Fix SharePoint View Only Access Denied and Allow Download Permission
Question details
User needs a SharePoint group to view documents online and download copies without being able to edit them, but the View Only permission level produces Access Denied errors.
- Product
- Microsoft SharePoint Online / SharePoint Server
- Device & OS
- not provided
- Scenario
- A SharePoint group must have read-only access to open documents in the browser and download local copies, with no permission to edit in SharePoint or desktop Office applications.
- Observed behavior
- Users assigned the View Only permission level receive Access Denied errors when accessing the site or documents, preventing both online viewing and downloads.
Confirm you have SharePoint site collection administrator or owner permissions to open Site Settings and permission pages. Identify the affected site, library, folder, or document and the exact group whose access is failing.
Verify Effective Permissions for the Affected SharePoint Group
Use this first to confirm whether the group actually has View Only access at the correct scope and whether unique permissions or inheritance are blocking download access.
Access Denied often means the group's effective permissions are lower than expected, or the permission is granted at the site level but blocked by unique permissions on a list, library, folder, or document.
Go to the affected SharePoint site, select the Settings gear icon, choose Site permissions, and then click Advanced permissions settings.
In the Permissions tab, select Check Permissions, enter the affected user's name or email, and click Check Now.
Confirm the user or group shows View Only for the correct site, library, folder, or document, and note whether access is granted directly, through a group, or blocked by unique permissions.
Temporarily assign View Only directly to one affected user at the library level, then ask that user to open and download the document to isolate a group membership issue.
Inspect and Correct the View Only Permission Level Definition
Use this when the assigned permission level appears correct but users still cannot open or download files.
Create a Custom Permission Level That Allows Viewing and Downloading Without Editing
Use this when the built-in View Only permission level does not provide the required download behavior and you need a controlled custom level.
Use WPS Office for Viewing and Downloading Documents from SharePoint
WPS Office cannot change SharePoint admin permissions, but it gives your team a free, lightweight Office alternative that opens, edits, and saves Microsoft Word, Excel, PowerPoint, and PDF formats with a familiar interface and seamless migration from Microsoft Office.
- 1. Download WPS Office: Get the free WPS Office installer from the official WPS website and install it on your Windows, macOS, Linux, Android, or iOS device.
- 2. Open Documents from SharePoint: In WPS Office, choose Open from the File menu, select the SharePoint document or use the local downloaded copy, and it opens in the familiar tabbed interface.
- 3. Save in Microsoft Formats: Use File > Save As to keep or export the document in .docx, .xlsx, or .pptx format so it remains compatible with Microsoft Office workflows.
Frequently Asked Questions
Why does the View Only permission level return Access Denied in SharePoint?
It usually means the user is not receiving the expected permission at the target scope. Open Settings > Site permissions > Advanced permissions settings > Check Permissions, enter the affected user, and verify whether the permission is inherited, granted directly, or blocked by unique permissions.
Can SharePoint View Only users download documents?
View Only is designed for read-only access, but some permission-level configurations do not include the Open Items option required for downloads. If downloads are blocked, assign Read or create a custom permission level that includes View Items and Open Items without Add, Edit, or Delete rights.
How do I create a custom permission level for viewing and downloading without editing?
In Advanced permissions settings, select Permission Levels > Add a Permission Level. Enter a name, then select only the required read-only options such as View Items, Open Items, View Versions, View Pages, and Browse Directories, leaving Add, Edit, and Delete unchecked.
Do I have to break permission inheritance to grant download access to one library?
No. You can grant access directly to the library under Settings > Library settings > Permissions for this document library. However, if the library already uses unique permissions, site-level View Only will not flow down until you add the group explicitly or restore inheritance.
What if the same View Only issue affects all SharePoint sites?
Check the built-in permission level definition under Site Settings > Site Permissions > Permission Levels. If the definition is correct and the problem affects all sites or the tenant, open a service request with Microsoft 365 support.
