Opening a Document as Read-Only in Windows Explorer

by Allen Wyatt
(last updated May 11, 2017)

2

Subscriber John Jordan asked how it was possible to open a Word document from the Windows Explorer in a manner similar to the Open Read-Only option that appears in Word's Open dialog box. Such an option is not available when right-clicking on a document in Windows Explorer.

Actually, there is a very similar feature that you can use. When you are using Windows Explorer, if you right click on a document you should see a shortcut menu. If the menu has a New option, choose it. (If you don't see a New option, try holding down the SHIFT key as you right-click on the document.) When you select New, Word is started and the document is loaded. However, what is loaded is a new document based on the one on which you right-clicked. The document is named Document1, Document2, Document3, etc. The original is undisturbed, and you can save the new document under any name you wish.

If this doesn't do it for you, you can always add a new Open Read-Only option to the shortcut menu that displays when you right-click on a Word document. This is all done within Windows, not within Word. Follow these steps:

  1. Open Windows Explorer.
  2. Choose Folder Options from the View menu. (In some versions of Windows you choose Options from the View menu.) Windows displays the Folder Options (or just plain Options) dialog box.
  3. Make sure the File Types tab is selected. (See Figure 1.)
  4. Figure 1. The File Types tab of the Options dialog box

  5. In the list of Registered File Types, locate and select Microsoft Word Document.
  6. Click on the Edit button. Windows displays the Edit File Type dialog box. (See Figure 2.)
  7. Figure 2. The Edit File Type dialog box

  8. Select the Open option in the Actions list.
  9. Click on Edit. The Editing Action dialog box appears, and the contents of the Application Used to Perform Action box should be selected. (See Figure 3.)
  10. Figure 3. The Editing Action dialog box

  11. Press CTRL+C. This copies the contents of the Application Used to Perform Action box.
  12. Click on Cancel.
  13. Click the New button. Windows displays the New Action dialog box.
  14. In the Action box, enter the name you want to appear in the shortcut menu. For instance, you could type Open Read-Only.
  15. Position the insertion point in the Application Used to Perform Action box and press CTRL+V. The information you copied in step 8 is pasted into the box.
  16. Select the Use DDE check box. The New Action dialog box expands.
  17. In the DDE Message box, enter the following text:
  18. [FileOpen ("""%1"""),.ReadOnly]
    
  19. In the Application box, enter this single word: WinWord.
  20. In the Topic box, enter this single word: System.
  21. Click Close or OK as necessary to dismiss all the dialog boxes.

Now you can right-click on Word documents in Explorer and open them as read-only.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (597) applies to Microsoft Word 97, 2000, 2002, and 2003.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Merging Only a Date from Access

When you are merging data from an Access database, you may get more information than you want, especially when it comes to ...

Discover More

Showing Filter Criteria on a Printout

When you print out a filtered worksheet, you may want some sort of printed record as to what filtering was applied to the ...

Discover More

Switching between Program Windows

It is not unusual for you to work with several (and sometimes many) programs at the same time. Each program is displayed in ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (menu)

Full Path Names in Word

An easy way to display the document's full path name in the title bar.

Discover More

Linking Word Documents

Want to add one document to another document? You can do it by adding links, described in this tip.

Discover More

Can't Get Rid of Unwanted Recovery File

Sometimes Word can get confused, and it may think that it needs to recover files that you are sure no longer exist. If you ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 8Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 5 + 0?

2015-07-30 05:43:04

Paul

Rick's suggestion doesn't appear to work. The file opens in writable state.


2015-01-06 09:10:38

Rick

Nice post on how to add actions to the context menu.

I learned today that there is a built-in way to open a file as read-only. Hold down Shift while right-clicking on a file to see additional options for opening the file. One of these is "Open as Read-Only".


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.