version of your presentation that you can always refer to it if necessary.

If you enjoyed this article and want to learn more about our PowerPoint training products and services, visit us here .

What’s Next?

Related articles, about the author.

This Post Has 2 Comments

Thanks for the article! So there is no way to recover the password? I had this problem once and tried googling for it, there are a lot of sites that claim it’s possible. Fortunately it was just an edit password and a simple ppt, so ended up making a new presentation with the same text and pictures.

To my knowledge, there is no way to recover a password. That is why I recommend saving a copy of your presentation without a password before adding one. Sorry I don’t have a better answer for you.

Comments are closed.

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How to Lock a Slide in PowerPoint

For presenters who want full control of their PowerPoint slides, understanding the limitations of slide editing control can be valuable. While PowerPoint does not offer a direct feature to lock individual slides to prevent editing, there are ways to protect your presentation from accidental changes and maintain the focus of the audience towards your key messages. In this article, we will explore alternative methods to achieve similar outcomes as slide locking in Microsoft PowerPoint.

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Reasons to Protect Your Slides in PowerPoint

There are numerous situations where protecting your slides can be useful. For example, if your PowerPoint presentation involves collaborating with others, protecting your slides can prevent people from making unnecessary changes that can create confusion or distract your audience from the main message. Protecting slides is also helpful when presenting confidential information that you do not want others to edit inadvertently.

Another reason to protect your slides in PowerPoint is to maintain consistency in your presentation. If you have a specific design or layout that you want to use throughout your presentation, protecting your slides can help ensure that it remains unchanged. This can be especially important if you are presenting to a large audience or if your presentation will be shared with others.

Protecting your slides can also be useful when you want to control the flow of information in your presentation. For example, if you have a slide that contains a key point or message that you want to emphasize, you can protect that slide to ensure that it is not skipped over or changed in any way. This can help you to deliver a more effective and impactful presentation.

Understanding Slide Protection in PowerPoint

While PowerPoint does not have a feature that allows you to lock individual slides, you can protect your presentation from accidental edits. When you protect a presentation, it becomes read-only, preventing others from making changes unless they have the password to unlock the read-only status. This feature works by marking the presentation as final or by password-protecting it.

It’s important to note that protecting a presentation does not prevent users from copying or viewing the contents of the slides. It only restricts editing capabilities. Additionally, if a user has access to the slide master, they can still make changes to the layout and design of the slides. Therefore, it’s important to carefully consider who has access to the slide master and to use protection features in conjunction with other security measures to safeguard your PowerPoint presentations.

Benefits of Using Slide Protection in PowerPoint Presentations

When you use PowerPoint to communicate important information, it’s essential to control the flow of information. Protecting your presentation helps you maintain control over it and reduce the risk of errors, such as data entry mistakes or accidental deletion of important content. You can also use protection to ensure that your presentation looks the way you intended, without any changes that could impact its effectiveness.

Another benefit of using slide protection in PowerPoint presentations is that it allows you to collaborate with others more effectively. By protecting the entire presentation, you can prevent others from making changes to it, while still allowing them to view and comment on the slides. This can be especially useful when working on a group project or when sharing your presentation with colleagues for feedback. Additionally, slide protection can help you save time by preventing the need to constantly check and revise your presentation for errors or unwanted changes.

How to Prevent Accidental Editing of Slides in PowerPoint

When working on a presentation, you may not want to share all of its content with everyone who has access to it. You can prevent people who have access from accidentally editing slides in the following way:

• Open your presentation in PowerPoint.
• Click on the “File” tab at the top, then select “Info”.
• Click on “Protect Presentation” and select “Mark as Final”.
• A message will appear indicating that the presentation will be marked as final and saved. Click “OK”.

Marking a presentation as final makes it read-only, which helps to prevent accidental editing. However, users can still make changes to the presentation by clicking on the “Edit Anyway” button that appears when attempting to edit a marked slide. Therefore, it is recommended to also password protect your presentation to ensure that only authorized users can make changes.

