How to Change Word Document Read and Write Permissions on Mac
Question details
A user needs to grant a colleague edit access to a Word document on a Mac but cannot find the appropriate file permission settings within the Word application.
- Product
- Microsoft Word
- Device & OS
- macOS
- Scenario
- Sharing a local Word document with a colleague for collaborative editing.
- Observed behavior
- The colleague cannot edit the document, and the sender is unable to locate any read/write file permission settings within the Word File menu.
Ensure you have the administrator password for your Mac, as changing file ownership or overriding existing sharing permissions in Finder often requires administrator privileges.
Modify File Permissions using macOS Finder
Use this solution to change local file access rights, as file permissions are controlled by the macOS operating system rather than Microsoft Word.
Microsoft Word for Mac relies on the native macOS file system to handle local document permissions. Because of this, you will not find a 'Get Info' or permission toggle directly inside the Word File menu. You must adjust these settings through Finder.
Close the document in Word and open the macOS Finder. Navigate to the folder where your Word document is saved (e.g., Desktop or Documents).
Select the document by clicking it once, then press Command-I on your keyboard, or right-click the file and choose 'Get Info'.
Scroll to the bottom of the Get Info window and click the arrow next to 'Sharing & Permissions' to expand this section.
Click the small padlock icon in the bottom right corner of the window. Enter your Mac administrator username and password when prompted.
Under the 'Privilege' column, click the current status next to the specific user or 'Everyone' and change it from 'Read only' to 'Read & Write'. Close the window to save changes.
Use Cloud Storage for Collaborative Editing
Instead of modifying local Mac permissions or exchanging email attachments, use cloud sharing to securely grant read and write access.
Save Email Attachments Locally Before Editing
Use this quick fix if a colleague received your document via email and is unable to edit it because it opened in Read-Only mode.
Easily Manage Document Permissions and Sharing with WPS Office
Avoid the hassle of navigating macOS Finder permissions and troubleshooting locked email attachments. WPS Office offers built-in cloud storage and seamless link generation, allowing you to control read and write access directly within the application.
- 1. Open your document: Launch WPS Office on your Mac and open the document you wish to share.
- 2. Click the Share button: Locate and click the 'Share' button in the top right corner of the workspace.
- 3. Set permissions: Choose the appropriate permission level, such as 'Anyone with the link can edit', to grant read and write access.
- 4. Copy and send the link: Click 'Copy Link' and paste it into an email or messaging app to start collaborating immediately.
Frequently Asked Questions
Why can't I find the 'Get Info' option in the Word File menu on my Mac?
Microsoft Word for Mac relies on the native macOS file system to manage local file permissions. Therefore, local read and write access must be adjusted using the 'Get Info' panel in the macOS Finder app, not within Word itself.
Why does my colleague see a 'Read-Only' message when opening an emailed Word document?
When documents are opened directly from an email client (like Apple Mail or Outlook), the operating system places them in a temporary, protected folder to prevent accidental modifications. The recipient must download and save the file to a local directory before editing.
Can I password-protect a Word document so only specific people can edit it?
Yes. While macOS handles local OS-level permissions, you can encrypt the document contents within Word. Go to 'Tools' > 'Protect Document' in the top menu bar, where you can set a password required to open or modify the file.
