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How to Disable Downloads for a Specific SharePoint Folder
Question details
The user needs to restrict guests or students from downloading files within a specific SharePoint folder, while maintaining their download access for the rest of the site.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Managing guest access for a shared folder containing recorded sessions so users can view but not download the contents.
- Observed behavior
- Guests currently have permission to download content from the entire site, and these permissions need to be restricted for one specific folder without affecting global site permissions.
Ensure you have Site Owner or Full Control permissions for the SharePoint site, as modifying folder inheritance and creating custom permission levels requires administrative access.
Stop Inheriting Permissions and Assign Restricted View
By breaking the permission inheritance, you can apply custom access levels like 'Restricted View' exclusively to the target folder, preventing downloads.
SharePoint folders inherit permissions from their parent site by default. To apply different rules to a single folder, you must first stop this inheritance.
Once inheritance is stopped, applying the 'Restricted View' permission allows users to view files and recorded sessions online but removes the download button from their interface.
Navigate to the specific folder in SharePoint, click the ellipsis (three dots) next to the folder name, and select 'Manage access'.
Scroll down to the bottom of the Manage Access panel and click on 'Advanced' to open the detailed permissions page for the folder.
In the ribbon menu at the top, click 'Stop Inheriting Permissions' to separate this folder's permissions from the parent site.
Select the relevant user group (e.g., guests or students), click 'Edit User Permissions', remove their existing permission, and assign the 'Restricted View' permission.
Log in with a test guest account and attempt to download a file from the folder to confirm the download option is no longer available.
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Frequently Asked Questions
Will stopping inheritance affect existing files in the SharePoint folder?
No, the existing files will remain intact. They will simply inherit the newly established unique permissions of the folder, meaning the download restriction will apply to all current and future files within it.
Can users still watch video sessions if downloading is restricted?
Yes, assigning the 'Restricted View' permission allows users to watch recorded sessions or read documents directly in the browser without having the ability to download the local files.
How do I restore the folder's original inherited permissions if I change my mind?
Go back to the Advanced permissions page for that specific folder and click 'Delete unique permissions' in the ribbon. This will immediately revert the folder's permissions to match those of its parent site.
