How to Make an Excel Spreadsheet Read-Only in SharePoint

Ensure that your SharePoint documents are secure and can be viewed without being edited by integrating read-only functionalities. This article guides you through three effective methods to transform an Excel spreadsheet into a read-only document within SharePoint.

Method 1: Set Permissions in SharePoint

This method gives you granular control over who can view and edit the file within the SharePoint environment.

Upload the Excel File to SharePoint: Navigate to the SharePoint document library where you want to upload the Excel file. Click on Upload and select your Excel file. Set Permissions: Once the file is uploaded, click on the three dots (ellipsis) next to the file name to open the context menu. Select Manage access. Under the Share section, you can adjust permissions. Set the link permissions to View only or remove edit permissions for specific users/groups. Ensure they can view the file but not edit it.

Method 2: Use Excel to Mark as Final

This method, while a bit straightforward, offers a clear user notification that the document is final.

Open the Excel File: Open the file in Excel, either in the desktop or online version. Mark as Final: Go to the File menu. Click on Info. Select Protect Workbook and then choose Mark as Final. Save Changes: Save the file and then either upload it back to SharePoint or save it directly if using Excel Online.

Method 3: Use Information Rights Management (IRM)

IRM offers a more robust security layer that bypasses local edits and provides strict control over the document's integrity.

Enable IRM on the Document Library: Go to the document library settings. Under Permissions and Management, select Information Rights Management. Enable IRM and configure the settings to restrict editing. Set IRM Permissions on the File: Once IRM is enabled, you can set permissions on individual files to restrict editing.

Considerations

While these methods help ensure that users can only view the Excel spreadsheet, it is crucial to address the following considerations:

Notifications: Users may still be able to download the file and edit it locally. Clearly communicate the read-only status to all users. Versioning: If you want to track changes, enable versioning in the document library. This helps in maintaining an audit trail of modifications.

By implementing these strategies, you can safeguard your documents and ensure that they remain in their intended state within the SharePoint environment.