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SebRolle's avatar
SebRolle
Copper Contributor
Dec 04, 2025

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

Hello, i am using Library in sharepoint for managing documentation using version and simultaneous collaboration on Word and Excel file. This is great. However, there is a drawback : each time someone open a document just for read it, a new version is store which is not releated to a real change. I ask users to download file an open it localy when not change is required however, errors happened and it is not easy for everyone to not forget this rule.

One solution is to force checkout of the document before change (option in the library of sharepoint). In that way, a box appears at the end of the user operation for asking to checkin the new version. In this way the user will not checkin if nothing changed and prevent error. The drawback is that it prevent simultaneous editing 😞.

I am looking for a way to not prevent simultaneous editing but be sure that not new version is created if not change has been made to the document or ask confirmation to the customer when a new version if about to be created in sharepoint.

Is it possible ? Using power app ? How ? 

thank a lot for your help.

Document Library
sharepoint server

1 Reply

  • virendrak's avatar
    virendrak
    Iron Contributor
    Dec 05, 2025


    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.

     

    If my post solved your issue or answered your query, please mark it as a Solution and give it a Like.

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