How to Share a Folder Without Allowing File Deletion in SharePoint or OneDrive
Question details
The user wants to share a folder with external users so they can view and download the contents, while strictly preventing them from deleting or modifying the files.
- Product
- SharePoint and OneDrive
- Device & OS
- not provided
- Scenario
- Sharing folders securely with external or internal users while enforcing read-only permissions to protect data integrity.
- Observed behavior
- Users need to locate and apply the specific view-only link sharing setting to ensure recipients can access files without having deletion rights. Sometimes this option is greyed out due to organizational settings.
Verify that your organization permits external sharing. If the option to share with 'Anyone' is disabled or greyed out, you may need to ask your Microsoft 365 IT administrator to update the sharing policies.
Use the 'Anyone with the link can view' permission setting
Set your sharing link to view-only mode. This configuration allows recipients to open and download files without granting them the right to delete or edit the contents.
This is the standard and most secure method to share documents externally without compromising your original files. By disabling editing capabilities, the deletion rights are automatically revoked.
Open your SharePoint document library or OneDrive on your web browser and click the checkmark next to the folder you want to share.
Click the 'Share' button located at the top toolbar or click the sharing icon directly next to the folder name.
Click on the current permission level (for example, 'People in your organization with the link can edit') to open the detailed Link settings panel.
Select 'Anyone with the link' under the sharing scope. Ensure that the 'Allow editing' checkbox is unchecked so the permission remains view-only.
Click 'Apply' to save the settings. You can now copy the link or enter the recipients' email addresses to send the invitation directly.
Enable external sharing in Microsoft 365 Admin Center
If the 'Anyone' sharing option is completely inactive, the organization's tenant-level external sharing policy must be adjusted by an administrator.
Easily Share Files with View-Only Permissions Using WPS Cloud
WPS Office includes a robust, built-in cloud service that lets you easily share folders and documents. You can instantly generate view-only links to prevent unwanted edits or file deletions, ensuring your data stays secure.
- 1. Access WPS Cloud: Open WPS Office on your computer and navigate to the 'My Cloud' tab on the home screen.
- 2. Locate the folder: Find the folder or document you want to share securely, right-click it, and select 'Share'.
- 3. Set View-Only permissions: In the sharing window, choose 'Anyone with the link' and explicitly set the permission dropdown to 'View Only'.
- 4. Create and send the link: Click 'Create Link' to generate your secure URL, then copy and share it with your collaborators.
Frequently Asked Questions
Why is the 'Anyone with the link' option greyed out in SharePoint?
This typically occurs because your IT administrator has restricted external sharing at the organizational level. You will need to contact them to adjust the SharePoint sharing policies in the Microsoft 365 Admin Center.
Can recipients download files if they only have view access?
Yes. By default, granting someone 'view' access allows them to open and download a copy of the files. However, they cannot edit, overwrite, or delete the original files in your folder.
Is it possible to block downloads when sharing a view-only link?
Yes. When you configure the view-only permission in the link settings, you can toggle on the 'Block download' option. This allows users to read the document online but prevents them from saving a local copy.
How do I stop sharing a folder once the link has been sent out?
Select the shared folder, click the 'Details' pane (represented by an 'i' icon), and select 'Manage access'. From there, you can delete specific sharing links or remove individuals entirely to instantly revoke access.
