How to Make SharePoint or OneDrive Files Temporarily Read-Only
Question details
The user is looking for a way to automatically set a file to a temporary read-only state while it is being accessed or synchronized by another user.
- Product
- SharePoint and OneDrive
- Device & OS
- not provided
- Scenario
- Collaborating on shared files where multiple users might attempt to make simultaneous edits, leading to a need for file locking.
- Observed behavior
- SharePoint Online does not offer an automatic temporary read-only mode during file synchronization, allowing simultaneous access instead of locking the file.
Ensure you have the appropriate edit permissions for the SharePoint document library or OneDrive folder, as you will need the ability to manually check files in and out.
Use the Check Out Feature in SharePoint
Manually lock the document using the Check Out function to prevent other users from making changes while you are editing.
Because SharePoint Online prioritizes co-authoring, it doesn't automatically lock documents when someone opens them. To enforce a temporary read-only state for others, you must manually 'Check Out' the document.
When a file is checked out, only you can edit it. Other users can view the last saved version but cannot overwrite your work until you check it back in.
Open your SharePoint document library or OneDrive folder in your web browser and locate the file you want to edit.
Hover over the file name and click the three-dot menu icon (Show actions) that appears next to it.
Select 'More' from the dropdown menu, then click 'Check out'. The file will now display a small arrow icon, indicating it is locked and temporarily read-only for others.
Once you have finished editing, return to the same three-dot menu, select 'More', and click 'Check in'. You can optionally add a comment about your changes before confirming.
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Frequently Asked Questions
Why does SharePoint allow multiple users to edit at the same time?
SharePoint Online enables a feature called Co-authoring by default. This is designed to enhance team collaboration by allowing multiple people to work on a single document simultaneously rather than locking them out.
Can I force all files in a SharePoint library to require Check Out?
Yes. A site administrator can go to Library Settings > Versioning settings and set 'Require documents to be checked out before they can be edited' to Yes. This forces a read-only state until a user explicitly checks out the file.
What happens if someone forgets to check a file back in?
If a user leaves a file checked out, a SharePoint site administrator has the authority to override the lock by selecting 'Discard check out'. However, any unsaved changes made by the user who initially locked the file will be lost.
Does standard personal OneDrive support the Check Out feature?
No, the Check Out and Check In features are enterprise-level document management tools exclusive to SharePoint Online and OneDrive for Business. Personal OneDrive accounts rely strictly on real-time co-authoring.
