Understanding SharePoint Online Permissions

Oct 13, 2025 by wbrum.org 106 views

Introduction

SharePoint Online is a powerful platform for managing and sharing documents within an organization. However, with great power comes great responsibility, and sometimes you may need to restrict user permissions to ensure that sensitive information is not compromised. In this article, we will explore how to create a Document Library in SharePoint Online with upload and download only permissions, preventing users from editing documents online unless they save the file to their local machine.

Understanding SharePoint Online Permissions

Before we dive into the steps, it's essential to understand the different types of permissions available in SharePoint Online. Permissions determine what actions users can perform on a document library, such as:

Read: Users can view documents, but not edit or delete them.
Contribute: Users can view, edit, and delete documents.
Edit: Users can edit documents, but not delete them.
Delete: Users can delete documents.

To create a Document Library with upload and download only permissions, we need to restrict users to the Read permission level, while allowing them to upload and download documents.

Step 1: Create a New Document Library

To create a new Document Library in SharePoint Online, follow these steps:

Log in to your SharePoint Online site.
Click on the Site Contents button.
Click on the Add an app button.
Search for Document Library and click on the result.
Click on the Create button.

Step 2: Set Permissions for the Document Library

To set permissions for the Document Library, follow these steps:

Click on the Settings gear icon in the top right corner of the Document Library.
Click on Library Settings.
Click on Permissions.
Click on Add a group or user.
Enter the name of the group or user you want to add.
Select the Read permission level.
Click on the OK button.

Step 3: Restrict Editing Permissions

To restrict editing permissions, follow these steps:

Click on the Settings gear icon in the top right corner of the Document Library.
Click on Library Settings.
Click on Permissions.
Click on Add a group or user.
Enter the name of the group or user you want to add.
Select the Deny permission level for the Edit permission.
Click on the OK button.

Step 4: Allow Upload and Download Permissions

To allow upload and download permissions, follow these steps:

Click on the Settings gear icon in the top right corner of the Document Library.
Click on Library Settings.
Click on Permissions.
Click on Add a group or user.
Enter the name of the group or user you want to add.
Select the Allow permission level for the Upload and Download permissions.
Click on the OK button.

Step 5: Test the Permissions

To test the permissions, follow these steps:

Log in to your SharePoint Online site.
Click on the Document Library.
Try to edit a document online. You should not be able to edit the document.
Try to upload a new document. You should be able to upload the document.
Try to download a document. You should be able to download the document.

Conclusion

In this article, we explored how to create a Document Library in SharePoint Online with upload and download only permissions, preventing users from editing documents online unless they save the file to their local machine. By following the steps outlined in this article, you can restrict user permissions and ensure that sensitive information is not compromised.

Additional Tips and Considerations

Make sure to test the permissions thoroughly to ensure that they are working as expected.
Consider creating a separate group or user account for testing purposes.
Be aware that restricting user permissions may impact the user experience and may require additional training or support.
Consider using SharePoint Online's built-in features, such as Document Library Templates, to streamline the creation and management of Document Libraries.

Frequently Asked Questions

Q: How do I create a Document Library with upload and download only permissions? A: To create a Document Library with upload and download only permissions, follow the steps outlined in this article.
Q: Can I restrict editing permissions for specific documents? A: Yes, you can restrict editing permissions for specific documents by using SharePoint Online's Document Library Permissions feature.
Q: How do I test the permissions? A: To test the permissions, follow the steps outlined in the Step 5: Test the Permissions section of this article.
Frequently Asked Questions (FAQs) =====================================

Q: What are the different types of permissions available in SharePoint Online?

A: The different types of permissions available in SharePoint Online are:

Read: Users can view documents, but not edit or delete them.
Contribute: Users can view, edit, and delete documents.
Edit: Users can edit documents, but not delete them.
Delete: Users can delete documents.

Q: How do I create a Document Library with upload and download only permissions?

A: To create a Document Library with upload and download only permissions, follow the steps outlined in the Step 1: Create a New Document Library and Step 2: Set Permissions for the Document Library sections of this article.

Q: Can I restrict editing permissions for specific documents?

A: Yes, you can restrict editing permissions for specific documents by using SharePoint Online's Document Library Permissions feature. To do this, follow these steps:

Click on the Settings gear icon in the top right corner of the Document Library.
Click on Library Settings.
Click on Permissions.
Click on Add a group or user.
Enter the name of the group or user you want to add.
Select the Deny permission level for the Edit permission.
Click on the OK button.

Q: How do I test the permissions?

A: To test the permissions, follow the steps outlined in the Step 5: Test the Permissions section of this article.

Q: Can I use SharePoint Online's built-in features to streamline the creation and management of Document Libraries?

A: Yes, you can use SharePoint Online's built-in features, such as Document Library Templates, to streamline the creation and management of Document Libraries.

Q: How do I create a Document Library Template?

A: To create a Document Library Template, follow these steps:

Click on the Settings gear icon in the top right corner of the Document Library.
Click on Library Settings.
Click on Document Library Template.
Click on Create a new template.
Enter the name and description of the template.
Select the permissions and settings for the template.
Click on the OK button.

Q: Can I use SharePoint Online's built-in features to restrict user permissions?

A: Yes, you can use SharePoint Online's built-in features, such as Permissions, to restrict user permissions.

Q: How do I restrict user permissions using SharePoint Online's built-in features?

A: To restrict user permissions using SharePoint Online's built-in features, follow these steps:

Click on the Settings gear icon in the top right corner of the Document Library.
Click on Library Settings.
Click on Permissions.
Click on Add a group or user.
Enter the name of the group or user you want to add.
Select the permissions and settings for the group or user.
Click on the OK button.

Q: Can I use SharePoint Online's built-in features to track changes to documents?

A: Yes, you can use SharePoint Online's built-in features, such as Version History, to track changes to documents.

Q: How do I track changes to documents using SharePoint Online's built-in features?

A: To track changes to documents using SharePoint Online's built-in features, follow these steps:

Click on the Settings gear icon in the top right corner of the Document Library.
Click on Library Settings.
Click on Version History.
Click on Enable versioning.
Select the settings for versioning.
Click on the OK button.

Q: Can I use SharePoint Online's built-in features to automate document workflows?

A: Yes, you can use SharePoint Online's built-in features, such as Workflows, to automate document workflows.

Q: How do I automate document workflows using SharePoint Online's built-in features?

A: To automate document workflows using SharePoint Online's built-in features, follow these steps:

Click on the Settings gear icon in the top right corner of the Document Library.
Click on Library Settings.
Click on Workflows.
Click on Create a new workflow.
Select the settings for the workflow.
Click on the OK button.

Conclusion

In this article, we have answered some of the most frequently asked questions about creating a Document Library with upload and download only permissions in SharePoint Online. We have also provided step-by-step instructions on how to create a Document Library, set permissions, and use SharePoint Online's built-in features to streamline the creation and management of Document Libraries.