You can make a Word document open read-only, restrict editing of its content, or share it with view-only permission. These choices solve different problems. For a simple reminder against accidental changes, use Always Open Read-Only. If you want to enforce a restriction on the file, use Restrict Editing. For a cloud file, set the sharing permission to view-only.
Make desktop Word open a document read-only
- Open the document in desktop Word.
- Choose File > Info > Protect Document.
- Select Always Open Read-Only, then save the file.
- Close and reopen it to check the prompt or viewing mode.
This discourages accidental edits. A person with access can still choose to edit if permitted, or save a new copy. Microsoft’s read-only guide explains this option and its limits.
Restrict editing more firmly
Open Review > Restrict Editing, enable Allow only this type of editing in the document, choose No changes (Read only), and select Yes, Start Enforcing Protection. Add a password if you want to prevent someone from switching off the restriction in that file. Store it safely. Our locking-editing guide has the full steps and limitations.
If you receive a restricted or read-only file and need to change it, see how to make a Word document editable again.
When sharing a document from Word for the web, OneDrive, or SharePoint, set the recipient’s link or person permission to Can view rather than Can edit. This protects the original from recipient edits, subject to the sharing settings. It does not necessarily prevent downloading or making a copy. Microsoft describes view-only sharing in Word for the web.
Why Mark as Final is different
Mark as Final signals that a document is finished and opens it with editing discouraged. It is not a reliable access control for people who must not change the file. Use Restrict Editing or view-only sharing when that is your actual goal.
Common questions
Can someone copy a read-only Word file?
Yes. Read-only settings do not stop someone from creating a separate copy. If you need tighter access controls, review the permissions offered by your storage and organization.
How do I make the document editable again?
For Always Open Read-Only, go back to File > Info > Protect Document and clear that option. For Restrict Editing, choose Stop Protection and enter the password if prompted. If a shared document is view-only, the owner must grant editing access.
View-only sharing is designed for that. Check the actual link permissions before sending it, and test with a recipient account when the distinction matters.
Matt has been writing about Microsoft Windows and other Microsoft products since the days of Windows XP. He spends much of his time writing for sites like WindowBrain.com