How to Make a File Read Only in SharePoint: Simple Steps to Secure Your Files

Why Make A File Read Only in SharePoint?

Organizations can work together on documents using SharePoint, which is a strong platform for collaboration. To prevent any accidental editing or unauthorized modifications, some documents may need to be kept private at certain times. This situation could come up due to some reasons such as:

How to Set a SharePoint File to Read-Only

There are several ways to set a file to read-only in SharePoint. The method you choose will depend on your organization’s security policies and the level of control you want.

Way 1. Using Permissions in SharePoint

A useful tool for controlling access to files and folders in SharePoint is the Permissions feature. Access settings for a specific file can be changed to restrict who can view, edit, or delete that file.

You can use permissions in SharePoint to set a file to read-only.

1. Navigate to the library where the file is located.

2. Click on the file name to open its properties.

3. Go to the "Permissions" tab.

4. Click on the "Break Inheritance" button to remove the permissions inherited from the parent folder.

5. Click on the "Grant Permission" button.

6. Add the users or groups that should have read-only access to the file.

7. Assign the "Read" permission level to these users or groups.

8. Click "OK" to save the changes.

This procedure helps you to specify what type of people or entities might want to edit/view this file clearly. You have the ability to change the privilege settings for every individual or group based on their work functions as well as offering different levels of access rights to them.

Way 2. Use the Check-in and Check-out Features in SharePoint

Controlling who can modify a file is possible with the Check-out and Check-in features in SharePoint. A checked-out file can only be modified by the original user, and other users can only view the file.

You can use the Check-out and Check-in features to make a file read-only:

1. To find a file, go to the library.

2. Click on the file name to view the file properties.

3. Select "Version History" from the menu.

4. Select "Check-out" from the menu.

5. The file is locked after it is checked out to prevent other users from modifying it.

Although this method is easy to use, the user must manually check the input and output files. This can be more difficult when there are many files or when multiple people are accessing the same file.

Way 3. Use Data Management Policies for SharePoint

Information Management Policies (IMPs) in SharePoint can be used to set particular files as read-only automatically. An IMP can be created to lock a file automatically after a specific time period or when certain conditions are met.

To use IMPs to make a file read-only:

1. Go to the "Site Settings" page of your SharePoint site.

2. You will need to click on "Data Management Policies."

3. Create a new IMP and specify the conditions under which a file should be read-only.

4. Open IMPs.

IMPs are a powerful tool for automating the process of making files read-only, but setting them up requires some technical knowledge.

Additional Tips

Check and update permissions frequently: As your organization’s needs change, it becomes increasingly important to check that the permissions for accessing SharePoint files are still appropriate.

Version logging: If you want to track changes to files in your SharePoint library over time, enable version logs. This will allow you to revert to previous versions if necessary.

Users should be made aware of read-only restrictions: It is important to make users aware of the importance of read-only restrictions and adhere to them.

Use consistent and clear naming conventions: Users can more easily identify read-only files by using consistent and clear naming conventions.

Implement a backup plan: Even with read-only restrictions, it is essential to have a backup plan in place to protect your SharePoint data in case of accidental deletion or other issues.

Bonus Tip: Transfer or Sync Files between SharePoint and Other Cloud Services

This article addresses the question “How to make a file read-only in SharePoint”. If you’re considering migrating files from your current cloud service to SharePoint, or vice versa, MultCloud can be extremely useful. Trusted by over 3 million users, MultCloud is a multi-cloud management tool that facilitates the transfer or synchronization of files between various cloud services.

For instance, it allows for seamless file transfers from cloud drives like Google Drive to SharePoint without the need to download and then re-upload files. MultCloud also enables you to access and manage all your cloud accounts via a single application. Currently, it supports more than 30 different cloud services, including Google Drive, OneDrive, Dropbox, Box, Google Photos, iCloud Photos, FTP, WebDAV, and more.