Written by Allen Wyatt (last updated May 13, 2020)
This tip applies to Word 2007, 2010, 2013, and 2016
Sometimes you'll want to circulate a file to other people, but you don't want them to change your words. There are several ways you can make your document read-only. The first, and simplest, way is to use the capabilities of your operating system to make the change. Simply create your document, and then (from outside of Word) change the properties of the document to indicate it is read-only.
The other way to accomplish this is from within Word itself, by following these steps:
Figure 1. The General Options dialog box.
The only problem with this approach to protecting your document is that anyone can still load the file and then use the Save As option command to save their own copy of the document. The only sure way around this is to save the document in some other application format (such as a graphic image or in Adobe Acrobat) that precludes any use of the information except for reading.
There is another option that may also fit the bill. This involves saving your document as a Word form, which can be easily protected. To accomplish this, follow these steps:
Figure 2. The Start Enforcing Protection dialog box.
Now nobody can change your document without knowing the password. It's important to note, though, that the encryption isn't the strongest. A search on Google can reveal several ways to try and crack this type of protection. Keep that in mind and choose the method which best suits your needs.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (111) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Read-Only Documents.
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2016-06-23 21:01:00
Pawan
I wants a word documents sheet with good way
2016-01-18 09:27:26
Carolne
Alan, I wonder if this part needs to be updated:
The only sure way around this is to save the document in some other application format (such as a graphic image or in Adobe Acrobat) that precludes any use of the information except for reading.
As far as I know, unless you password protect the Adobe file, you can also do a SAVE AS and convert it to a Word file.
2016-01-17 16:03:00
rhonda froland
I get the great uses for making a read only document. But why does word turn your documents into read only documents when you have not made them such? This occurs regularly in our office and no one can figure out why it is happening. What is causing this and how can we end it? 2010 and 2013 office is in use in our office. This started before the addition of 2013.
2016-01-16 12:21:54
Dave
If I make a *.docm file with a Userform Read Only, will the Userform run so that people can input data and Save As a different (*.docx) document?
2016-01-16 05:51:40
freddy lemmens
I always use Review > restrict editing.
and apply the setting 'No changes (read only). I am used to this because I use a lot of Track changes. In that case I apply the setting 'Track changes' so users cannot turn of TC.
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