Another way to prevent accidental editing of slides is to use the “Read-Only” option. This option allows users to view the presentation, but not make any changes to it. To enable this option, go to the “Save As” menu, select “Browse”, then click on “Tools” near the “Save” button and choose “General Options”. Check the box next to “Read-only recommended” and click “OK”.

Alternative Methods to Protect Slides in PowerPoint

While PowerPoint does not offer a direct feature to lock individual slides, there are alternative methods to protect your presentation. The “Mark as Final” feature is a simple way to indicate that a presentation is complete and discourage editing. You can also use password protection to prevent unauthorized access to the presentation.

Another method is to save your presentation as a PDF, which prevents editing of the content while still allowing it to be viewed. Additionally, you can use the “Slide Master” to apply consistent formatting and design across all slides, which can indirectly protect the layout from changes.

Finally, you can share your presentation as a view-only file through cloud services like OneDrive or SharePoint, giving others the ability to view but not edit the presentation.

How to Manage a Protected Presentation in PowerPoint

If you need to make changes to a presentation you have protected, you can easily remove the read-only status:

• Open the protected presentation in PowerPoint.
• Click on “Protect Presentation” and select “Mark as Final” again to toggle off the read-only status.
• If the presentation is password-protected, enter the password when prompted to gain edit access.

It’s important to communicate with your team members before applying protection to a shared PowerPoint presentation. This can prevent any confusion or delays in the editing process, as well as ensure that everyone has access to the necessary information.

Troubleshooting Issues with Protected Presentations in PowerPoint

If you’re experiencing problems with a protected presentation, make sure that you have the correct password if it’s password-protected. You should also check the settings for the presentation to ensure that you have the correct permissions to make changes. If you have forgotten the password, you may need to create a new presentation or seek assistance from someone who may know the password.

Tips for Effective Slide Protection in PowerPoint Presentations

If you’re protecting your presentation, here are some tips to keep in mind:

• Document changes: Keep track of the changes you make to the presentation and maintain a record of revisions.
• Use passwords: Consider using a password to protect your presentation for an additional layer of security.
• Balance control with collaboration: While protecting your presentation is a great way to maintain control, it’s also important to collaborate effectively by giving others access to the information they need.

Best Practices for Managing Protected Presentations in Collaborative Settings

When working on collaborative presentations, it’s essential to use the right approach when managing protection. Here are some best practices to consider:

• Define roles: Identify the specific roles for each collaborator and ensure that everyone understands their responsibilities.
• Communicate effectively: Ensure that everyone involved is clear on the objectives of the presentation, process, and timelines.
• Use shared documents: Collaborate on shared documents instead of emailing different versions of the presentation to ensure that everyone has access to the same information.

Scenarios Where Protecting Your Presentation in PowerPoint is Beneficial

Here are some scenarios where protecting your presentation in PowerPoint may be beneficial:

• When sharing confidential information with a team or individuals
• When presenting financial or strategic information
• When presenting a proposal that requires significant investment or new business
• When presenting critical information to external clients or stakeholders

If you’re a presenter or work in a group where multiple people are involved in developing a PowerPoint presentation, understanding how to protect your slides can be an asset. While PowerPoint does not offer a direct feature to lock individual slides, the methods outlined in this article can help you maintain control of your presentation and ensure that your key messages are delivered as intended.

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Use the restrict access feature (business and enterprise only), make your presentation read-only or mark it as final, password protect your presentation, save your presentation as an image.

To preserve the integrity of your PowerPoint presentation, you may want to try to prevent others from editing it. Depending on the Office version you have, there are a few things you can do to block editing, or at least make it more difficult.

You can use the Restrict Access feature to protect your PPTX file from edits, but this feature is only available for Microsoft 365 for Business or Enterprise , and the feature must be enabled by your organization's administrator in the Microsoft 365 admin panel . That means if you're using any version below Microsoft 365 for Business, such as Home or Family, then you won't have this feature.

Related: How to Find Out Which Version of Microsoft Office You're Using (and Whether it's 32-bit or 64-bit)

If you are subscribed to a version that supports this feature, and if the admin of your organization has enabled it, you can locate "Restrict Access" under File > Info > Protect Presentation.

