powerpoint presentation no editing

Restrict changes to PowerPoint presentations

If you don't want content reviewers to accidentally change your PowerPoint presentation, you can use formatting and editing restrictions.

Note:  To further restrict reviewers from making changes to your document or spreadsheet, you can make the file read-only or you can password protect it. 

Restrict permission to content in files

Select File > Info .

After you assign permission levels, select OK . The Message Bar appears, indicating that the presentation is rights-managed. If you must make any access permission changes to the presentation, select Change Permission . If a presentation with restricted permission is forwarded to an unauthorized person, a message appears with the author's e-mail or website address so the individual can request permission. If the author doesn't include an email address, unauthorized users get an error message.

Set an expiration date for a file

Select Protect Presentation , point to Restrict Access , and then select Restricted Access .

In the Permission  dialog box, select Restrict permission to this presentation , and then select More Options .

Select OK twice.

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7 Ways to Protect PowerPoint Presentation from Editing!

By: Author Shrot Katewa

Isn’t it annoying when you spend hours and hours creating a visually appealing presentation and do all the hard work, only to find out that your colleague or your manager has made changes to the presentation!

Intentional or not, now you’ve got to make the changes to your presentation again; some of which could have been easily avoided if you were able to prevent the presentation file from editing.

Here’s how to protect a PowerPoint presentation file –

• Mark the presentation as “Final”
• Restrict permission to PowerPoint
• Save the presentation as a PowerPoint Show file
• Set a password to modify PowerPoint
• Convert PowerPoint to pictures
• Convert PowerPoint to a PDF
• Convert PowerPoint to a video

There are many applications of knowing how to protect your PowerPoint presentation.

So, in this article, let’s understand the 7 different ways to protect PowerPoint in further detail such that you can ensure that the person you are sharing your presentation with, will not be able to make changes to it.

Let’s get started!

1. How to Protect PowerPoint presentation from Editing?

We shall divide the 7 ways into two groups –

• Prevent PowerPoint file from editing
• Convert PowerPoint to make it uneditable

Prevent PowerPoint File from Editing

There are actually 4 ways in which you can prevent users from editing your PowerPoint presentation.

You can either mark the presentation as final, restrict the presentation by allowing access to specific users, save the presentation as a PPS file or set a password for your presentation.

All the 4 methods and the process to use them are explained elaborately in the following section –

Method 1 – Mark the Presentation as Final 

By marking the PowerPoint presentation as final, the PowerPoint file will become “Read-only” .

Although this method doesn’t restrict people from editing your file. However, they will not be able to save changes to the original file. When using this method, PowerPoint will force users to save another copy of the presentation file; thereby protecting your presentation.

This method is especially helpful when you share the presentation over the same network within your organization or even when the presentation is saved on a cloud. It is also helpful when more than one person is working on the same presentation.

It is not a perfect fix, but a quick fix to the problem for sure.

The process of marking your PowerPoint presentation as final is given below –

Step-1: Click on the “File” tab

The first step of the process is to click on the “ File ” tab, which is the first option in the ribbon of your PowerPoint presentation. This will take you to the backend view of the PowerPoint.

Step-2: Select the “Info” option

After you have accessed the “ File ” tab, select the “ Info ” option which is the 4 th option in the tab. This will take you to a new page in the “ File ” tab.

Step-3: Select the “Protect Presentation” option

The third step is to select the “ Protect Presentation ” option in the “ Info ” section (as shown in the image in step 2). It is the first of the four boxes on the “ Info ” page.

After you click on the “ Protect Presentation ” option, a drop-down menu will appear on your screen.

Step-4: Click on “Mark as Final”

From the drop-down menu, select the “ Mark as Final ” option. It is located at the very bottom of the dropdown menu (as shown in the image in step 2).

Step-5: Hit the “OK” button

After you click on the “ Mark as Final ” option, a pop-up window will appear on your screen.

Simply click on the “ O K” button and the presentation will be saved as final. Once your presentation is “Saved as Final”, you won’t be able to edit this presentation going forward.

Thus, I recommend that you make this change once you’ve finished your presentation.

