Permission & Access Issues

How to Prevent SharePoint Users from Moving, Deleting, or Renaming Files

Maira Mehtab Sep 28, 2026 868 views

Question details

The user needs to configure SharePoint access so that users have the ability to upload new files, but are entirely restricted from moving, deleting, or renaming those files once uploaded.

Product: SharePoint
Device & OS: not provided
Scenario: Managing document library permissions to ensure data retention and protect the folder structure from accidental or unauthorized modifications.
Observed behavior: Default SharePoint contribution permissions allow users to upload files, but simultaneously grant them the rights to edit, rename, move, and delete documents, which violates the desired strict retention policy.

Before you start

Ensure you have Site Owner or Full Control administrator privileges in your SharePoint environment, as creating custom permission levels and breaking inheritance requires high-level access.

Solution 1Recommended

Create and Assign a Custom Permission Level

Create a specialized SharePoint permission level that includes 'Add Items' and 'View Items' but explicitly excludes 'Delete Items' and 'Delete Versions'.

In SharePoint, renaming or moving a file requires 'Delete' permissions, because the system effectively creates a new instance and deletes the old one. By stripping away deletion rights from a custom permission level, you simultaneously prevent moving and renaming.

Access Site Permissions

Click the gear icon (Settings) in the top right corner of your SharePoint site, select 'Site permissions', and then click on 'Advanced permissions settings'.

Create a Custom Permission Level

Click on 'Permission Levels' in the top ribbon. Click on the 'View Only' or 'Read' permission level, scroll to the bottom, and click 'Copy Permission Level'. Name this new level something descriptive, like 'Upload Only - No Delete'.

Configure Specific Rights

In the permissions list for your new level, check the boxes for 'Add Items' and 'View Items'. Ensure that 'Delete Items', 'Delete Versions', and 'Edit Items' (if you don't want them editing content) are completely unchecked. Click 'Create' to save.

Stop Permission Inheritance

Navigate to the specific document library or folder you want to restrict. Click the gear icon, go to 'Library settings' (or 'Manage Access' > 'Advanced' for folders), and click 'Stop Inheriting Permissions'.

Assign the New Permission

Select the target user group, click 'Edit User Permissions', remove their current standard permission (like Contribute or Edit), and check the box for your newly created 'Upload Only - No Delete' permission level. Click 'OK'.

Permission verification: It is highly recommended to log in with a test account assigned to this new group to verify that the 'Delete', 'Rename', and 'Move' buttons are hidden or greyed out in the document library.

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Frequently Asked Questions

Why can users still delete files after I applied the custom SharePoint permission?

Users may belong to multiple SharePoint groups (such as Site Members or Owners) that grant overlapping permissions. SharePoint combines permissions, so if they have 'Edit' rights from another group, it will override your restricted custom level. Remove them from those higher-level groups.

Does disabling the 'Delete Items' permission automatically block renaming?

Yes. In the architecture of SharePoint, renaming a file is treated as a deletion of the original file name and creation of a new one. Therefore, revoking deletion rights natively revokes renaming capabilities.

Can I apply this custom permission to a single folder instead of the entire document library?

Absolutely. You can navigate to the specific folder, open its properties, select 'Manage Access', click 'Advanced', and choose 'Stop Inheriting Permissions'. Then, apply your custom permission level to that folder only, leaving the rest of the library unaffected.

Document & File Issues