Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Read-Only Files.

Read-Only Files

by Allen Wyatt
(last updated April 14, 2012)

1

By definition, a read-only file is one which you can open and look at, but which you cannot change and save under the same file name. There are times when read-only files are beneficial, but what do you do if files are turning into read-only files on their own?

The first thing to check out is those items over which you have control. For instance, has someone set the options in Word so that read-only is the recommended way to save files? You can check this by choosing Options from the Tools menu, then clicking on the Save tab. The Read Only Recommended check box is used to control this feature.

Another possible cause is that you are sharing the Word documents across a network. Let's say you have three users trying to access a file. User A opens the file first and has no problems. Other users try to open the file, and they receive a notice that the file is read-only. The solution to this is easy—simply wait for User A to finish using the document.

A possible cause is that the folder in which the file is located is read-only. You can check this by using the Windows Explorer to check the attributes of the directory. Don't forget to check the attributes of any other directories up the line from the one where you are having a problem.

If the problem files are on a network, it could also be caused by interference from some third-party program. For instance, I know of a site that used a mixed Windows/UNIX network. They used a software package called Samba to enable the Windows system to talk with the UNIX server. When a user would create a document under Word and save it on the server, there would be no problem. However, if another user later opened the same file, then the ownership rights for the file were changed to the second user. When the first user went back to access the file, they received a read-only message on the file. In this case, the error was traced to the Samba software, which was making the changes in the file rights.

If the read-only problem is with a specific file, you can open the file, select all the contents (press Ctrl+A), open a new document, and paste the contents into the new document (Ctrl+V). Then you can save the new document and discard the old.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1057) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Read-Only Files.

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

Adding Automatic Lines

Want an easy way to add lines in your document? You can do it by making sure Word is using one of its AutoFormat features.

Discover More

Locking Callouts to a Graph Location

If you add callouts using the drawing tools in Excel, you may have noticed that they don't always stay where you expect them ...

Discover More

Positioning Headers and Footers

Headers and footers can add a finishing touch to your printed documents. Here's how you can position those headers and ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (menu)

Setting a Document Naming Convention

Want your document file names to follow a specific naming convention? Word doesn't provide a direct way to set up your own ...

Discover More

Determining Word Versions of Documents

If you know where to look, you can figure out which version of Word was last used to work on a document. It takes some ...

Discover More

Moving Quickly Between Directories

Want an easy way to move between directories using the Open dialog box? With just a little bit of up-front typing, you can ...

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. 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 two minus 2?

2014-05-28 18:30:57

Tyler

It's a flawed program. The best and easiest thing to do is start saving your word documents as a regular Microsoft Word document. No longer save it as the default Microsoft Word 1997-2003. That is flawed and there is no solution for the average user to get around it from saving to 'read only' on its own. Going to options or tools and uncheck marking things doesn't fix the issue.


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.