Method 2 – Restrict Permission  

The next method is to restrict the permissions to edit a PowerPoint presentation.

In my opinion, this is one of the best ways to protect a PowerPoint presentation and to prevent users from editing the PowerPoint file!

By restricting permission, you will be able to allow specific users to access your PowerPoint presentation.

To use this feature in your presentation, follow step-1 through step-3 from the previous section and then follow the easy steps described below.

The first step is to click on the “ File ” tab to enter the backend view of your PowerPoint presentation.

Step-2: Click on the “Info” option

Now, click on the “Info” tab from the options in the left part of your screen.

Step-3: Select the “Restricted Access” option

The next step is to select the “ Restrict Access ” option from the drop-down menu of the “ Protect Presentation ” option. It is the 3 rd option in the drop-down menu (as shown in the image in step 2)

Once you click on the “ Restrict Access ” option, another drop-down menu will appear on your screen. Select the “ Restricted Access ” option which is the second option in the menu.

Step-4: Click on the checkbox

After you click on the “ Restricted Access ” option, a pop-up window will appear on your screen.

From the pop-up window, click on the “ Restrict permission to this presentation ” checkbox. It is located at the top of the pop-up window.

Step-5: Add the email address of the users

In the final step, all you have to do is type in the email addresses of the users with whom you want to share the presentation, in the “ Read ” option.

This will ensure that the users can only view the presentation file and not edit it. After that just click on the “ OK ” button located in the bottom right of the pop-up window.

Now, only the specified users will get permission to view the PowerPoint presentation.

Method 3 – Save the Presentation as a PPS file

Another method to prevent your PowerPoint presentation from editing and thus protecting it is to save the presentation as a PowerPoint Show file or a PPS file.

Saving a presentation as a PPS or PPSX will open the file directly in the presentation show mode when you open the file. Furthermore, when you exit the presentation show mode, the file will close and the user will not be able to access the content on the slides.

To save the presentation as a PPSX file, simply use the file “ Save As ” option, and choose the “ PPS ” file format from the “ File Format ” option.

I’ve written a detailed article on how to use the PPSX file in PowerPoint . If you need the step-by-step guide for the process, click on the link and check out the article for detailed guidance!

Method 4 – Set a Password to Modify PowerPoint  

You can also set a password in order to prevent users from modifying a PowerPoint presentation. This method will prompt a password before opening a presentation.

Although this method will not help if you want to prevent people from editing the file as you will need to provide the password even to view the file. And, once the password is entered, the users will be able to make the changes.

However, this method is super helpful when you want to protect a PowerPoint presentation and prevent it from being access by unintended users.

To set a password to modify your PowerPoint presentation, follow the easy steps given below –

As before, click on the “ File ” tab in PowerPoint. This will open the backend view in PowerPoint from where you can enable additional settings.

Step-2: Select the “Encrypt with Password” option

The first step is to select the “ Encrypt with Password ” option from the drop-down menu. It is the 2 nd option on the menu.

Step-3: Enter your preferred password

After you select the “ Encrypt with Password ” option, a pop-up window will appear on your screen. In that pop-up window, type in your preferred password in the “ Password ” box. After that, click on the “ Ok ” button.

Once you click on the “ OK ” button, you will be taken to a new page in the pop-up window.

Step-4: Re-enter the password

Now, all you have to do is to re-enter the password on this page and then select the “ OK ” button again.

Once done, your PowerPoint presentation will be password protected and users will have to enter the password to access your PowerPoint presentation.

Make PowerPoint Uneditable Permanently? 

In the 4 methods described above, you will be able to prevent or protect your PowerPoint presentation file. More importantly, you will be able to share the PowerPoint presentation with the intended users.

However, if sharing a PowerPoint file is not important, there are other ways in which you can protect your presentation and prevent it from being edited further!

Interestingly, the methods described below will allow you to make a copy of your presentation and make it completely uneditable!

There are 3 ways in which you can make your PowerPoint presentation uneditable permanently.

You can either convert the presentation into a picture or convert it into a PDF file or you can convert it into a video. Let’s take a look at the 3 methods below –

Method 1 – Convert PowerPoint to Picture

The first way to protect your PowerPoint presentation is to convert it to pictures.