You can then set the restriction types and file access expiration dates.

Visit Microsoft's official doc site to learn more about Information Rights Management and how to use this feature.

Making your presentation read-only or marking it as final doesn't actually make your presentation un-editable. What this does is discourage others from making edits. It's also good for preventing accidental edits, as it makes you opt-in before you're able to make any changes to the content.

Related: How to Make a Microsoft PowerPoint Presentation Read-only

To make your presentation read-only, or to mark it as final, open your PPTX file and click the "File" tab.

Next, click "Info" in the left-hand pane.

Now, in the Protect Presentation group, click "Protect Presentation."

Once selected, a drop-down menu will appear. You can choose between these two options to make your presentation read-only:

• Always Open Read-Only:  This asks the reader to opt-in to edit the presentation, which prevents accidental edits.
• Mark as Final:  This lets the reader know that this is the final version of the presentation.

Selecting either option will prevent the reader from editing the presentation---unless they opt-in to do so by clicking the "Edit Anyway" button in the banner.

While making your presentation read-only serves a purpose, it's a weak form of protection if you want to truly keep others from editing your content.

Related: How to Unlock Read-Only PowerPoint Presentations

PowerPoint has an option that lets you encrypt your presentation and only those with the password can access it. Again, this doesn't fully protect the content within the presentation, but if only those with the password have access, the chances of the presentation being edited are certainly lower.

This password isn't stored anywhere on your local machine. Be sure to store the password somewhere safe. If you forget or lose your password, you won't be able to access the presentation again.

To password protect your presentation, open PowerPoint, click the "File" tab, click "Info" in the left-hand pane, and then click the "Protect Presentation" option.

Next, click "Encrypt with Password" from the menu that appears.

The Encrypt Document window will appear. Enter your password in the Password text box and then click "OK."

Reenter the password and then click "OK" again.

Now anyone who tries to open the presentation will need the password to access it.

This method is more secure than simply making your presentation read-only. However, you're merely preventing people from opening the PPTX file. If they have the password, then they can also edit the presentation's content. Be careful who you share the password with. If you're worried the password may have been exposed , change the password immediately.

Related: How to Check if Your Password Has Been Stolen

If you want to deliver your PPTX file to someone, but don't want them to be able to copy or edit the content (easily, at least), then you can convert the PowerPoint presentation to an image file and send it that way.

Open the PowerPoint presentation, click "File," and then click "Save As" in the left-hand pane.

Browse to the location you would like to save the file and then, in the "Save As" box, choose the image file type you would like to save the presentation as. You can choose between:

• Animated GIF Format  (*.gif)
• JPEG File Interchange Format (*.jpg)
• PNG Portable Network Graphics Format (*.png)
• TIFF Tag Image File Format (*.tif)
• Scalable Vector Graphics Format (*.svg)

Related: What's the Difference Between JPG, PNG, and GIF?

Once you save the presentation as an image, you can send it out to the desired recipients.

At the end of the day, there's no solid way to 100% protect your presentation. You can kindly ask recipients not to edit the content, password-protect your presentation so only those you want to have access to it can access it, or convert your presentation to an image or PDF , but even with these measures, if someone wants to edit something, they can always find a way.

Related: How to Save Microsoft PowerPoint Presentations as PDF Files

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How to Protect PowerPoint Presentations – Methods that Really Work

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Paulina Fox See full bio →

You have a PowerPoint presentation you need to share with others, such as an explanation of unique training materials. But how can you protect it from being copied or modified? Protecting the intellectual property in your PowerPoint slides is actually not that hard. 

Method #1. Protect Your Presentation with a Watermark or a Password

If you need to safeguard your PPT presentation and distribute it using a physical device or place it on the web providing a possibility for users to download it, a good way to prevent your project from being stolen is to protect it using iSpring Suite . It’s an eLearning authoring toolkit for PowerPoint that offers a bunch of presentation protection settings. 

