How to Share Documents Without Allowing Edits

Question

How can I share a Google Workspace or Microsoft Office document without allowing others to change the original?

Environment

• Google Workspace
• Microsoft Office 

Answer

If you want to share a file as an alternative to a PDF while protecting the original, the best method depends on whether you are using a Google Workspace file or a Microsoft Office file.

Google Workspace allows you to control access to the original file. Microsoft Office files posted in GRCC’s environment are downloaded as separate copies, so changes users make do not affect the original posted file.

Google Docs, Sheets, and Slides

Google Docs, Sheets, and Slides allow you to share the original file with Viewer access.

1. Open the Google file (Doc, Sheet, Slide).
2. Click the blue Share button in the upper-right corner.
3. Under General access, choose the appropriate sharing option, such as Anyone with the link.
   • Note: This is a required step when sharing with students. 
4. Set the permission to Viewer.
5. Click Copy link and share the link.

Users with Viewer access can view the file but cannot make changes to the original.

Let Users Make Their Own Copy

If you want users to edit or customize a Google Doc, Sheet, or Slides presentation without changing your original, you can create a link that prompts them to make their own copy.

1. Copy the documents URL from your browser's address bar.
2. Paste the documents URL into an email message, Canvas page, website, or other location where you plan to share it.
3. Locate /edit near the end of the URL.
4. Delete /edit and anything that appears after it.
5. Replace it with /copy.
6. Share the modified link.
   • Note: When sharing the link, use descriptive link text instead of displaying the full URL.

When someone opens the link, Google will prompt them to create their own copy. Any changes they make will affect only their copy, not the original.

This option is especially useful for templates, worksheets, checklists, presentations, and other files users may need to customize.

Learn more about sharing files in Google Workspace.

Microsoft Word, Excel, and PowerPoint

Microsoft Office files posted in our environment are downloaded as separate files.

Because users are working with their own downloaded copy, any changes they make do not affect the original file that was posted.

No additional protection is required if your goal is simply to prevent users from changing the original.

Optional: Make Document Read Only

If desired, Word, Excel, and PowerPoint allow you to mark a file as Ready Only.

1. Open the file in the appropriate Microsoft Office application.
2. Click the Review tab. 
3. Select Always Open Ready-Only.
4. Make sure to save the document. 

Marking a file read-only and indicates that it is intended as a completed version and it will prompt the user to duplicate the file. 

Learn more about how to make a document read-only in Microsoft Office.