How to Perform Secure ATS Excel Password Recovery

How to Perform Secure ATS Excel Password Recovery—

Introduction

Recovering a password from an ATS (Applicant Tracking System) Excel export or an Excel file generated by ATS software can be necessary when access to candidate data or configuration spreadsheets is blocked. Because these files may contain sensitive personal data (applicant names, contact details, resumes), it’s important to recover access securely, legally, and with minimal risk to data integrity and privacy. This article covers safe methods, risk considerations, step-by-step procedures, and preventative measures.

Important legal & ethical considerations

• Only attempt recovery on files you own or are explicitly authorized to access. Unauthorized access can be illegal and unethical.
• Respect privacy and compliance requirements (e.g., GDPR, CCPA) when handling applicant data.
• Create a forensic copy of the file before attempting recovery to avoid corrupting the original.

Preliminary steps — prepare and minimize risk

1. Make a copy: work on a duplicate of the Excel file (File → Save As or copy via filesystem).
2. Isolate the environment: perform recovery on a secure, offline machine if possible.
3. Check file type: confirm whether the file is .xlsx, .xls, or a different format exported by the ATS. Different formats use different protection schemes.
4. Note protection type: determine if the workbook is protected (structure/password to open) or if individual sheets/cells are locked (protection to modify). “Password to open” is stronger and requires different tools than “Protect Sheet/Workbook.”

Methods for secure recovery

Below are methods ordered from least invasive to most technical. Choose the least aggressive option that will achieve access.

1) Use legitimate admin or vendor channels

• Contact your ATS administrator or vendor support to request access or an unprotected export. This is the safest and most compliant approach.

2) Built-in Microsoft options

• If the file uses a simple workbook protection (not “password to open”), try opening in Excel and using Tools → Protect Sheet/Workbook options to remove protection if you know or can guess the password. For Excel versions using weak protection, some passwords may be trivial.

3) Use password-recovery tools (commercial / open-source)

• Choose reputable tools that support Excel password recovery and that have clear privacy policies. Examples include commercial utilities and open-source projects. Run them on an isolated, offline environment and preferably on a copy of the file. Be wary of online “upload to recover” services because they expose data.

4) Brute-force / dictionary attacks

• For “password to open” schemes, recovery typically requires brute-force or dictionary attacks. Use tools that support GPU acceleration and set targeted dictionaries (company names, common patterns) to reduce time. Monitor resource use and legal compliance.

5) Advanced forensic techniques

• For older .xls files, structure is weaker and specialized scripts can extract or bypass protection. For modern .xlsx (Open XML), the file is a zipped archive; sheet protection can sometimes be removed by editing XML parts — but “password to open” uses encryption that requires key recovery or brute-force.

Step-by-step example: Safe recovery workflow

1. Create a copy of the original file and work only on the copy.
2. Verify file format:
   • .xlsx/.xlsm/.xltx: Open XML (zip container).
   • .xls: legacy binary format.
3. Try vendor/admin support first.
4. If permitted and vendor support is unavailable, inspect protection:
   • Open with a zip tool (rename .xlsx → .zip) and inspect /xl/worksheets/*.xml and /xl/workbook.xml for sheetProtection tags. Removing these tags can remove sheet protection (not password-to-open). Always work on copies.
5. If “password to open” is present, use a reputable, offline recovery tool with dictionary and mask attacks. Optimize attacks by providing likely patterns (dates, names).
6. After recovery, validate integrity of the spreadsheet and check for hidden sheets or macros that may have been used for protection or obfuscation.
7. Document steps taken and, if needed, notify stakeholders about the data handling process.

Tooling and security recommendations

• Run recovery tools on an air-gapped or secure VM using a copy of the file.
• Prefer locally-run tools over online upload services when sensitive personal data is involved. Avoid uploading ATS data to unknown third-party sites.
• Use updated antivirus and scan any tools before execution.
• Keep logs of actions for audit and compliance.

Preventive measures to avoid future lockouts

• Implement password managers with shared vaults for team credentials.
• Maintain an internal policy for exporting and storing ATS data (who can set passwords, how to record them).
• Use role-based access control in your ATS to minimize the need for passworded exports.
• Regularly backup unencrypted copies in secure storage with strict access controls.

When to involve professionals

• If the file contains highly sensitive personal data or the password is strong and recovery attempts fail, engage a professional digital forensics or IT security provider who can work under a confidentiality agreement and maintain chain-of-custody.

Summary

• Always work on a copy.
• Prefer vendor/admin recovery first.
• Avoid uploading sensitive ATS files to online recovery services.
• Use a combination of inspection, reputable tools, and targeted attacks only when authorized and necessary.