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If there's one repeated issue that we hear about as SharePoint consultants it's how to make documents from a library open without prompting for additional security. This makes everyone nuts, but there is good news! There's a way to make this stop happening and make your users happy!
So why does this happen in the first place? There are many causes that range from all of the devices, like routers, or firewalls between you and SharePoint. All of these can cause SharePoint to default back to basic authentication instead of using integrated AD network security.
Using a short NetBIOS name for your portal is the most effective way for SharePoint to use integrated security every time. (So http://myportal.contoso.com would be http://myportal)
If you are using a secure SharePoint site and it repeatedly prompts you for a password, please try the following steps (for Windows users only):
Add site URL to IE Intranet Sites zone when accessing a site that has a period in the URL (e.g. not a short name like http://portal).
Add site URL to IE Trusted Sites zone and use check box on sign-in page
This will store a cookie on your computer which will be used to re-authenticate if necessary
The steps above should enable your credentials to pass through to SharePoint when opening Microsoft Office documents. However, if you have logged into your computer using a different account from your network account (which sometimes happens with personally owned computers, shared computers, and/or laptops), then you will likely be prompted for a password
each time you open a Microsoft Office document.
If you are working with lots of Office documents and are being prompted for every document, there is a trick which can substantially improve your experience working with documents. Open the first Word document, entering your username and password, and then leave Word open (don't close the first Word document after you save your changes) while you continue opening other Word documents. By leaving Word open, the connection remains open, along with the credentials you entered, and thus subsequent documents should open without requiring your username or password.
Also, please note that, in general, you will not be prompted for a password when opening PDF documents in SharePoint (which is why we recommending using PDF whenever possible when distributing static documents within SharePoint or web servers).
If an incorrect password has been saved, you may be repeatedly prompted for credentials and you may experience an account lockout.
If you simply want to open and view documents in SharePoint as read-only, you can disable the IE web browser add-on that is at the heart of document password prompting. This add-on is called "SharePoint OpenDocuments Class" and it enables integrated document editing directly on the SharePoint server. Because this add-on allows direct manipulation of documents on the SharePoint server, extra security and authentication is required… thus all the login prompts! So if you don't need the integrated features and just want to quickly open and view documents, you can disable the IE add-on using these steps:
Open Internet Explorer > Internet Options > Content tab. Under AutoComplete, click on Settings.
Mention this post and we'll send you a white paper on all of the ways we can help you optimize SharePoint for a more positive user experience!