Saving files as Read-Only

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Tip Sheet

This tip sheet is part of the SCOPE project, and copyright to them.

Microsoft Word  provides several ways to make sure that a document or file cannot be altered. This function is useful if you want to make sure no one changes your original document.  One way to protect your file is to make the document Read-only.

A Read-only document can be opened and viewed but you cannot save any changes made to it.  If you change a read-only document, you can save your changes only if you give the document a new name. 

To make a document Read-Only

Open the document. Click Tools on the menu bar. 

Click Options. Click Save.

Click Read-only recommended. 

No one will be able to change the original unless … If they want to save any changes, they will have to save the original document with a new name.  This can be irritating for the author if changes are required.

To remove the Read-Only feature

If a document has been made Read-Only, when you open it a message appears indicating that it is Read-Only. 

In the illustration the author did not want anybody changing the file  Report3. To remove that restriction is tricky and the solution is very difficult to find in the Help menu (for good reason.)

To remove the protection, in the menu bar click on Open. Select the file to Open.  

Notice that when the file is selected the Open box has a little arrow pointing down, a feature not usually found. 

Click on the little arrow. A solution is offered.  The file can be Opened, left as Read-Only or Opened as a Copy.

Open the file as Open.  Then click on Tools, Options and remove the selection.

You can read and save changes to the file.