Read-Only Mode within Teams

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Contributor

We run into a scenario at one of my clients that I can't seem to solve.  They have thousands of clients, and they use Excel Spreadsheets pretty extensively to keep track of reporting for each client. 

 

These spreadsheets tend to be large, and often rather complex as far as referencing other spreadsheets.  Because of that complexity, I find these users opening LAST MONTH's file, editing it, and then saving it as this month. 

Couple of issues here. 

1) The autosave overwrites the previous month file without them realizing that they are doing that
2) Often, when they do this, for some reason the file becomes un-readable by the next person.  This appears to be because there is some link in there that is actually pointing to their local machine. 

 

The answer is that they should start a new file.  But they aren't going to do that from scratch because it truly is a massive amount of data.  SO...I am trying to convince them to make a copy of the file FIRST, then edit the copy so that they aren't writing over the previous version.  This also alleviates the "corrupt file" issue.

They are trying, but they often forget.  Which brings me to another issue.  If I could make the files READ-ONLY somehow, then I could create a template that they would HAVE to copy in order to edit.  I can't seem to sort that out.  I tried making them read-only in SharePoint, but that didn't get very far.  Tried making the files themselves read only in Excel, but also didn't get very far. 

Seems as if a READ ONLY permission within TEAMS itself would be handy.  Some sort of granularity.  I believe it has been stated that there would be channel level permissions coming, but maybe file level permissions would be handy as well.

Does anyone have a good creative idea about how I could force people to have to make a copy of a document before editing it?  Somehow locking down a "Template" so to speak.

Thanks!

4 Replies
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Don't store the Excel files in the Teams document library, store them in another libary where users only have the permissios you require and provide access to that library as a tab in the Team
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Does each month need to carry over as a new file? Or can it just be a read only template that gets used then saved? Either way I would look at just doing a simple flow of some kind that they submit this document then it updates the template or creates an copy for that month and then overwrites the template for you afterwards.
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File > Protect Workbook > Always Open Read-Only

excel-protect-workbook.png

 

Which shows this when someone opens the file:

excel-read-only.png

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@Stephan Swinford Thank you! This is exactly what I was looking for! I saw Protect Workbook but I immediately dismissed it as I was looking for something like the save file options that we use for this in desktop.