Download iSpring Suite for free and install it on your computer. Open the presentation you want to keep safe, switch to the iSpring Suite 9 tab, and click Publish . 

In the Publish Presentation window, select the My Computer tab and head over to the Protection section . 

In the opened window, you can configure the security settings you need. 

1. Copyright your PowerPoint slides by adding a watermark

With iSpring Suite, you can watermark your presentation with, for example, your corporate logo or copyright notice like © 2020 John Smith . It’s possible to set the watermark’s transparency and position on the slides. You can also specify a webpage that will open when your viewers click on the watermark. It could be anything from terms of use to your profile page on a social network site.

2. Set a password

This option is pretty straightforward. You create a password and no one can view your presentation without entering it first.

3.  Restrict time

You can set a special time period when your audience will be able to view your presentation. For example, you can set up a 2-week interval when your slides will be available.

When you’re finished with the settings, save any changes and publish the slides. By default, the output presentation is saved on your PC. You can then transfer it to a pen drive or CD and distribute it to your learners or colleagues.

Method #2. Make Your Presentation Read-Only

This method won’t prevent your copyrighted PPT slides from being copied and shared, but it will protect them from being modified. The upside is that to lock a presentation from editing you don’t need any third-party services – you can do this right in PowerPoint by using the Mark as Final option. When a presentation is marked as final, other users can read and view it, but can’t make any alterations. 

To lock the slides, click the File tab in PowerPoint and choose the Protect Presentation command in the Info pane. In the drop-down menu, select Mark as Final . That will set your presentation in read-only mode.

Method #3. Restrict Permission to Selected Individuals

You can set the restriction to your readers so they can read the presentation but won’t be able to change, print, or copy the content. 

As with the previous method, you can do this right in PowerPoint. Simply go to File → Info → Protect Presentation → Restrict Access . 

However, to grant people access, you need to connect to the Rights Management Service (RMS). It is integrated into Microsoft Office and is available for faculty and staff. Ask your IT department to help you to enable RMS for your account.

Note: RMS allows employees to share restricted documents only within their company or campus. It won’t be possible to share your presentation with individuals that are not your colleagues or faculty members.

We hope this article gave you insights on ways that you can protect your PowerPoint presentations. If you know of any alternative ways to safeguard the slides, please share your ideas in the comment section. 

Useful Resources on PowerPoint

Are you a PowerPoint lover? If so, here are some other helpful articles for you:

• How to Share a PowerPoint Presentation Online
• How to Add Narration to a PowerPoint Presentation
• How to Add YouTube Video Into PPT Presentation
• How to Structure a PowerPoint Presentation

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• How to Protect PowerPoint Presentation from Editing and Modifying

Updated: January 11, 2024

If you don't want others to open and modify your PowerPoint presentation, you can lock the presentation. Here, this guide will introduce several ways to protect a presentation file from being copied, edited, and changed by unauthorized others.

• Option 1: Marking as final
• Option 2: Restrict Access
• Option 3: Encrypt with Password

Option 1: Make the presentation read-only

If you want to let people know that a presentation shouldn't be changed, you can use the Mark as Final feature. When a presentation is marked as final, typing, editing, commands, and proofing marks are disabled or turned off and the presentation becomes read-only .

Step 1: Click the  File  tab to go to Backstage view.

Step 2: From the  Info  pane, click the  Protect Presentation  command.

Step 3: In the drop-down menu, choose the option that best suits your needs. select  Mark as Final .

Step 4: A dialog box will appear prompting you to save, click  OK .

Step 5: Another dialog box will appear, click  OK .

When you mark a presentation as final, PowerPoint asks you to save the file. The next time you open it, you will see a yellow  MARKED AS FINAL  message at the top of the file. If you click  Edit Anyway , the presentation will no longer be marked as final.

Option 2: Set Restrict Access to Prevent Others from Editing

If you want to prevent people from editing it, you can use the  Restrict Access  option:

Step 1: Click on File tab to go to Backstage view.

Step 2: In Info tab, click Protect Document button. And then select Restrict Access option.

