How to Give SharePoint Users View and Download Access Without Edit Rights
Question details
The user needs to configure a SharePoint document library to allow users to view and download files without having permission to edit the master templates.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- Managing document library permissions to protect master templates from unauthorized edits.
- Observed behavior
- Users need to be restricted to read-only access so they can view and download documents but cannot modify the original files in the SharePoint library.
Ensure you have Site Owner or Full Control administrator permissions for the SharePoint site before attempting to modify document library permission levels.
Configure Library Permissions for Read-Only Access
Modify the document library settings to stop inheriting permissions from the parent site, allowing you to assign Read-only rights specifically for this library.
By default, SharePoint document libraries inherit permissions from the parent site. To restrict access to a specific library without affecting the rest of the site, you must break this inheritance and apply custom permission levels.
Navigate to the target document library in SharePoint. Click the gear icon (Settings) in the top right corner and select 'Library settings'.
Click on 'More library settings' if prompted, then select 'Permissions for this document library' under the Permissions and Management section.
Click 'Stop Inheriting Permissions' in the ribbon. This breaks the permission link with the parent site so you can set custom rules.
Select the users or the Members group that currently has edit access, and remove their existing permissions for this specific library by clicking 'Remove User Permissions'.
Click 'Grant Permissions', enter the users' names or group name, click 'Show options', and assign them the 'Read' permission level. This allows viewing and downloading without editing.
Use WPS Office for Your Document Collaboration Needs
While configuring SharePoint permissions requires administrative access, you can manage, view, and safely edit downloaded document templates locally using WPS Office. It provides a lightweight, free alternative to Microsoft Office with high compatibility.
- 1. Download WPS Office: Visit the official WPS website and click the 'Download WPS Office Free' button to get the installer.
- 2. Install the Software: Run the downloaded installer and follow the simple on-screen instructions to complete the setup.
- 3. Open Your Documents: Launch WPS Office and open your downloaded SharePoint documents for high-fidelity viewing or editing.
Frequently Asked Questions
Can I restrict users from downloading the SharePoint document but still allow viewing?
Yes. In SharePoint, you can assign the 'View Only' permission level instead of 'Read'. The 'View Only' level allows users to view documents directly in the browser but prevents them from downloading the files locally.
Do these permission changes affect the entire SharePoint site?
No. By selecting 'Stop Inheriting Permissions' within a specific document library, any subsequent changes made to groups or users will only apply to that single library.
How do I create a custom permission level for specific sharing needs?
Administrators can create custom permission levels by navigating to Site Settings > Site Permissions > Permission Levels. From there, you can copy an existing level like 'Read' and granularly add or remove specific permissions before assigning it to users.
