Users see “Read-Only” when opening a shared workbook

Natalie Griffin 0 Reputation points
2026-09-28T02:29:39.7866667+00:00

An Excel workbook is stored in SharePoint, but some users occasionally see it as read-only while others can edit it normally. There are no obvious permission issues.

Microsoft 365 and Office | SharePoint | For business | Windows
0 comments

2 answers

Sort by: Most helpful
Most helpful Newest Oldest
  1. Jade Ng 15,775 Reputation points Microsoft External Staff Moderator
    2026-09-28T06:06:03.3033333+00:00

    Dear Natalie Griffin,

    I understand that the Excel workbook is stored in SharePoint and that some users occasionally see it as Read-Only, while others are able to edit it normally.

    Since the issue is intermittent, I’d like to narrow down whether this is related to the workbook itself, the SharePoint library configuration, or the Excel desktop client. Could you please check the following:

    1. When the issue occurs, can the affected user open the same workbook directly in Excel for the web and edit it successfully?
    2. Please confirm the affected user's Excel version and build number under File > Account > About Excel.
    3. Does this happen only with this specific workbook, or do other Excel files in the same SharePoint library also open as Read-Only?
    4. Please check whether the workbook is currently checked out to another user and whether Require Check Out is enabled for the SharePoint document library.

    Normally, for a file stored on a SharePoint site, more than one person can work on it at the same time. This is called coauthoring. But if someone checks out the file from SharePoint, other authors are temporarily prevented from working in it until the file is checked in.

    If required check-out is turned on for the document library in which the file is stored, the coauthoring features aren’t available.

    For more info, see Check out or check in files in a document library. 

    To see who has a file checked out from SharePoint:

    1. Navigate in your web browser to the SharePoint document library.
    2. In the list of files, find the file you want to work on. If the following icon appears near the file name, someone else has the file checked out:  Small arrow icon inside a circle. Arrow pointing down and rightward indicates the item has been checked out from the library.
    3. Point at the file. A small pop-up window with info about the file appears. Included in the info will be the name of the person who has the file checked out. You can then contact that person to inquire when you may get access to the file.

    For reference, please refer to:

    Please let me know the results of the checks above. Thank you for your kindness and understanding.

    Was this answer helpful?

  2. AI answer

    2026-09-28T02:29:56.33+00:00

    This usually points to file state or client behavior rather than SharePoint permissions.

    Common causes for an Excel workbook in SharePoint to open as read-only include:

    1. Another user or session is holding the file lock
      • Excel can show a workbook as locked or read-only if it is already open by another user.
      • This can also happen if the same user still has the file open on another device, or if a previous Excel session did not close cleanly.
      • A short wait can help while the server releases the lock.
    2. Users are opening the file in inconsistent ways
      • Locking conflicts are more likely when people open the same workbook from different access paths or client types.
      • A documented example is mixed access such as different opening methods or versions that do not align well with co-authoring.
      • Using the same source consistently is recommended, preferably directly from SharePoint or OneDrive.
    3. The SharePoint library is configured in a way that forces read-only behavior
      • Files can sync or open as read-only when the library has Checkout Required enabled.
      • The same can happen when the library uses Validation columns or metadata, or when Draft Item Security is set to Only users who can edit or Only users who can approve items in Version Settings.
    4. Protected View or security software is intervening
      • Office documents may open in Protected View.
      • Antivirus software can also open potentially unsafe files as read-only.
    5. The file itself or Office is in a read-only state
      • The Windows file attribute may be set to Read-only.
      • If Office is not activated or the subscription has expired, Office can enter read-only Reduced Functionality Mode.

    Practical checks to run:

    1. In SharePoint, open the file by selecting the three dots next to the document and then Edit, instead of clicking the file name.
    2. Confirm the workbook is closed on all devices for anyone who recently used it, then wait a few minutes and try again.
    3. Check the SharePoint library settings for:
      • Require Check Out
      • Validation columns or required metadata
      • Draft Item Security in Version Settings
    4. On an affected Windows device, right-click the downloaded or synced file, select Properties, and clear Read-only if it is checked.
    5. Verify Office is activated on affected devices.
    6. Check whether antivirus is forcing files into read-only mode.
    7. If the issue is intermittent, make sure everyone opens the workbook from the same SharePoint or OneDrive location and not through mixed methods.

    If this is happening only occasionally while others can still edit, the strongest candidates are temporary file locking, co-authoring/access-path conflicts, or library settings that enforce read-only behavior.

    AI-generated content may be incorrect. Read our transparency notes for more information.

    Was this answer helpful?

Your answer

Answers can be marked as 'Accepted' by the question author and 'Recommended' by moderators, which helps users know the answer solved the author's problem.