How to make a document read only in SharePoint

You can alter the file settings for libraries, folders, and individual documents in Microsoft SharePoint, which is useful for ensuring you have more control over the document you want to restrict edit access on. You can make your document read-only before sending it for review if you don’t want content reviewers to mistakenly (or deliberately) change it. Another option is to limit the amount of formatting and editing that may be done. Making your document a read-only file allows it to be read and copied but not changed. If a reviewer tries to make modifications to a read-only file, the changes can only be preserved by renaming the file or saving it to a different location. There are simply a few changes that need to be done to a document to make it read-only, after which users who have not been authorized can only open and read it. Follow through for more information on how to make a document read-only in SharePoint.

Step by step process – how to make a document read only in SharePoint

First sign in to Office 365.
Use the app launcher and navigate to “SharePoint”, and click on it.
In SharePoint go to the Site where your files are located.
In the menu bar click on “Documents”.
Now click on “Site Contents”.
Now click on “Settings”.
Click on “Site permissions”.
Now click on “Advanced permission settings”.
In the advanced section click on “Documents”.
Click on “Edit User Permissions”.
Now ensure the box “Read – Can view pages and list items and download documents.” is selected.
Finally, press “OK”.

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This basically turns the file into a read-only file every time it’s accessed, making it simpler to avoid unintended alterations. Click file >> info >> Protect document again to undo the impact and disable the read-only functionality. This will undo any previous modifications and guarantee that you have the document in the format you want.

When do you think you’ll use the “read-only” option?

Users may choose whether they want read-only mode or editing mode from the start, however, there are times when they want to disable the editing capability. To begin with, it’s a safety feature that, when utilized appropriately, may avoid unwanted and accidental alterations.

Users may also desire to activate this feature to prevent their partners who have access to this file from editing it when it is opened; the file should only be modified in this case if it is really necessary. Making your document read-only doesn’t stop someone from copying it and storing it under a different name or in another location.

The file is just for visual purposes; users may only wish to use it to exchange stuff to visualize, such as planned writeups, bills, and other key specified documents that don’t require any changing.

Limitations of read only documents

SharePoint, however, does not have the capability of making a document read-only on its own. SharePoint may provide read access to a document while it is stored in the system. If you download and open the file, those rights will be lost. According to Microsoft, you’d have to use Azure Information Protection or the Rights Management Service to restrict.

How to make a document read only in SharePoint, with the help of JSON code

You can add people to the Visitor group if you just want them to be able to view and download the documents you’ve posted. Users in the Visitor group will only be able to visit connected sites if they belong to this group.

You may also alter the rights of particular document libraries by customizing permissions for a SharePoint list or library. You may then break the inheritance and remove/add permissions as needed. In your scenario, you’ll need to set the permissions for the groups of people that just need read rights to “View Only.” You’d also have to make sure that the folder’s permissions are passed down to the documents in the folder.

Add the following JSON code to the library if you want to download the file straight to the local when you click the file name. Follow the guide below to see how you can add the code to the document library to make the documents read-only.

Step by step – using JSON code to make documents read only in SharePoint

First sign in to Office 365
Use the app launcher and navigate to “SharePoint”, and click on it
In SharePoint go to the Site where your files are located
In the menu bar click on “Documents”
Select the necessary documents
Now click on the dropdown next to the name and select “Format this column”
A new panel will open, at the bottom of it click on “Advanced mode”.
Input code here

{“$schema”: “https://developer.microsoft.com/json-schemas/sp/column-formatting.schema.json”,”elmType”: “a”,”txtContent”: “@currentField”,”attributes”: {“target”: “_blank”,”href”:”[$FileRef]”}}

Finally, click on “Save”.

That’s it if all has gone smoothly and the input of code was successful you will now have the code switch the files to read-only mode, this is especially useful if inherited permissions have been restricted for you.

In-depth Step by step process – how to make a document read only in SharePoint

Step by step breakdown:

First sign in to Office 365.

Use the app launcher and navigate to “SharePoint”, and click on it.

In SharePoint go to the Site where your files are located.

In the menu bar click on “Documents”.

Now click on “Site Contents”.

Now click on “Settings”.

Click on “Site permissions”.

Now click on “Advanced permission settings”.

In the advanced section click on “Documents”.

Click on “Edit User Permissions”.

Now ensure the box “Read – Can view pages and list items and download documents.” is selected.

Finally, press “OK”.

That’s it for this Blog thank you for taking time out to read our content, please feel free to email our team about how it went if you followed the steps or if you need more help with the questions we answered in this Blog.