Permission & Access Issues

How to Prevent Users from Deleting Microsoft Lists Items

Huda Qurayshi Sep 28, 2026 869 views

Question details

The user wants to remove deletion permissions from users in Microsoft Lists and set up notifications or approvals before an item can be deleted.

How to Prevent Users from Deleting Microsoft Lists Items

Product: Microsoft Lists
Device & OS: not provided
Scenario: A list owner needs to protect critical data from being accidentally or intentionally deleted by restricting user permissions and implementing an approval process.
Observed behavior: Currently, users with standard contribute access can freely delete items from the Microsoft List without owner consent.

Before you start

Ensure you have Site Owner or Full Control permissions in the underlying SharePoint site where the Microsoft List is hosted, as you will need access to advanced site permissions.

Solution 1Recommended

Create a Custom SharePoint Permission Level

Duplicate the existing Contribute permission level and remove the ability to delete items to securely restrict user access.

Since Microsoft Lists relies on SharePoint permissions in the background, you cannot disable the delete button directly within the Lists app. Instead, you must create a custom SharePoint permission level that allows users to add and edit items, but explicitly denies them the ability to delete.

Open Advanced Site Permissions

Go to the SharePoint site where your Microsoft List is hosted. Click the Settings (gear) icon in the top right corner, select 'Site permissions', and then click 'Advanced permissions settings'.

Access Permission Levels

In the classic advanced permissions page, look at the ribbon menu at the top and click on 'Permission Levels'.

Copy the Contribute Level

Click on the 'Contribute' permission level to open its details. Scroll to the very bottom of the page and click the 'Copy Permission Level' button.

Configure and Create the New Level

Name the new level (e.g., 'Contribute without Delete'). Scroll down to the 'List Permissions' section, uncheck the box for 'Delete Items', and click 'Create' at the bottom of the page.

Assign the Custom Permission

Return to your list's permissions page. Select the user or group you want to restrict, click 'Edit User Permissions', check your newly created permission level, and click 'OK'.

Create a Custom SharePoint Permission Level

Permission Inheritance: If your list is inheriting permissions from the parent site, you will need to click 'Stop Inheriting Permissions' in the list settings before you can assign custom permissions.

Solution 2

Set Up an Approval Workflow with Power Automate

Use Power Automate to capture item details and require owner approval for custom automated deletion workflows.

Free Microsoft Office alternative

Looking for a Simpler Way to Manage Data? Try WPS Office

If navigating complex SharePoint permissions and Microsoft Lists settings feels overwhelming, consider managing your team's data with WPS Spreadsheet. It provides a lightweight, highly compatible, and easy-to-use alternative for tracking tasks and managing lists.

1. Download WPS Office: Get the free WPS Office suite from the official website and install it on your device.
2. Open Your Data Tracker: Launch WPS Spreadsheet and either create a new list or easily open your exported Excel trackers.
3. Protect Your Data: Use the built-in 'Protect Sheet' feature in the Review tab to easily prevent specific users from deleting or modifying your rows.

Fully compatible with Microsoft Excel (.xlsx, .xls) formats.Easily track and manage list data with advanced sorting, filtering, and data validation.Lightweight software with a familiar, easy-to-use interface.Free alternative for robust document and spreadsheet management without subscription fees.

Frequently Asked Questions

Can I prevent deletion for just one specific item in Microsoft Lists?

Yes. While permissions are usually applied to the entire list, you can manage access for a single item. Click the three dots next to the item, select 'Manage Access', click 'Advanced', stop inheriting permissions, and assign your custom 'Contribute without Delete' permission level to that specific item.

Why don't I see the 'Site permissions' option in the settings?

The 'Site permissions' and 'Advanced permissions settings' options are only visible to users with Site Owner or Full Control privileges. If you cannot see these options, you will need to contact your SharePoint administrator to make the necessary permission level changes.

Is it possible to recover a deleted item in Microsoft Lists?

Yes. If an item is accidentally deleted, it is moved to the SharePoint site's Recycle Bin. A site owner or member with sufficient permissions can navigate to 'Site contents', open the 'Recycle bin', and restore the item within 93 days of deletion.

Can Power Automate completely hide the native delete button?

No, Power Automate cannot alter the Microsoft Lists user interface or hide the native delete button. To physically remove a user's ability to click 'Delete', you must alter their SharePoint permission level as outlined in the primary solution.

Document & File Issues