Permission & Access Issues

How to Create a SharePoint Permission Level That Prevents Deletion

Algirdas Jasaitis Oct 10, 2026 868 views

Question details

The user needs to configure a custom permission level in SharePoint that allows users to contribute and interact with files but completely restricts their ability to delete them.

How to Create a SharePoint Permission Level That Prevents Deletion

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: A site administrator wants to protect shared documents from accidental or unauthorized deletion while still allowing team members to edit and move files within the SharePoint site.
Observed behavior: A custom permission level is successfully created, customized to exclude deletion rights, and assigned to the relevant user groups.

Before you start

Ensure you are logged in with Site Administrator or Full Control privileges, as standard users cannot access or modify SharePoint's advanced permission settings.

Solution 1Recommended

Create a Custom 'No Delete' Permission Level in SharePoint

Copy the existing Contribute permission level and remove the delete capabilities to safely restrict user actions without impacting their ability to edit.

Instead of modifying default permission levels, best practice dictates copying an existing level like 'Contribute'. This ensures default settings remain intact for future use.

Access Advanced Permissions

Open your SharePoint site. Click the Settings gear icon in the top right, select 'Site permissions', and then click on 'Advanced permissions settings' at the bottom of the panel.

Open Permission Levels

In the advanced settings menu ribbon at the top, click on the 'Permission Levels' button to view all available access tiers.

Copy the Contribute Level

Click on the 'Contribute' permission level to open its details. Scroll to the very bottom of the page and click the 'Copy Permission Level' button.

Name the New Level

Enter a clear, identifiable name for your new tier, such as 'Contribute - No Delete', and add a brief description explaining its purpose.

Remove Delete Permissions

Under the 'List Permissions' section, locate and uncheck the boxes for 'Delete Items' and 'Delete Versions'. Leave all other settings as they are, then click 'Create' at the bottom.

Assign and Verify

Return to your advanced permission settings. Select the users or groups you want to restrict, click 'Edit User Permissions', assign the new custom permission level you just created, and uncheck any other levels to verify they can no longer delete files.

Create a Custom 'No Delete' Permission Level in SharePoint

Impact on Moving Files: In SharePoint, moving a file technically copies it to the new location and deletes the original. Users without delete permissions may encounter errors when attempting to use the 'Move to' function and should be instructed to use 'Copy to' instead.

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Frequently Asked Questions

Why can't I see the 'Advanced permissions settings' in SharePoint?

You must have Site Administrator or Full Control privileges to access and modify advanced permission settings. If you only have Edit, Read, or Contribute access, the advanced permissions menu will be hidden.

Can I apply this custom permission level to a specific folder instead of the whole site?

Yes. First, you need to navigate to the specific document library or folder, access its settings, and click 'Stop inheriting permissions'. Once inheritance is broken, you can assign your custom 'No Delete' permission level directly to that specific location without affecting the rest of the site.

What happens if a user is in multiple groups with different permission levels?

SharePoint permissions are additive. If a user is in a group with the 'No Delete' permission level but is also in another group with standard 'Contribute' or 'Edit' access, they will still be able to delete files. You must ensure that restricted users are removed from groups that grant delete capabilities.

Document & File Issues