Sharepoint - Prevent a new version each time a document is read

Configure Always Open Read‑Only by Default in MS Office Files

Steps to configure:

1. Once all edits are complete, open the document (either in Browser or in App). You can configure it whichever way you prefer. I personally always open documents in the App.
2. Go to File > Info > Protect Document / Presentation etc.
3. Select Always Open Read‑Only.
   
4. Close the file, and reopen it to see the changes

Result:

• The document will always open in read‑only mode, regardless of the user’s permissions.
• If the user has edit rights, they will see an “Edit anyway” button to make changes.
  

NOTE:

• Asking users to download for reading or forcing check‑out isn’t practical.
• Include this step-in user training so staff know how to avoid accidental edits.
• If you are using templates to create documents, apply this setting to the template itself.
  • All new documents created from the template will inherit the read‑only property automatically.
• This approach balances protection against accidental edits with flexibility for authorized changes.

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