To convert your PowerPoint presentation as a picture, you will have to use the “ Save As ” option from the “ File ” tab. Simply choose a picture file format from the “ File Type ” options in the “save as” window.

If you need further guidance on how to carry out this process, check out my other article on how to save PowerPoint as an image for full details.

Method 2 – Convert PowerPoint to a PDF

You can also convert your PowerPoint file to a PDF. This is actually one of the most common methods used when you want to prevent your client or colleague from editing the presentation.

The advantage to save PowerPoint as a PDF over saving it as an image is that when you save your PowerPoint presentation as a PDF file, it is saved all the slides in one file just as the case would be in a presentation.

However, when you save a presentation as a Picture, the slides usually get saved as individual images.

Although the process to save a PowerPoint as a PDF is quite similar to that of saving it as an image, but if you are unsure how to do this, check out our other article on how to convert PowerPoint as PDF that details the process in an easy manner!

Method 3 – Convert PowerPoint to a Video

You can also convert your PowerPoint to a Video in order to protect your PowerPoint file!

If you have a lot of animations in your presentation, and you want to retain the animations when you show it to your colleagues or the audience, but you don’t want them to edit the file, then you can convert the presentation to a video format.

This will allow you to retain the animations, and make the presentation uneditable.

Converting a PowerPoint to a video requires you to use the “ Save As ” function. However, there are a few additional things that you may need to keep in mind.

Check out our article on how to convert PowerPoint to Video for a full guide with helpful tips.

2. How to Password Protect a PowerPoint Presentation from Opening? 

You can set a password that users will have to enter before they can access your PowerPoint presentation.

The process to password protect a PowerPoint presentation is elaborately explained in method 4 of the previous section of this article. Simply follow the steps explained in the earlier section and you will be able to add a password to your PowerPoint file.

3. How to Remove Password from a PowerPoint Presentation? 

The process of removing the password from a PowerPoint file is quite straightforward. However, it is important to know the password in order to change or remove the password protection in PowerPoint.

Let’s take a look at how to remove a password from a protected PowerPoint presentation –

3a. If You Know the Password

If you remember the password to your PowerPoint presentation, open the PowerPoint file, go to the “ Encrypt Presentation ” option in the “Info” section of the “ File ” tab and follow the steps given below.

Step-1: Open the “Encrypt Password” option

The first step is to click on the “ File ” tab. Then, from the backend view, click on the “ Info ” option.

Next, click on the “ Protect Presentation ” option, and from the dropdown, select the “ Encrypt with Password ” option.

Step-2: Clear the Password from the box

Once you’ve clicked on the “ Encrypt Presentation ” option, clear the password from the “ Password ” box.

After you’ve cleared the password, simply hit the “ OK ” button, located at the bottom right corner of the pop-up window and the password will be removed immediately.

3b. If You Forget the Password

Unfortunately, there is no direct way of removing a password from your PowerPoint file.

To do this, you will have to use third-party software that will unlock the encrypted PowerPoint file for you.

The software that we would recommend is “iSunshare” . It is free to use, and you will be able to unlock more than just PPT files. To download the software from their website, click here .

Credit to cookie_studio (on Freepik) for the featured image of this article (further edited).

How-To Geek

How to make a microsoft powerpoint presentation read-only.

You can set your PowerPoint presentation to "read-only" to discourage others from making edits to your content. Here's how.

If you want to discourage others from making edits to your Microsoft PowerPoint presentation or let them know the file you sent is the final version, you can do so by making it read-only. Here's how it's done.

While making your PowerPoint presentation read-only is a good deterrent from having others edit your content, it's easy to unlock a read-only presentation . It's by no means un-editable.

Open the presentation  that you want to make read-only, then click the "File" tab.

Next, in the left-hand pane, select "Info."

You'll now see a "Protect Presentation" section, which lets you (to an extent) protect against any editing of your presentation. Click "Protect Presentation."