Option 3: Set a Password for Modify Presentation

To protect PowerPoint 2010/2013/2016 presentation, use these steps as follows:

Step 1: Click on the File tab, choose Save As option. Select one location you will save this *.pptx file.

Step 2: In the  Save As  dialog, click the  Tools  button at the bottom and then select  General Options .

Step 3: Type a password in the  Password to modify  box and click  OK . Reenter the password to modify and click  OK  to confirm. When you return back to the  Save As  dialog, click  Save  to save this presentation.

Then the password to modify will lock this PowerPoint 2016 presentation and prevent it from being edited or modified. Keep your password in a safe place. If you lose or forget the password, Microsoft won't help recover it and you have to remove the password with a third-party utility like PowerPoint Protection Refixer .

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Restrict access to presentations with Information Rights Management in PowerPoint

Information Rights Management (IRM) helps you prevent sensitive information from being printed, forwarded, or copied by unauthorized people. The permissions are stored in the presentation where they are authenticated by an IRM server.

Using IRM in Microsoft 365, you can rights manage XML Paper Specification (.xps) files and the following file types:

Presentation     .ppt

Presentation    .pptx

Macro-enabled presentation    .pptm

Template    .pot

Template    .potx

. Macro-enabled template    potm

Show    .pps

Show    .ppsx

Macro-enabled show    .ppsm

Office theme    .thmx

When these file types are attached to a rights-managed e-mail message in Outlook, they will automatically be rights managed as well.

When you attach a message (.msg) file to a rights managed e-mail message, the attached message is not rights managed. IRM does not rights manage .msg file types.

Configure your computer to use IRM

To use IRM in Microsoft 365, the minimum required software is Windows Rights Management Services (RMS) Client Service Pack 1 (SP1). The RMS administrator can configure company-specific IRM policies that define who can access information and what level of editing is permitted for an e-mail message. For example, a company administrator might define a rights template called "Company Confidential," which specifies that an e-mail message that uses that policy can be opened only by users inside the company domain.

Download permissions

The first time that you try to open a presentation with restricted permission, you must connect to a licensing server to verify your credentials and to download a use license. The use license defines the level of access that you have to a file. This process is required for each file that has restricted permission. In other words, content with restricted permission cannot be opened without a use license. Downloading permissions requires that Microsoft 365 send your credentials, which includes your e-mail address, and information about your permission rights to the licensing server. Information contained in the presentation is not sent to the licensing server.

Restrict permission to content in files

IRM lets you apply restrictions on a per-user, per-file, or per-group basis (group-based permissions require Active Directory directory service for group expansion). For example, in a document Ranjit creates, he might give Helena permission to read but not change it. Ranjit can then give Bobby permission to edit the document. Ranjit might also decide to apply a five-day limit to both Helena's and Bobby's access to the document. 

Save the presentation.

Go to File > Info .

Select Protect Presentation , point to Restrict Permission by People , and then select Restricted Access .

In the Permissions dialog box, select Restrict permission to this presentation , and then assign the access levels that you want for each user.

Your choices might be limited if an administrator has set custom permission policies that individuals cannot change.

Permission levels

Read      Users with Read permission can read a presentation, but they don't have permission to edit, print, or copy it.

Change      Users with Change permission can read, edit, and save changes to a presentation, but they don't have permission to print it.

Full Control      Users with Full Control permission have full authoring permissions and can do anything with the presentation that an author can do, such as set expiration dates for content, prevent printing, and give permissions to users. After permission for a presentation has expired for authorized users, the presentation can be opened only by the author or by users with Full Control permission to the presentation. Authors always have Full Control permission.

To give someone Full Control permission, in the Permissions dialog box, select More Options , and then in the Access Level column, select the arrow, and then select Full Control in the Access Level list.

After you assign permission levels, select OK .

The Message Bar appears, which indicates that the presentation is rights-managed. If you must make any access permission changes to the presentation, select Change Permission .

If a presentation that has restricted permission is forwarded to an unauthorized person, a message appears with the author's e-mail address or Web site address so that the individual can request permission for the presentation.

