Permission & Access Issues

How to Limit Delete Permissions in Microsoft Lists and SharePoint

Maira Mehtab Sep 22, 2026 869 views

Question details

Configure Microsoft Lists or SharePoint to restrict collaborators from deleting items, while still allowing them to view, add, and edit records.

Product: Microsoft Lists / SharePoint
Device & OS: not provided
Scenario: Collaborating on shared lists where data preservation is critical, but team members need to routinely update or add new records.
Observed behavior: By default, users with standard edit or contribute access can also delete items. The goal is to separate edit and delete permissions and optionally notify an owner of deletion requests.

Before you start

You must have Site Owner or Full Control administrative permissions in SharePoint to create and assign custom permission levels.

Solution 1Recommended

Create a Custom SharePoint Permission Level

Copy the existing Contribute permission level and disable the ability to delete items to create a restricted access tier.

Microsoft Lists inherits permissions from its underlying SharePoint site. To restrict deletion without removing edit access, you must configure a custom permission level through SharePoint's advanced settings.

Access Site Permissions

Go to your SharePoint site or the site hosting your Microsoft List, click the gear icon (Settings) in the top right, and select 'Site permissions'.

Open Advanced Settings

Click on 'Advanced permissions settings' at the bottom of the permissions pane to open the classic permission management page.

Duplicate the Contribute Level

Click 'Permission Levels' in the ribbon menu. Click on the 'Contribute' permission level, scroll to the bottom of the page, and click 'Copy Permission Level'.

Remove Delete Permissions

Name the new permission level (e.g., 'Contribute without Delete'). Under the List Permissions section, uncheck the 'Delete Items' and 'Delete Versions' boxes, then click 'Create'.

Assign the Custom Permission

Return to your list or site permissions, select the collaborators or groups you want to restrict, and assign them this new custom permission level instead of standard Edit or Contribute.

Missing Site Permissions?: If you cannot find 'Site permissions' or 'Advanced permissions settings', you likely do not have the required Site Owner rights. Contact your IT administrator.

Solution 2

Set Up Power Automate for Deletion Requests

Since users can no longer delete items directly, configure an automated flow to handle deletion requests via an approval process.

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Frequently Asked Questions

Can I prevent item deletion directly in Microsoft Lists without going to SharePoint?

No. Because Microsoft Lists is built on top of SharePoint infrastructure, advanced permission controls—like separating edit rights from delete rights—must be configured through the underlying SharePoint site's Advanced Permissions settings.

Does the default 'Edit' permission level allow users to delete items?

Yes, by default, both the 'Contribute' and 'Edit' permission levels in SharePoint and Microsoft Lists include the right to delete items. You must create a custom permission level to restrict deletion.

How do I let users request a deletion if they can't delete the item themselves?

You can add a custom 'Choice' column (e.g., 'Request Deletion') to your list. Then, create a flow in Power Automate that triggers when a user changes this column to 'Yes', automatically notifying an administrator who has the rights to perform the deletion.

Document & File Issues