Permission & Access Issues

How to Open Excel Files as Read-Only by Default in SharePoint

Huda Qurayshi Oct 23, 2026 869 views

Question details

The user wants to know if there is a way to force Excel files stored in SharePoint to open as read-only by default, even for users who possess editing permissions.

Can SharePoint Open Excel Files as Read-Only by Default?

Product: Microsoft SharePoint / Microsoft Excel
Device & OS: not provided
Scenario: Managing document collaboration and preventing accidental edits in a shared SharePoint environment.
Observed behavior: SharePoint natively opens files in edit mode for users with Edit permissions; there is no built-in toggle to open files as read-only by default while still retaining the ability to edit upon request.

Before you start

Verify your current SharePoint permission levels (e.g., Read, View Only, or Edit) and ensure you have Site Administrator or Library Owner access if you plan to change library configuration settings.

Solution 1Recommended

Enable Check-In and Check-Out Requirements

Enabling the Check-In/Check-Out feature forces the document to remain protected from accidental edits until a user explicitly checks it out to modify it.

While SharePoint does not have a direct 'open as read-only' toggle for users with Edit permissions, requiring check-out acts as a strict barrier. Users can view the file, but to make changes, they must intentionally check the file out.

Access Library Settings

Navigate to your SharePoint Document Library, click on the gear icon (Settings) in the top right corner, and select 'Library settings'.

Open Versioning Settings

Click on 'More library settings' if prompted, then navigate to 'Versioning settings' under the General Settings column.

Require Check Out

Scroll down to the 'Require Check Out' section, select the 'Yes' radio button next to 'Require documents to be checked out before they can be edited?', and click 'OK'.

Enable Check-In and Check-Out Requirements

Administrative Overhead: Users must remember to check files back in after editing. If a file is left checked out, it remains locked, and other users will not be able to edit it until it is checked back in or an administrator discards the check-out.

Solution 2

Adjust User Permission Levels

If certain users should never edit the file, you should adjust their permissions to Read or View Only instead of Edit.

Solution 3

Apply 'Always Open Read-Only' in Excel Native App

Modify the file setting directly from the Microsoft Excel desktop application before uploading it to SharePoint.

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1. Open File in WPS: Open your spreadsheet using WPS Spreadsheet.
2. Restrict Editing: Navigate to the 'Review' tab on the top ribbon and select 'Restrict Editing'.
3. Configure Read-Only: Check the options to protect the sheet or workbook, preventing accidental modifications while allowing free viewing.

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Frequently Asked Questions

What is the difference between Read and View Only permissions in SharePoint?

The 'Read' permission allows users to view, download, and open the document on their local machine. The 'View Only' permission allows users to view the document in the browser but restricts them from downloading the actual file to their device.

Why are my checked-out files locked for other users?

When a file is checked out in SharePoint, it is intentionally locked for editing by the user who checked it out to prevent conflicting changes. That user must check the file back in or discard the check-out for others to regain edit access.

Can I use custom code to force read-only defaults in SharePoint?

Yes, but it requires development expertise. Custom solutions involving SharePoint Framework (SPFx) extensions can alter default click behaviors. You can seek guidance on the Microsoft Q&A or SharePoint Developer forums for custom script deployments.

Document & File Issues