How to Disable Printing for Restricted Files in SharePoint and Microsoft 365
Question details
Administrators need a reliable method to block external users from printing shared documents, as custom download restrictions do not automatically prevent printing from the browser.
- Product
- SharePoint and Microsoft 365
- Device & OS
- not provided
- Scenario
- Securing shared cloud documents to prevent unauthorized distribution and printing by external users or guests.
- Observed behavior
- External users are still able to print documents, including PDFs, Word, and Excel files, directly from the browser or file interface even when file downloading is explicitly blocked.
Ensure you have SharePoint Administrator or Global Administrator privileges, as configuring Information Rights Management (IRM) requires access to tenant-level admin centers.
Enable Information Rights Management (IRM) in SharePoint
Activating IRM at the library level enforces strict usage policies that prevent external users from printing, copying, or downloading documents.
Information Rights Management (IRM) applies persistent protection to files in SharePoint lists and libraries. When enabled, it encrypts the downloaded files and limits the actions users can take, such as printing or copying text, regardless of whether they access the file via the browser or native applications.
Log in to the Microsoft 365 admin center as a Global Administrator. Navigate to 'Settings' > 'Org settings', select 'Microsoft Information Protection', and ensure the Rights Management service is activated.
Go to the SharePoint admin center, navigate to 'Settings', and locate the 'Information Rights Management (IRM)' section. Select 'Use the IRM service specified in your configuration' and refresh your settings.
Navigate to the specific SharePoint document library where the restricted files are stored. Click the 'Settings' gear icon, then select 'Library settings' > 'More library settings'.
Under the 'Permissions and Management' column, click on 'Information Rights Management'. Check the box to 'Restrict permission to documents in this library on download', assign a policy title, and ensure the 'Allow viewers to print' option remains unchecked. Click 'OK' to save.
Restrict Document Printing Locally Using WPS Office
If you want to secure individual files without relying on complex server-side administrative configurations, WPS Office allows you to apply local document permissions to prevent unauthorized printing, copying, and editing.
- 1. Open your file in WPS Office: Launch WPS Office and open the document, spreadsheet, or PDF file you want to protect.
- 2. Access the protection settings: Navigate to the 'Protect' or 'Security' tab located on the top ribbon menu and click on the 'Encrypt' button.
- 3. Enable document permissions: In the encryption dialog window, check the box for 'Document Permissions' and set a secure administrator password.
- 4. Disable printing rights: Locate the permissions checklist and uncheck the 'Print' or 'Allow Printing' option. Click 'OK' and save your file to apply the restrictions.
Frequently Asked Questions
Can I block printing but allow downloading in SharePoint?
Standard SharePoint permission levels usually tie downloading and printing together. To block printing specifically while still allowing downloads, you must apply specific Information Rights Management (IRM) policies or Azure Information Protection sensitivity labels.
Why can external users print files from the browser view even when restricted?
When files are opened in Office Online or browser-based viewers, the browser's native print function can capture the screen or print the rendered document unless server-level DRM/IRM policies actively block the browser from rendering the print version.
Does Information Rights Management protect PDF files in SharePoint?
Yes, when configured correctly, SharePoint IRM can encrypt and apply usage rights to PDF documents, seamlessly restricting users from printing, copying, or modifying the protected PDF files.
