How to Fix SharePoint Read-Only Permissions Still Allowing Editing
Question details
Users can still edit documents in SharePoint Online even after being assigned Restricted View or read-only permissions.
- Product
- SharePoint Online
- Device & OS
- not provided
- Scenario
- Modifying document library permissions to restrict user editing capabilities for specific files or folders.
- Observed behavior
- Users retain edit access due to inherited permissions or overlapping group memberships, bypassing the intended read-only restrictions.
Ensure you have Site Owner or Full Control permissions in the SharePoint site to modify document library settings and manage user access levels.
Remove Conflicting Permissions by Stopping Inheritance
Identify overlapping permissions and stop inheritance to explicitly enforce Restricted View for specific users or groups.
SharePoint permissions are often inherited from parent sites. If a user is part of multiple groups, their highest permission level (like Edit or Full Control) will always override a Restricted View or Read-Only assignment.
Navigate to your SharePoint document library, click the Gear icon (Settings) in the top right corner, and select 'Library settings'. Choose 'More library settings' if prompted.
Under the 'Permissions and Management' section, click on 'Permissions for this document library'.
Click 'Stop Inheriting Permissions' in the ribbon. This breaks the link from the parent site, allowing unique permissions to be set specifically for this library.
Select the affected users or groups using the checkboxes next to their names. Click 'Edit User Permissions' in the ribbon.
Check the box for 'Restricted View' (or 'Read') and explicitly uncheck any overlapping 'Edit', 'Contribute', or 'Full Control' permissions. Click 'OK' to save.
Audit User Group Memberships
Check Site Permissions to ensure the user isn't accidentally assigned edit rights through another SharePoint or Microsoft 365 group.
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Frequently Asked Questions
Why does Restricted View still allow users to download files in SharePoint?
Restricted View typically prevents users from downloading documents. If a user can still download files, they likely have overlapping 'Read' or 'Contribute' access from another group membership. Use the 'Check Permissions' tool in Advanced Settings to audit their exact access levels.
What is the difference between Read and Restricted View in SharePoint?
'Read' permission allows users to view, open, and download documents to their local devices. 'Restricted View' is more secure, allowing users to view documents online only, without the ability to download, print, or sync them to their computers.
Does stopping inheritance affect subfolders inside the document library?
Yes. When you stop inheriting permissions at the library level, all folders and files within that library will immediately inherit the new unique permissions you set at the library level, unless those specific subfolders also have broken inheritance.