If the author chooses not to include an e-mail address, unauthorized users get an error message.

Set an expiration date for a file

Open the file.

Select Protect Presentation , point to Restrict Permission by People , and then Select Restricted Access .

In the Permissions dialog box, select the Restrict permission to this presentation check box, and then select More Options .

Under Additional permissions for users , select the This presentation expires on check box, and then enter a date.

Select OK twice.

Use a different Windows user account to rights-manage files

Open the document, worksheet, or presentation.

Select Protect Presentation , point to Restrict Permission by People , and then select Manage Credentials .

Do one of the following:

In the Select User dialog box, select the e-mail address for the account that you want to use, and then select OK .

In the Select User dialog box, select Add , type your credentials for the new account, and then select OK twice.

View content with restricted permission

To view rights-managed content that you have permissions to by using Microsoft 365, just open the presentation.

IRM in Office for Mac provides three permission levels.

Read    Read

Change    Read, edit, copy, save changes

Full Control    Read, edit, copy, save changes, print, set expiration dates for content, grant permissions to users, access content programmatically

Do any of the following:

Set permission levels manually

On the Review tab, under Protection , select Permissions , and then select Restricted Access .

If this is the first time that you are accessing the licensing server, enter your user name and password for the licensing server, and then select the Save password in Mac OS keychain check box.

Note:  If you do not select Save password in Mac OS keychain , you might have to enter your user name and password multiple times.

In the Read , Change , or Full Control boxes, enter the e-mail address or name of the person or group of people that you want to assign an access level to.

The Message Bar appears and displays a message that the document is rights-managed.

Use a template to restrict permission

An administrator can configure company-specific IRM policies that define who can access information permissions levels for people. These aspects of rights management are defined by using Active Directory Rights Management Services (AD RMS) server templates. For example, a company administrator might define a rights template called "Company Confidential," which specifies that documents that use that policy can be opened only by users inside the company domain.

On the Review tab, under Protection , select Permissions , and then select the rights template that you want.

Change or remove permission levels that you have set

If you applied a template to restrict permission, you can't change or remove permission levels; these steps only work if you have set permission levels manually.

On the Message Bar, select Change Permissions .

In the Read , Change , and Full Control box, enter a new e-mail address or name of the person or group of people that you want to assign an access level to.

To remove a person or group of people from an access level, select the e-mail address, and then press DELETE .

Set an expiration date for a restricted file

Authors can use the Set Permissions dialog box to set expiration dates for content.

Select More Options , and then select This document expires on , and then enter the date .

After permission for a document has expired for authorized people, the document can be opened only by the author or by people with Full Control permission.

Allow people with Change or Read permission to print content

By default, people with Change and Read permission cannot print.

Select More Options , and then select Allow people with Change or Read permission to print content .

Allow people with Read permission to copy content

By default, people with Read permission cannot copy content.

Select More Options , and then select Allow people with Read permission to copy content .

Allow scripts to run in a restricted file

Authors can change settings to allow Visual Basic macros to run when a document is opened and to allow AppleScript scripts to access information in the restricted document.

Select More Options , and then select Access content programmatically .

Require a connection to verify permissions

By default, people have to authenticate by connecting to the AD RMS server the first time that they open a restricted document. However, you can change this to require them to authenticate every time that they open a restricted document.

select More Options , and then select Require a connection to verify permissions .

Remove restrictions

On the Review tab, under Protection , select Permissions , and then select No Restrictions .

In the dialog box, select Remove Restrictions .

Related Topics

Restrict permission to content in a file

Add credentials to open a rights-managed file or message File formats that work with IRM

In the iOS versions of Microsoft 365, any IRM-protected files that you receive will open if you are signed in with an account that has permissions to the file. When you open an IRM-protected file you will see an information bar at the top that offers to let you view the permissions that have been assigned to this file.

If you're an Office 365 Subscriber with Azure Rights Management and your IT-department has defined some IRM templates for you to use, you can assign those templates to files in Office on iOS.

