SharePoint Document Issues

How to Prevent SharePoint from Changing Original File Authors

WPS Editor Sep 28, 2026 869 views

Question details

Users opening Word, Excel, or PowerPoint files in SharePoint are being unintentionally added to the file's author or editor metadata.

How to Prevent SharePoint from Changing Original File Authors

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Opening and viewing Office documents stored in a SharePoint document library without intending to make edits.
Observed behavior: The current user is automatically added as an author or editor in the document metadata, even when no intentional changes are made to the file.

Before you start

Ensure you have the necessary site owner or administrator permissions in SharePoint if you plan to modify document library settings or adjust user access rights globally.

Solution 1Recommended

Open Documents in Read-Only Mode and Disable AutoSave

Opening files with read-only access or turning off AutoSave prevents background saves from modifying the document properties.

When automatic saving is enabled, Microsoft Office applications may perform a background save as soon as a file is opened. This background save updates the file's metadata, adding the current viewer as an author or editor.

By enforcing read-only access or manually disabling AutoSave, you ensure the original author metadata remains completely intact.

Open File in Read-Only Mode

When opening the document from SharePoint, choose 'Open in Desktop App' and if prompted, select 'View Only' or 'Read-Only' instead of 'Edit'.

Disable AutoSave Manually

If you open the document in Edit mode, immediately look at the top-left corner of the Word, Excel, or PowerPoint window and toggle the 'AutoSave' switch to the 'Off' position.

Open Documents in Read-Only Mode and Disable AutoSave

AutoSave Behavior: Turning off AutoSave is a per-user, per-device setting in some Office versions. You may need to instruct your team to check this setting before browsing files.

Solution 2

Restrict Editing Permissions for Viewers

Change user permissions at the SharePoint folder or file level to prevent unauthorized users from triggering metadata updates.

Solution 3

Require Check Out in Library Settings

Enforcing a 'Require Check Out' policy ensures users can only edit files if they intentionally check them out, protecting metadata from casual viewers.

Free Microsoft Office alternative

Try WPS Office for Better Metadata Control

If Microsoft Office's aggressive AutoSave behavior in SharePoint disrupts your document metadata, consider using WPS Office. It provides a lightweight, highly compatible alternative that respects file properties while offering seamless viewing and editing.

1. Download and Install: Get WPS Office for free from the official website and install it on your device.
2. Download SharePoint Files: Download the documents you need to view from SharePoint to your local drive.
3. View Without Modifying Data: Open the downloaded files in WPS Office. You can read and review them safely without automatically triggering an author metadata update on your server.

Highly compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx).Free and lightweight Office alternative with a familiar user interface.Does not force background auto-saving that alters author metadata upon merely viewing files.Seamless local file management without unwanted cloud metadata synchronization.

microsoft office alternative - wps office

Frequently Asked Questions

Why does SharePoint change the 'Modified By' or 'Author' when I just open a file?

If AutoSave is enabled in your Microsoft Office application, it may perform a background save as soon as the file is opened to ensure cloud synchronization. This action instantly updates the 'Modified By' and sometimes 'Author' metadata on SharePoint.

Does opening a file in the web browser also trigger this metadata change?

Yes, opening files in Office for the Web (browser version) often opens them in Edit mode by default. Because web applications auto-save continuously, this can immediately trigger an update to the file properties. You can prevent this by opening files in View Only mode.

How can I check who the original author of a SharePoint document was?

You can view the Version History of the document in SharePoint. Click the three dots next to the file, select 'Version History', and look at the very first version (1.0). The 'Created By' column for that version will show the original creator.

Can I remove an author that was accidentally added to the metadata?

Yes. Open the file in the desktop application (e.g., Word), go to 'File' > 'Info', right-click the incorrect author's name under the 'Related People' section, and select 'Remove Person'.

Document & File Issues