Google Docs lets you restrict who can change a document by switching it to view-only mode

When you share a Google Doc, the person you share it with can usually edit it unless you change the permission level. To lock a document so others can only read it, you change the sharing settings from "Editor" to "Viewer". This prevents anyone without edit access from making changes, deleting content, or adding comments that become part of the document.

You can also lock a document entirely so that only you can open it, or you can lock specific sections while leaving others editable. The method depends on whether you want to restrict one person, a group, or the whole document.

Key Takeaways

  • Changing someone's permission from "Editor" to "Viewer" stops them from making any changes to the document.
  • You can lock the entire document to yourself by changing the sharing setting to "Restricted" and removing all other people.
  • To lock only certain sections, use the "Protect ranges" feature, which lets you choose which parts stay editable and which become read-only.
  • Viewers can still download, print, or copy the document unless you turn off those permissions in the sharing settings.
  • Anyone with edit access can still see the document's full revision history, even if you lock it later.

How to change someone's access from editor to viewer

Open the document and click the "Share" button in the top right corner. Find the person's name in the sharing list. Click the dropdown menu next to their name (it usually says "Editor") and select "Viewer". Click "Share" or "Done" to save the change.

That person can now open the document and read it, but they cannot edit, delete, or add comments that stick to the document. If they try to make a change, Google Docs will show them a message saying they don't have permission.

How to lock a document so only you can access it

Click "Share" in the top right. Look for the sharing setting that shows who has access — it might say "Anyone with the link can edit" or show a list of people. Click on that setting to open the full sharing panel.

Select "Restricted" from the options. This means only people you specifically add can open the document. Then remove everyone except yourself by clicking the X next to their names. Now only you can open or edit the document.

If you want to give access back to someone later, click "Share" again, type their email address, choose "Viewer" or "Editor", and click "Share".

How to lock only certain sections of a document

Highlight the text or section you want to protect. Click "Tools" in the menu bar, then select "Protect ranges". A panel will open on the right side of the screen. Click "Create a new range" and give it a name (like "Final Approval Section").

Choose who can edit this range. You can restrict it to yourself only, or allow specific people to edit it while everyone else sees it as read-only. Click "Done". Repeat this for any other sections you want to lock.

Anyone viewing the document will see locked sections but won't be able to change them. They'll see a message if they try to click into a protected area. You can remove or change protections later by going back to "Tools" > "Protect ranges" and clicking the range you want to modify.

What viewers can still do even when a document is locked

Changing someone to "Viewer" stops them from editing the document, but it doesn't stop them from downloading it, printing it, or copying the text. If you need to prevent these actions, you have limited options within Google Docs itself.

You can turn off downloading and printing by clicking "Share", then clicking the settings icon (three dots) at the bottom of the sharing panel. Uncheck "Viewers can download this file" and "Viewers can print this file". This removes those buttons from their view, but determined users can still take screenshots or copy text manually.

Why someone might still see old versions after you lock a document

Google Docs keeps a complete revision history of every change made to a document. If someone had edit access before you changed them to "Viewer", they can still see all the old versions in the revision history, including content you may have deleted. Changing permissions doesn't erase that history.

If you need to remove someone's access to the revision history, you have to delete the document and create a new one, then share only the final version. There's no way to selectively hide parts of the revision history from specific people.

Protecting a document from accidental changes

If you're working with someone and want to prevent accidental deletions or changes, you don't have to lock the whole document. Instead, you can use "Suggesting" mode. Click the pencil icon in the top right and select "Suggesting". Now any changes anyone makes appear as suggestions that you have to approve before they become permanent.

This keeps the document editable but gives you control over what actually gets saved. The other person can still type and make changes, but nothing becomes final until you click "Accept" on each suggestion. You can turn this off anytime by switching back to "Editing" mode.

Frequently Asked Questions

Can I lock a document and still let one person edit it?

Yes. Click "Share", set the document to "Restricted", then add that one person as an "Editor". Everyone else is locked out, and only that person can make changes. You can add more people later the same way.

What happens if I lock a document and then change my mind?

Click "Share" and change the permission settings back. If you locked it to "Restricted", you can change it to "Anyone with the link can view" or add specific people back. If you locked sections with "Protect ranges", go to "Tools" > "Protect ranges" and click the X next to the range name to remove the protection.

Can someone edit a locked document if they have the link?

Not if you set it to "Restricted" — the link alone won't work. They need to be specifically added to the sharing list. If the document is set to "Anyone with the link can view", they can open it but can't edit if their permission is "Viewer".

Does locking a document hide it from search results?

No. Locking a document controls who can edit it, not who can find it. If someone has the link or knows to search for it, they can still open it if you've given them view access. To truly hide a document, set it to "Restricted" and don't share the link.

Can I lock a document on my phone or tablet?

Yes. Open the document in the Google Docs app, tap the three-dot menu, select "Share", and change permissions the same way you would on a computer. Protecting specific ranges works on mobile too — highlight text, tap "Tools", then "Protect ranges".