When sharing WPS office files, especially those containing restricted content, it is essential to ensure that specific recipients can access the content. WPS Office provides integrated security options that allow you to distribute documents safely without compromising data integrity. To begin, open the document you wish to protect in WPS Presentation, depending on the content category. Navigate to the Review tab located in the top menu ribbon, and click on the Encrypt File option. From the dropdown menu, select Set Password Protection. A dialog box will appear prompting you to enter a robust access code. Choose a combination of uppercase and lowercase letters, numbers, and non-alphanumeric signs to make the password hard to crack. Avoid using common personal data such as phone numbers or dictionary terms. After entering the password, confirm it by double-checking it in the repeat password field. Click OK to apply the encryption. The document will now require this password upon every launch.

To share the file securely, avoid sending it via non-secure mail services or unprotected sharing URLs. Instead, use encrypted file-sharing platforms that support full encryption, or transmit the password separately through a alternative method—such as a voice message, private messaging service, or face-to-face. Always avoid the password and the file together in the same message. Additionally, always validate the recipient’s credentials before sharing. If you are sharing with multiple people, consider using unique access codes for each recipient to maintain better control and auditability. For extra security, save the encrypted document in a industry-standard format such as XLSX, which are completely compatible by WPS Office and competing platforms. Avoid using older or less secure formats that may not properly support encryption.

After sharing, periodically review who has access to the document and withdraw access if necessary. If you suspect a password has been leaked, immediately update it and reapply protection. Remember that password-based security does not substitute other security measures like scanning tools, intrusion prevention systems, or secure network connections. Always keep your WPS Office application updated to benefit from the current vulnerability fixes. By following these steps, you can safely distribute WPS documents while maintaining the privacy and confidentiality of your content.