Note:  If the Restrict Permissions button is not enabled in your app, open any existing IRM-protected document to initialize it.

In the Android versions of Microsoft 365, any IRM-protected files that you receive will open if you are signed in with an account that has permissions to the file. When you open an IRM-protected file you will see an information bar at the top that offers to let you view the permissions that have been assigned to this file.

Information Rights Management (IRM) helps do the following:

Prevent an authorized recipient of restricted content from forwarding, copying, changing, printing, faxing, or pasting the content for unauthorized use

Restrict content wherever it is sent

Provide file expiration so that content in documents can no longer be viewed after a specified time

Enforce corporate policies that govern the use and dissemination of content within the company

IRM can't prevent restricted content from being:

Erased, stolen, or captured and transmitted by malicious programs such as Trojan horses, keystroke loggers, and certain kinds of spyware

Lost or corrupted because of the actions of computer viruses

Hand-copied or retyped from a display on a recipient's screen

Digitally photographed (when displayed on a screen) by a recipient

Copied by using third-party screen-capture programs

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6 Free Ways to Lock PowerPoint from Editing

Microsoft PowerPoint is one of the most useful presentation software with features designed to help users create highly effective presentations. PowerPoint is used in various fields and can hold information that is both important and sensitive. As such, locking a PowerPoint presentation can become a necessity. You may need to protect the whole presentation from editing to prevent accidental changes that may interfere with the presentation or you may just want to lock individual slide with crucial information from being edited.

Understanding how to lock PowerPoint from editing can therefore be one of the most important skills to have as you will be able to protect the document from exploitation from unauthorized users. In this article, we are going to share with you various ways to lock a PowerPoint presentation.

Part 1: Lock PowerPoint from Editing-Whole File

● 1. Mark as Final

● 2. Add Digital Signature

● 3. Save as PDF or PPSX

● 4. Set Password to Modify

● 5. Lock PowerPoint from Editing on Mac

Part 2: Lock PowerPoint from Editing-Individual Slide

Part 3: useful tips to unlock powerpoint for editing without password.

If you have to share your PowerPoint presentation to other people, it is important that you lock the PowerPoint so that they can view the presentation but unable to edit it. Read below to know the detailed information.

1. Mark as Final

This method allows you to restrict editing on the PowerPoint document, but it will not prevent someone from opening the document. Here's how to do it;

Step 1: Open the PowerPoint Presentation you would like to lock or create a new presentation.

Step 2: Once you have completed working on the presentation, click on "Info", then select "Protect Presentation" and click on "Mark as Final".

Step 3: You should see a notification that the presentation has been marked as final. Click "OK" to close the notification. Save the changes and when you open the document again, you'll see a message at the top saying it is "Marked as Final".

This is not the most secure way to lock PowerPoint from editing since someone can just click on "Edit Anyway" to make it editable again.

2. Add Digital Signature

A digital signature is more commonly known as a digital ID. It can help validate your identity, and it can also be used to sign important documents including PowerPoint presentations. Below are the steps to add a digital signature to lock your PowerPoint document from editing.

Step 1: Select"File" option. From the file menu, click "Info".

Step 2: Select Protect Presentation option. From Protect Presentation menu, click "Add a Digital Signature".

Step 3: In the Sign dialog, please enter the purpose in the "Purpose for signing this document"box.

Step 4: Click "Sign". Now your PowerPoint Presentation is locked with a signature.

3. Save as PDF or PPSX

Since it is very hard to edit PDF or PPSX files, so you can lock a presentation by save it as a PDF or PPSX file. Here's how to do it;

Step 1: Open the presentation and then click on "File > Save As".

Step 2: Select the location to save the file and in the "Save as Type" dropdown menu, choose either PDF or PPSX.

This is a great way to share the PowerPoint without having to worry that the document will be edited.

4. Set Password to Modify

If you want a more secure way to lock PowerPoint from editing, the best way to do it is to set a modify password. After setting, anyone without the password will be unable to edit the presentation. Follow these simple steps to do it;

Step 1: Open the PowerPoint presentation you would like to protect and then click on "File > Save As".

