Permission & Access Issues

How to Allow New Files While Keeping Existing Files Read-Only in OneDrive

Olivia Miller Sep 27, 2026 869 views

Question details

The user is looking for a way to configure folder permissions so that existing files remain read-only, but collaborators can still upload or create new files in the same directory.

How to Allow New Files While Keeping Existing Files Read-Only in OneDrive

Product: Microsoft OneDrive / SharePoint
Device & OS: not provided
Scenario: Collaborating on shared folders where original templates or existing documents must remain unaltered, while still allowing team members to submit or create new files.
Observed behavior: OneDrive does not natively provide folder-level permissions that combine read-only access for existing files with write access for new file creation.

Before you start

Verify whether your Microsoft 365 subscription includes access to SharePoint, as standard OneDrive does not support this specific combination of permissions.

Solution 1Recommended

Use a SharePoint Document Library

Migrating the shared folder to a SharePoint document library provides the granular permission controls required to protect original files while allowing new uploads.

Because OneDrive is designed primarily for personal storage and simple sharing, it lacks advanced item-level permission rules. A SharePoint document library is the ideal solution, as it allows site owners to configure distinct permissions for the library itself versus the individual files inside it.

Access SharePoint and Create a Library

Log in to your Microsoft 365 account, navigate to SharePoint, and open or create a dedicated Team Site. Click 'New' and select 'Document library'.

Upload and Restrict Existing Files

Upload your original templates or existing files to the new document library. Select these specific files, manage their access, and change the permission for members from 'Can edit' to 'Can view' (read-only).

Grant Library Permissions

Ensure that the general permissions for the document library allow members to 'Edit' or 'Contribute'. This permits them to create or upload new files to the folder without modifying the original read-only templates.

Licensing and Administrator Rights: Creating or configuring a SharePoint document library requires an appropriate Microsoft 365 license and site-owner privileges. If you are not an administrator, you may need to request this setup from your IT department.

Free Microsoft Office alternative

Experience Seamless Document Collaboration with WPS Office

If managing complex permissions in OneDrive and SharePoint is restrictive, WPS Office offers a highly compatible, free alternative. You can easily create templates, apply local document protection, and share files seamlessly without worrying about complex cloud permission structures.

1. Download and Install: Get WPS Office for free from the official website and install it on your computer or mobile device.
2. Protect Your Templates: Open your document, navigate to the 'Review' or 'Protect' tab, and set local editing restrictions to keep your original content safe.
3. Share with Your Team: Save the protected file and easily share it via WPS Cloud or your preferred platform, ensuring collaborators create new documents rather than overwriting the original.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats.Apply robust read-only and password protection directly within your documents.Built-in WPS Cloud allows for easy document sharing and team collaboration.Lightweight software design ensures smooth performance on any device.

microsoft office alternative - wps office

Frequently Asked Questions

Can I achieve this permission setup on a personal OneDrive account?

No, personal OneDrive accounts do not feature the advanced permission structures required to mix read-only access for existing files with write-access for new files in the exact same folder.

What if I don't have a SharePoint license or admin rights?

If a SharePoint document library is unavailable, consider saving your original files as strict templates (such as .dotx or .xltx) or applying read-only restriction passwords from within the Office application itself before sharing the folder via OneDrive.

Will team members be able to edit each other's new files in SharePoint?

Yes. By default, if members have permission to contribute or create new files in the document library, they will also be able to view and edit other newly created files unless a site administrator applies more restrictive item-level permissions.

Document & File Issues