Once selected, a drop-down menu will appear with these four options:

• Always Open Read-Only:  This asks the reader to opt-in to edit the presentation. This prevents accidental edits.
• Encrypt with Password:  This  password protects your presentation.
• Add a Digital Signature:  This adds an invisible digital signature to your presentation.
• Mark as Final:  This lets the reader know that this is the final version of the presentation.

All of these options are good for protecting the integrity of your Microsoft PowerPoint, but the two we'll need here to make the presentation read-only are (1) Always Open Read-Only and (2) Mark as Final.

Selecting either option will prevent the reader from editing the presentation--unless they opt-in to do so.

If you chose the Always Open Read-Only option, the reader will see this message when opening the presentation:

"To prevent accidental changes, the author has set this file to open as read-only."

If you chose the Mark as Final option, the reader will see this message:

"An author has marked this presentation as final to discourage editing."

In either case, your Microsoft PowerPoint presentation is now set to read-only. However, in both cases, all the reader has to do to edit the presentation is click the "Edit Anyway" button.

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Helping you with presenting, PowerPoint, and speaking

Protect a PowerPoint file from changes

July 2, 2003 by Ellen Finkelstein 29 Comments

Many people need to protect PowerPoint files from changes. There are several reasons for this:

• To send presentations for review only (but not editing)
• To maintain ownership of the creative content
• For legal reasons (for example, if the content has been approved by legal and financial counsel and may not be changed)
• To provide presentations for others to deliver but not modify

You can choose from a number of techniques, depending on your situation. Sometimes, you need to maintain animation for example; other times, you just need static slides. Here are some methods you can use.

Convert to images in PowerPoint 2003 and 2007

If you don’t have animation, you can convert the entire presentation to images, so that each slide contains an image of the original slide. Of course, people could still remove slides or images, but this method is easy and is often used for review and maintaining creative ownership. It also allows you to protect some slides and not others. This is useful if you want to allow people to change some of the slides. Follow these steps:

• Choose File/Office button> Save As.
• In the Save As dialog box , click the Save as Type drop-down box and choose the JPG or PNG option. You can change the file name if you want or keep the default name.
• Click Save.
• At the dialog box asking if you want to export every slide or the current slide, click Every Slide.

click Every Slide

• Click OK at the dialog box that tells you were the image files were saved. PowerPoint creates a subfolder for them.

dialog box that tells you were the image files were saved

• Create a new presentation. You now need to insert the images, and there’s a shortcut, the Photo Album feature. Choose Insert> Picture> New Photo Album in 2003 or Insert tab> Illustrations group> Photo Album drop-down arrow> New Photo Album in 2007
• In the Photo Album dialog box, click the File/Disk button. Choose the images you created earlier and click Open. (You can press Shift and click the first, then the last image you saved earlier to select them all.)

the Photo Album dialog box

• You’ll return to the Photo Album dialog box. In the Album Layout section, choose the Picture Layout you want. Usually, you’ll choose Fit to Slide or 1 Picture. Click Create.
• PowerPoint inserts one image on each slide and creates a title slide, which you can then delete. Save the presentation.

Convert to images in PowerPoint 2010 and 2013

PowerPoint 2010 and 2013 make this easier. Choose File> Save As. In the Save As dialog box, click the Save as Type drop-down list and choose PowerPoint Picture Presentation (*.pptx). That’s all there is to it!

Convert to PDF

Another commonly-used method is to convert the presentation to PDF format. You lose all animation, but people can’t change any of the slides, or even delete any. Some options:

• Adobe Acrobat
• A free PDF creator (such as PDF995 or PrimoPDF )
• An add-in from Microsoft (for PowerPoint 2007  only). If you use the add-in, you can then choose Office button> Save As> PDF or XPS
• In PowerPoint 2010 and 2013, choose File>Save & Send> Create PDF/XPS Document>Create PDF/XPS.

Convert to SWF, AVI, or another video format

Converting to video saves your animation either by converting it or simply displaying it as a video. There are many video formats.   You can use this method to post your presentation on your Web site or YouTube , especially if you include narration.  Some options:

• In PowerPoint 2013 and 2013, choose File, Export/Save & Send, Create a Video. PowerPoint 2010 creates a WMF video and 2013 creates an MP4 video.
• A list of software that converts PowerPoint to SWF
• iSpring Free , the best free tool that I know of, converts to SWF
• Video capture, including TechSmith’s Camtasia , SnagIt (in video capture mode). These tools convert to AVI, SWF, MP4 or other formats. There’s a free open source option, CamStudio .

