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Teams - Restrict a Document to Read-Only Access Tutorial

Protect and share a document in Microsoft 365 by setting read-only access. The video shows opening the document in the desktop app (via Teams, OneDrive, or SharePoint), selecting File > Info > Protect, and choosing Always open read-only to prevent edits. It explains re-enabling editing, and how to manage sharing permissions so external users can view but not modify or download, with options to view online only or view with download disabled. It covers practical steps for secure collaboration.

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Available in Microsoft365

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by default

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all members have access to it and can edit it.

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You need to make this document read only,

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whether for a final version or for a briefing note.

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The reasons can be many.

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The Microsoft 365 suite allows you to do this in a few clicks.

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To do this,

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start by opening the document in the desktop app,

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whether through Microsoft Teams,

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OneDrive,

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or SharePoint.

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This option cannot be applied from a web browser.

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At the top left,

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click file,

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then info,

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and finally click Protect and choose always open read only.

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That's it.

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The document can no longer be modified by other people who have access to it.

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By clicking here again,

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the document will be editable again for all those who have access to it.

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However,

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if you want team members to retain the ability to edit the file

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while sharing it with people outside the team

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without allowing them to make changes,

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you must manage permissions before you even share the document.

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To do this,

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share the file,

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enter the name of the person you wanna share it with,

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and then on the right

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set the permissions

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can view or can view without downloading.

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With the can view option,

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the person can open and read the file

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but also download,

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print,

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and save a copy to their device,

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but they can't change the shared version

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with the can view without downloading option,

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she can only view the file online.

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Downloading,

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printing,

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and copying are disabled,

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which is great for sensitive content

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that you don't wanna circulate offline.

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With these few settings you now have control over who can

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view or edit your documents for easy and secure sharing.

Mandarine AI: WHAT YOU SHOULD KNOW

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