How to Pin a Word Document to Always Open in Co-author Mode for All Users

When you share a Word document stored on OneDrive or SharePoint, some users see it open in the default editing view while others see a read-only copy. This inconsistency forces each person to manually enable co-authoring, which wastes time on every collaborative session. The document’s default open behavior is controlled by a hidden setting in the file’s properties, not by the user’s local Word options. This article explains how to set a Word document so that every user who opens it immediately starts in co-author mode, eliminating the manual step.

Understanding Why Word Documents Open in Read-Only Instead of Co-author Mode

Word uses three layers to decide how a document opens: the file’s own properties, the library settings on the server, and the user’s local Word configuration. When a document is marked as “Always Open Read-Only” in its file properties, Word ignores the user’s intention to co-author and forces a read-only view. Similarly, if the SharePoint or OneDrive library has “Require Check-Out” enabled, the file opens as read-only until the user manually checks it out. Finally, the user’s Word Options > General > “Open e-mail attachments and other uneditable files in reading view” can override co-authoring. To guarantee co-author mode for all users, you must adjust all three layers.

Layer 1: Document-Level Properties

Every Word document stores a property called “Always Open Read-Only.” When this property is set to true, Word opens the file in read-only mode regardless of the storage location. The property is hidden from the normal document panel and must be changed through the File > Info menu.

Layer 2: Library Settings on OneDrive or SharePoint

On SharePoint and OneDrive for Business, library administrators can enable “Require Check-Out.” This setting forces users to check out a file before editing. When check-out is required, Word opens the file as read-only until the user clicks Edit Document > Check Out. Co-authoring is not possible under this setting because only one user can have the file checked out at a time.

Layer 3: User-Level Word Options

Each user’s Word installation has a setting under File > Options > General labeled “Open e-mail attachments and other uneditable files in reading view.” If this box is checked, Word may open files from SharePoint or OneDrive in reading view even when co-authoring is available. This setting is per-user and cannot be centrally managed without Group Policy.

Steps to Force a Word Document to Open in Co-author Mode for All Users

Follow these steps to configure the document, the library, and the user settings so that every person who opens the file starts co-authoring immediately.

Step 1: Remove the “Always Open Read-Only” Property From the Document

1. Open the document in Word
   Launch Word and open the file you want to share. Ensure the file is saved to OneDrive or SharePoint before proceeding.
2. Go to File > Info
   Click the File tab, then select Info from the left navigation menu.
3. Click Protect Document
   In the Info pane, locate the Protect Document button. It may appear as a dropdown arrow or a text link depending on your Word version.
4. Uncheck “Always Open Read-Only”
   From the dropdown menu, click Always Open Read-Only to toggle it off. The property is removed immediately. No confirmation dialog appears.
5. Save the document
   Press Ctrl+S to save the change. The file now opens in editing mode for all users.

Step 2: Disable “Require Check-Out” on the Library

1. Open the library settings in your browser
   Navigate to the SharePoint or OneDrive for Business library that contains the document. Click the gear icon (Settings) and select Library settings.
2. Click Versioning settings
   Under the General Settings section, click Versioning settings.
3. Set Require Check-Out to No
   Locate the “Require Check-Out” section. Change the radio button to No. Click OK at the bottom of the page.
4. Confirm the change
   Return to the library and verify that the check-out column no longer shows a green arrow icon next to the document.

Step 3: Configure Word to Open Files in Editing View by Default

For existing users, you can instruct them to change this setting manually. For new users, deploy the following Group Policy or Intune setting.

1. Open Word Options
   In Word, click File > Options.
2. Go to General tab
   In the Word Options dialog, select General on the left.
3. Uncheck the reading view option
   Under the “Start up options” section, uncheck Open e-mail attachments and other uneditable files in reading view. Click OK.
4. Deploy via Group Policy (optional)
   If you manage multiple computers, use the Group Policy template for Microsoft 365 Apps. Navigate to User Configuration > Administrative Templates > Microsoft Word 2016 > Word Options > General. Enable the policy “Do not open files in reading view” and set it to Enabled.

If Users Still See Read-Only or Cannot Co-author

Word Still Opens the Document as Read-Only

If the document remains read-only after completing the steps above, check for a Mark as Final property. Go to File > Info > Protect Document > Mark as Final. If this option is highlighted, click it to remove the marking. Mark as Final forces read-only mode and prevents co-authoring.

Co-author Button Is Grayed Out

When the Share button in the top-right corner is grayed out, the file is likely saved to a local folder instead of OneDrive or SharePoint. Move the document to a cloud location by clicking File > Save As > OneDrive or SharePoint. Co-authoring requires the file to be stored in a cloud-synced location.

Changes Are Not Synced Between Users

If users can edit the file but changes do not appear for others, the document may be in compatibility mode (.doc format). Convert the file to the modern .docx format by clicking File > Info > Convert. Co-authoring is not supported in .doc files.

Read-Only vs Co-author Mode: How Each Setting Affects the User Experience

Item	Read-Only Mode	Co-author Mode
Default open behavior	Document opens with a yellow bar saying “Read-Only”	Document opens with the editing ribbon active and the Share button enabled
Editing ability	User must click “Edit Anyway” or save a copy	User can edit immediately; changes are saved to the cloud
Multiple simultaneous editors	Not allowed	Supported; each user sees others’ changes in real time
File property required	“Always Open Read-Only” or “Mark as Final” enabled	Both properties disabled
Library setting required	“Require Check-Out” enabled	“Require Check-Out” disabled
User setting required	“Open e-mail attachments and other uneditable files in reading view” enabled	Same setting disabled

Co-author mode delivers real-time collaboration without extra clicks. Read-only mode blocks editing until the user takes manual action. Use the table above to diagnose which layer is causing the problem in your environment.

You can now force any Word document to open in co-author mode by clearing the file’s read-only property, disabling Require Check-Out on the library, and instructing users to turn off the reading view option. For enterprise deployments, apply the Group Policy setting “Do not open files in reading view” to enforce this behavior across all users. An advanced tip: use the File > Info > Protect Document > Restrict Editing panel to set granular permissions without blocking co-authoring entirely.