Permission & Access Issues

How to Allow Users to Edit Shared Office Files Without Deleting Them

Bushra Parveen Oct 14, 2026 870 views

Question details

The user wants to grant collaborators the ability to edit and save a shared Word file without allowing them to delete the file or its parent folder.

How to Allow Users to Edit Shared Office Files Without Deleting Them

Product: OneDrive and SharePoint
Device & OS: not provided
Scenario: Sharing documents with collaborators where modifications are necessary, but file deletion must be strictly restricted.
Observed behavior: Standard sharing permissions in OneDrive and SharePoint bundle editing and deleting together; disabling deletion also prevents the user from modifying or saving the document.

Before you start

Ensure you have administrative or owner access to the SharePoint site, as modifying advanced permissions requires elevated rights.

Solution 1Recommended

Create a Custom SharePoint Permission Level

Use SharePoint's advanced permissions to create a specific role that allows editing but restricts deleting.

By default, standard Share links bundle edit and delete capabilities together. To separate them, you must use a SharePoint document library and create a custom permission level.

Access Site Permissions

Navigate to your SharePoint site, click the Settings gear icon, and select 'Site permissions', followed by 'Advanced permissions settings'.

Copy an Existing Permission Level

Click on 'Permission Levels' in the ribbon. Click the standard 'Contribute' level, scroll to the bottom of the page, and click 'Copy Permission Level'.

Adjust and Save Permissions

Name the new level (e.g., 'Edit Without Delete'). Uncheck the boxes for 'Delete Items' and 'Delete Versions', then click 'Create' to save the new role.

Assign the Custom Permission

Return to your document library or folder, break permission inheritance if necessary, and assign this newly created permission level to your target users.

Create a Custom SharePoint Permission Level

Admin Access Required: This method is only available in SharePoint and requires site administrator privileges. Standard OneDrive personal accounts do not support custom permission levels.

Solution 2

Utilize Version History and Retention Policies

If you cannot change permissions, rely on Microsoft 365 data protection features to track edits and recover accidentally deleted files.

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Frequently Asked Questions

Can I prevent users from deleting a shared file in OneDrive without blocking their ability to edit?

In standard OneDrive for Business or personal OneDrive, the 'Edit' permission automatically includes the ability to delete. You cannot separate these permissions natively without using advanced SharePoint site configurations.

What happens if I share a document with 'View only' permissions?

If you set the sharing link to 'View only', users will be restricted from deleting the file, but they will also be entirely unable to make modifications, add comments, or save changes to the document.

How can I recover a shared Office file if an editor accidentally deletes it?

You can recover deleted files by checking the OneDrive or SharePoint Recycle Bin. Files are typically retained there for up to 93 days for work or school accounts, allowing the file owner or administrator to easily restore them.

Document & File Issues