Easily make files read only in Microsoft 365

Maintain Document Integrity with the 'Mark as Final' Feature in Word, Excel, and PowerPoint

Reading time: 5 minutes

I’ve had a few conversations with people recently about the risk when documents within Microsoft 365 are opened in an editable format. With autosave automatically enabled in the background how do you stop an accidental edit?

Turns out people try all sorts of ways to get around this, when an easy way is often just under their noses. 

Imagine this scenario: You’ve spent countless hours perfecting your Word document, Excel spreadsheet, or PowerPoint presentation. The final touches are complete, and you’re ready to share it with your team via Teams, SharePoint, or OneDrive. But wait—how do you ensure no one unintentionally makes edits that could compromise your meticulous work? 

You could turn it into a PDF, but then there will be too copies and you think it’s finished but what if it needs a further tweak?  

Say hello to the ‘Mark as Final’ feature, one of my favourite secrets, hiding in Word, Excel and PowerPoint. Its sole purpose is to add a bit of protection so supporting the integrity of your documents. Here’s why and how you should use it. 

What is the 'Mark as Final' Feature? 

In essence, ‘Mark as Final’ transforms your hard work into a read-only file. When someone opens a file marked as final from Teams, SharePoint, or OneDrive, a tooltip banner with a warning message makes it clear that the document is in its completed state.  

Prevent Unintentional Edits 

One of the biggest advantages of using the ‘Mark as Final’ feature is that it helps to prevent unintentional edits. When a document opens in read-only mode, the auto-save is switched off so any accidental updates are not made. 

Ensures Document Accuracy and Reliability 

By using ‘Mark as Final,’ you’re indicating that the document has been reviewed, approved, and should not be altered. This is particularly useful in scenarios where the document needs to be shared with a wider audience. It maintains the document’s integrity and ensures that everyone is working from the same, unaltered version. 

Can it be Overridden? 

Yes, while the ‘Mark as Final’ feature can be overridden, it acts as a gentle reminder that the document should not be edited further. Think of it as a digital "Proceed with caution” sign—it’s there to signal the document’s finality. 

Availability on Desktop Versions 

It’s important to note that the ‘Mark as Final’ feature is only available in the desktop versions of Word, Excel, and PowerPoint. If you’re working with these applications in their online versions, this feature won’t be available. 

How to Add a 'Mark as Final' to an Existing Document 

Setting up a document as final is a straightforward process. Here’s how you can do it: 

• Open your document in Word, Excel, or PowerPoint on your desktop. 

• Navigate to the File tab. 

• Select Info. 

• Click on Protect Document, Protect Workbook, or Protect Presentation (depending on the application). 

• Choose Mark as Final. 

• Confirm the action when prompted.  

That’s it! Your document is now marked as final and will open in read-only mode for anyone accessing it from Teams, SharePoint, or OneDrive. 

Conclusion 

I think adding ‘Mark as Final’ into your workflow enhances your document management practices. It helps in preventing unintended edits, ensuring the accuracy and reliability of your documents.  

While it’s not as watertight as converting to a format that can’t be readily edited, I feel it stops mistakes and makes the act to further edit the content a very conscious decision by the person opening the file. After all, you still have a peace of mind and audit trail of version control to come to the rescue too. 

I hope you find that insight into this hidden Office feature useful. At Your 365 Coach our mission is to help you do more with the tools you already have.

If you’re looking to transform your workflow then get our free Guide to Understanding and Using Microsoft 365. This comprehensive guide is packed with advanced tips and hidden features across Word, Excel, Teams, and more.  I’d suggest you read that next! 😊

Matthew

Matthew Burrell is a Consultant at Your 365 coach