Step 2: Select a location to save the file and then click on "Tools > General Options" in the Save As dialogue box.

Step 3: Enter a password in the "Password to modify" box and then click "OK".

Step 4: Go back to the "Save As" dialogue box and then click "Save" to finish. The next time you open the presentation, you will be required to enter a password to modify or open read-only file.

5. Lock PowerPoint from Editing on Mac

You can lock a PowerPoint presentation by using Finder on Mac so that others can only read it, but not edit or change it.

Step 1: Open the Finder and choose the PowerPoint presentation you want to lock.

Step 2: Right-click the presentation and then click "Get Info".

Step 3: Under "General", select the "Locked" check box.

Before you share the PowerPoint presentation, please remember that people who have write privileges can clear the locked status.

When it comes to lock PowerPoint presentation, what comes to our minds may be lock the whole PowerPoint presentation. However, we found that there are some questions like "how to lock slides in PowerPoint" or "how to lock individual slide". So, is it possible to lock only one individual slide from editing in PowerPoint?

The answer is positive. You can save the individual slide as a graphic image to lock it from being edited.

Step 1: Click "Save & Send" option from the "File" option.

Step 2: Select "Change File Type" option from the menu.

Step 3: Choose the image type you like and then click "Save as" tab. In this step, you can choose to save every slide as image or only save the current slide as a image.

So what if you receive a PowerPoint presentation that needs to be edited while it is protected in one of the ways mentioned above? Or what if you have a protected PowerPoint file whose password you have forgotten? In both these cases, your safest bet would be to use a password recovery tool that can help you recover the password or remove restrictions from the document. One of the best tools for the job is Passper for PowerPoint . Designed specifically to help you remove the password on a protected PowerPoint presentation, Passper for PowerPoint has one of the highest password recovery rates and also helps you easily remove restrictions on the program. The following are some of the features that make Passper for PowerPoint so effective:

Unlock PowerPoint Editing Passwords: Passper for PowerPoint allows you to remove editing restrictions on any presentation without affecting the data on it.

Remove All Restrictions: You can use it to remove all forms of restrictions on the file including removing read-only restrictions to allow you to edit, copy, print.

Easy and Fast to Use: The whole process of recovering the password is very easy and straightforward. You can even remove any restrictions within seconds in one single-click.

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If you are prevented from editing the PowerPoint document, Passper for PowerPoint can make it easy for you to remove these restrictions and edit the document. Here's how to do it;

Step 1: Open Passper for PowerPoint on your computer and then choose "Remove Restrictions".

Step 2: Import the encrypted file into the program and then click on "Remove". Passper will immediately begin removing all restrictions on the document.

Once the process is complete, you should see a notification that the restrictions have been removed. When you open the PowerPoint presentation, you should be able to access it and edit it easily.

Passper for PowerPoint not only can help you remove all restrictions, but also can help you recover the password to open the presentation. Next time, if you forgot the password to open or received a presentation with protection, Passper for PowerPoint can help you out the delimma.

Locking a PowerPoint presentation can be a great way to prevent sensitive information from becoming public and also from preventing accidental editing. As we have seen in the course of this article, the process is very easy and can be done at different levels depending on how you want the PowerPoint presentation to be protected. Yet, it can be very easy to lose or forget the password. In this case, you would be unable to access the data on the document.

Fortunately, there is a tool like Passper for PowerPoint that can be used to recover the password without affecting the data on the presentation. Passper for PowerPoint is invaluable in the event that you have lost the opening or modifying password on your PowerPoint presentation and you need to make changes to it.

Related Articles:

• How to Remove Password from PowerPoint (100% Working)
• Top 9 PowerPoint Password Recovery Software That Unlock Your PowerPoint

By Ronnie Barnes to PowerPoint

Posted on Mar 17, 2023 ( Updated: Mar 17, 2023)

Ronnie Barnes, a blogger with more than 5-year experience in writing tips about password recovery for Windows and office files.