In Excel, go to File > Info > Protect Workbook > Mark as Final. Excel disables typing and editing commands and sets the file's Status to Final. It is a nudge, not a lock: anyone can select Mark as Final again to turn editing back on. For stronger protection, Microsoft points to passwords.
People usually want one of two things when they ask for a read-only Excel file. Either they want to stop colleagues editing by accident, or they want to stop anyone editing at all. Excel can do the first quite easily. The second needs something stronger, and Microsoft is upfront about it on its page on how to help prevent changes to a final version of a file.
Mark as Final: the quick way to discourage edits
- Open the workbook and select File, then Info.
- Select Protect Workbook, then Mark as Final.
- Read the message Excel shows, which says the file is marked as final, to discourage editing.
- Check the result: typing, editing commands and proofing marks are disabled, and the file's Status property reads Final.
Anyone opening the file will also see a Mark as Final icon in the status bar, which tells them at a glance that the author considers it finished. That's the point of the feature. It's a polite signal, and it stops accidental keystrokes from changing a figure on the way to a meeting.
To switch editing back on, select the Mark as Final command a second time. That's all it takes, which is both its convenience and its weakness.
On a Mac: ask Excel to open the workbook as read-only
Mac users have a second route. Under File > Passwords, there's a Read-only recommended check box. Tick it and Excel will ask whoever opens the workbook whether they want to open it as read-only. Microsoft covers this in its guide to how to prompt to open a workbook as read-only.
Be clear about what this does, though. It prompts people. It doesn't stop changes, and Microsoft's page says so directly.
The catch: neither route is security
Mark as Final is not a security feature. Anyone who has a copy of the file can remove the Final status and edit it. The read-only prompt on a Mac is just as easy to ignore, because it only offers a choice.
For anything stronger, Microsoft's page points you towards the Finder and towards passwords. So the honest rule is simple. If you want to discourage accidental edits, use Mark as Final. If you need to stop deliberate edits, use a password.
If a password is the route you need, our walkthrough on how to password-protect an Excel file covers it. And if you're sending the finished file out, it's worth reading how to share an Excel file before you do.
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A quick check before you send the file
- Open the file's Info page and read the Status property. Final means the mark is in place.
- Have a go at typing in a cell. If nothing happens, the mark has taken effect.
- Decide whether a reversible nudge is enough for this file. If it isn't, add a password before it leaves your hands.
None of those checks takes more than a moment, and together they confirm that the file says what you want it to say to the person receiving it.
Choosing between them
- Sending a finished report to your team: Mark as Final is enough, because it signals the file is done.
- Handing a workbook to someone you don't want editing it: add a password, because Final can be reversed in one click.
- Working on a Mac and wanting a prompt: the Read-only recommended check box offers one, but remember it's only a prompt.
Frequently asked questions
Does Mark as Final stop people editing my Excel file?
Only in a polite way. Typing and the editing commands are switched off, yet the mark is no lock, because whoever holds a copy can simply reverse it.
How do I switch editing back on?
Run the Mark as Final command again. That lifts the Final status and lets people edit once more.
How can I tell a file has been marked as final?
Look for the small icon in the status bar, which appears once a file carries the mark. The Status property in the file's information also shows Final.
What's the Read-only recommended option on a Mac?
A tick box tucked under File > Passwords. It adds a read-only offer when someone opens the workbook, though people can decline and carry on editing as normal.
Can the person I send it to still read and print the file?
Yes, the contents stay visible. Nothing is hidden, because the feature only discourages changes.
What should I use if I need to block edits for real?
Ask for a password before changes can be saved. On a Mac you can lock the file itself in the Finder. Mark as Final on its own won't be enough.
