Permission & Access Issues

How to Allow SharePoint Users to Print PDFs Without Downloading

Maira Mehtab Sep 22, 2026 869 views

Question details

The user wants to configure SharePoint Online permissions or Information Rights Management (IRM) to allow users to print PDF files while strictly preventing them from downloading the files.

Product: SharePoint Online
Device & OS: not provided
Scenario: Configuring document library permissions to restrict local downloads of PDFs without removing the ability to print them.
Observed behavior: Currently, the 'View Only' permission restricts downloading but also blocks printing, as printing inherently requires the browser to process a downloaded copy of the PDF.

Before you start

Before adjusting your document library settings, it is important to understand that standard web browsers must cache a local copy of a PDF in order to send it to a local print spooler, meaning printing and downloading are technically linked.

Solution 1Recommended

Understand SharePoint Permission Limitations and Submit Feedback

Learn why SharePoint groups print and download actions together and how to adapt your permission strategy.

In SharePoint Online, printing and downloading a PDF cannot generally be separated. This is a technical limitation of web-based file handling. To send a document to a local printer, the browser or application must first download a rendered copy to the local machine.

Because of this, assigning a 'View Only' permission level restricts both downloading and printing to prevent unauthorized local saving. If this limitation impacts your workflow, Microsoft recommends considering alternative permission models or submitting a feature request.

Review Document Library Permissions

Navigate to your SharePoint Document Library, click on the Settings gear icon, and select 'Library settings'. Click on 'Permissions for this document library' to review current access levels.

Adjust to Restricted View

If security is your top priority, maintain the 'View Only' or 'Restricted View' permission. Users will be able to read the PDF in their browser, but they will not be able to print or download it.

Submit Feedback to Microsoft

Go to the Microsoft Feedback Portal online. Submit your specific scenario requesting separated print and download permissions for PDF viewers in SharePoint Online.

Technical Constraint: Even with advanced scripting, web browsers will inherently block printing if the file cannot be locally accessed by the print spooler.

Solution 2

Implement External PDF Protection or DRM Solutions

Use native PDF encryption or third-party document management integrations to control print functions outside of SharePoint's default viewer.

Free Microsoft Office alternative

Take Control of Your PDF Permissions with WPS Office

While SharePoint Online has limitations regarding PDF print and download separation, securing your files before uploading them is a reliable workaround. WPS Office offers a comprehensive suite of tools, including a powerful PDF editor, allowing you to seamlessly set file passwords, restrict editing, and manage printing permissions. As a lightweight and highly compatible alternative, it's perfect for managing your everyday document needs.

1. Download and Install: Get WPS Office for free from the official website and install it on your preferred device.
2. Open Your PDF: Launch WPS Office and open the PDF file you wish to secure before sharing.
3. Set Permissions: Navigate to the 'Protect' tab, select 'Encrypt', and configure your desired printing and editing restrictions.

Completely free, lightweight, and easy to install on Windows, Mac, and mobile devices.Full compatibility with Microsoft Office formats (Word, Excel, PowerPoint) and seamless PDF integration.Built-in PDF protection tools to easily encrypt files and set precise printing and copying restrictions.Familiar user interface ensuring a smooth transition without a steep learning curve.

Frequently Asked Questions

Why does the 'View Only' permission block printing in SharePoint?

The 'View Only' permission prevents files from being downloaded. Because sending a document to a local printer inherently requires downloading a temporary copy to the user's device, printing is also blocked to maintain security.

Can Information Rights Management (IRM) separate printing and downloading?

While IRM is excellent for encrypting documents and restricting actions like editing or copying text, it generally cannot separate printing from downloading for PDFs in a web viewer due to how browsers handle print spooling.

Are there third-party tools that allow printing without downloading in SharePoint?

Yes, certain specialized Digital Rights Management (DRM) platforms and advanced document management integrations offer secure viewing environments that can allow printing while strictly blocking local downloads.

How can I secure a PDF before uploading it to SharePoint?

You can use a desktop PDF editor to apply a permissions password. This allows you to specifically restrict content copying and editing while leaving the printing capability enabled, adding an extra layer of security before the file is uploaded.

Document & File Issues