Password protect for editing

PowerPoint 2007 and later allow you to add a password that allows people to open, but not edit, a presentation. This is a great way to allow some people to edit the file, but not others. But note the “gottcha” and the workaround at the end of this section.

Click the Office/button/File> Save As. In the Save As dialog box, choose Tools> General Options.

the Save As dialog box

In the General Options dialog box, enter a password in the Password to Modify text box. Be sure to write this down! Click OK. You’ll need to re-enter the password. Then go ahead and save the file.

When you or others re-open this file, a dialog box appears asking for the password.

password dialog box

The problem with this method is that if people open the 2007 or later file in PowerPoint 2003, the file is no longer protected. However, funnily enough, if you save the file in 97-2003 format (in the Save As dialog box), you can’t edit the file, even in 2003. This workaround may be just what you need. Of course, some features of 2007 and later don’t work in 2003, which may be a problem if you want to give some people the right to edit the file.

Add a digital signature

PowerPoint 2007 and later let you add a digital signature to a file. A digital signature doesn’t prevent changes but lets you know if someone has changed the file, because the process of changing the file invalidates the digital signature. You need to purchase a digital signature service. In PowerPoint 2007, start by choosing Office button> Prepare> Add a Digital Signature.  In PowerPoint 2010 and 2013, choose File> Info> Protect Presentation> Add a Digital Signature.

Mark as Final

If you have 2007 or later and don’t need to securely prevent changes, but just want to let people know that a presentation shouldn’t be changed, you can use the Mark as Final feature. In 2007, choose Office button> Prepare> Mark as Final. In 2010 and 2013, choose File> Info>Protect Presentation> Mark as Final. This turns off all typing, editing, and proofing commands. However, someone can go back to the same menu item and turn off the setting, so use this feature when absolute security isn’t necessary.

How do you protect PowerPoint files from changes? Leave a comment!

“101 Tips Every PowerPoint User Should Know” is for everyone who never took a course or read a book about PowerPoint! These tips will fill in the gaps, speed up your work, make presentations easier, and help you get better results. Now updated through PowerPoint 2016 and Office 365. Learn more at http://www.ellenfinkelstein.com/pptblog/101-tips/

Related posts:

• Hyperlink to a specific slide in another presentation, or specific location in another file
• Create a video from photos in PowerPoint
• Add multiple images to an existing presentation
• Colorize a Photo for a Background

29 Leave a Reply

[…] Protect a PowerPoint file from changes: Discover other ways to protect your presentations […]

Hi! I use PowerPoint for Mac 2011 and could not use its protection since I could not connect to the Rights Management Services due to no connection (although my modem is ON). What should I do? Thank you.

I have no idea; perhaps another reader will know how this works on the Mac. Also, Microsoft has a PowerPoint for Mac “Answers” forum. Go to answers.microsoft.com and search for PowerPoint and Mac or more specifically for your issue.

The “Convert to images” method can be as easy as right-clicking on the presentation file and selecting a menu item with PowerPoint Presentation Rasterizer: http://j.mp/pptraster (it is free and open-source). Additionally, it can preserve transition effects between slides. It is only 8 kb and does not require admin rights. (Disclaimer: I am the author of this software)

Thanks! Excellent information and very friendly. keep posting information related to powerpoint presentation, as I am working as a market analyst for a distribution company, which deals in both food and non-food products. I prepare and present monthly presentations.

I don’t leave a lot of remarks, but I looked at a few of the remarks on Protect a PowerPoint file from changes

Hi Ellen, a lot of thanks for your help. It helped me a tons….. I’m very glad that you share this. Gbu..

Thanks so much. I put my PPTs online for students but really don’t want them editable, but to still have all the features of the animations. Your advice is great! I was also thinking of selling some on TeachersPayTeachers.com but didn’t want them editable. This maybe the solution!! Thanks again.

