In a previous tip I explored how to lock a Word document so that when it was opened by others it could not be changed at specific places or in style and layout. There are 5 different ways of protecting your Word documents. Today I am exploring the Read-Only option.
- Always Open Read-Only
- Encrypt with Password
- Restrict Editing
- Add a Digital Signature
- Mark as Final
I have a tip you can read for the Restrict Editing. Here I am going to explore how to open as a read only.
What does this mean
Saving a document as Read-Only effectively saves the document as a ‘master’ document. Anyone trying to open it is allowed to do so but is forced to create a copy if they wish to save any changes they make to the document. So as it says ‘read only’ — they can’t touch.
How to Save as a Read-Only Word Doc
- When you have finished your document with all the features that you require, save this in a personal folder as you may wish to edit and amend as time goes by.
- To save as a Read-Only select Save As in the File Tab.
- When this window appears. Select the [More Options… button].
You should be familiar with this window. 
- Select the [Tools drop-down arrow] left of the Save Button.
A list of options appears. 
- Select [General Options…]
This window appears. 
Check the Read Only recommended box.
- Select the [OK Button]
Now if you or anyone, and that includes you, opens this document they cannot make any changes to it. They can only READ it.
What happens in Excel
When you take the same steps as for a Word document when someone opens the document you have saved as a Read-Only document they are presented with this message. 
To abide by the author’s wishes they should select the [Yes button].
If they select the [No button] then they can edit the document at will.
Look out for the next tip in this series about protecting your document.