Thank you! This was really helpful information. It worked just as you indicated.

Was looking for protect the ppt from modification on Office 2013. Got help from “Password protect for editing” section..thanks a lot.

I have documents but are read only MS power point (2013). I could not copy and could not save as. Only and only read nothing else. These files are in USB. Any one know about.

thanks for sharing information, very helpful for me

Thank you so much I never knew what that tools button in the save dialog did until today! Your information was every helpful!

Very helpful. Thanks.

Wow, thanks! I could not find this information on Microsoft’s site, so I appreciate you posting it in a format that the search engines can find.

Thanks for so many great tips. I was wondering, is there a way to protect the PowerPoint file from changes, but still leave open the possibility of adding comments? It would really help if people couldn’t just roam around in my presentations, but they may tell slide by slide what changes they would like to see made. Thanks.

For that, I would probably export as PDF and have the people add the comments in Adobe Reader. You might have to show them how.

Thank you so much for answering. I’m going to look at that and see how it works. It’s new for me too.

I created a ppt set of slides, sent it to have it put into a video. It is 10 modules of image slides returned to me? I want to make changes to some content and need to add a slide, but it is in read only, so what can I do to be able to make changes? or what is the easiest way for me to just recreate the whole ppt which is easy part, but want the same photo images which I do not know how to do?

I am trying to save the PowerPoint so that no one is able to edit or copy the images/text in the document. I also have animations that I would like to work. I want the viewers to be able to save the PowerPoint. Is there a way to have the animations work, not allow them to copy/paste images, and also allow them to save the file?

Thanks its helped me a lot

[…] Protect a PowerPoint file from changes – Ellen Finkelstein – Jul 2, 2003. READ LATER – DOWNLOAD THIS POST AS PDF >> CLICK HERE <<. Many people need. Convert to images in PowerPoint 2003 and 2007. […]

Hi, I’m working on a ppt slide with mainly texts on it, but as soon as i save it as pdf the fonts are messed up and the layout is different altogether! pls help

I can’t tell what the problem is without seeing the presentation. Are you using unusual or privately-bought fonts? Try basic fonts and see if they carry over. Again, I’m not sure what would cause the layout to change. I’ve never seen that. Try a simple slide and use one of the layouts without changes and see if it goes to PDF properly. Also try a different method of creating the PDF — you can use File, Export or Print to a PDF Driver. Finally, try from a different computer. With these steps, you’ll start to figure out where the problem …  Read more »

I am trying to save my PowerPoint so that slides, images and text cannot be copied. However, I want text boxes available for others to add their own text. How can I do this?

You would have to save the presentation as images and insert text boxes on top. Of course, the images could be copied, but they wouldn’t be editable.

hi,Ellen. I put my PPTs for clientele but really don’t want them editable, but to still have all the features of the animations. I set the open password and permission password with Microsoft PowerPoint. But I can still open it with wps(another office software). How can I do ?

Unfortunately, there’s no easy solution to this question that many people have. But if you can convert it to a video, then your clients will see the animation but not be able to change it. Set the slide timing to give them enough time to understand each slide. You can tell them to pause the video if they need more time.

Thanks for these tutorials. It actually helps to enhance my skills in PowerPoint. I would like to share a site link with you which I usually prefer to learn PowerPoint tutorials. It’s https://www.slideteam.net/blog . Feel free to explore this site.

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• [1] Once your paid subscription begins, cancelation policies vary based on your status as a new customer, product, and domain selections on Microsoft.  Learn more.  Cancel your Microsoft 365 subscription any time by going to the Microsoft 365 admin center. When a subscription is canceled, all associated data will be deleted.  Learn more about data retention, deletion, and destruction in Microsoft 365 . Microsoft PowerPoint with a Microsoft 365 subscription is the latest version of PowerPoint. Previous versions include PowerPoint 2016,  PowerPoint 2013 ,  PowerPoint 2010 ,  PowerPoint 2007 , and PowerPoint 2003. iTunes, iPhone, and iPad are registered trademarks of Apple Inc., registered in the U.S. and other countries. Android is a trademark of Google Inc.
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