SharePoint Online: How to Set Permissions to Add But Not Delete?

Requirement: Set permission to add but not delete in SharePoint site or list.

How to Set Permissions to add but not delete in SharePoint?

We have a requirement to configure permissions to add items but not delete them in a SharePoint Online site. So, let’s see how we can restrict permissions on a list or library for a particular group of users to add items to the list or library, but they can’t delete items such as files and folders (not even their own!). The idea is: Let’s create a new permission level from contribute permissions and remove “delete” permission from it.

Step 1: Create a permission level in SharePoint Online

The “Contribute without delete” permission level is often required in real-world scenarios. Let’s say, You want your users to be able to add files to the library but not delete files from the library. To achieve this, we can simply copy the “Contribute” permission level and remove the “Delete Items” permission from it! To create a new permission level in SharePoint Online, follow these steps:

  1. Login to your SharePoint Online site collection as Administrator >> Click on Settings >> Site Settings 
  2. Click on the Site permissions link to create a new permission level. In the ribbon, click on the “Permission Levels” button. 
    sharepoint add but not delete
  3. This takes you to the page which lists all default permission levels available in SharePoint with their corresponding description. You can either Add a Permission Level or click on any existing permission level. Let’s start with the “Contribute” role. Click on the role name “Contribute” to go to the page that defines all the individual permissions of that role.
    sharepoint add to list but not delete
  4. Scroll all the way down to the bottom and click on the button “Copy permission level”. Provide a name and description to your permission level, Say: “Contribute without Delete”
    sharepoint add to list but not delete
  5. Remove these three permissions, “Delete items”, “Delete versions”, and “Use Remote Interfaces” from it. Click on Create to save the new permission level. You can also uncheck “Edit” related permissions to restrict users from editing list items.
    sharepoint list permissions add but not delete

Step 2: Assign the Permission Level to the User or Group

Once the permission level is created, the next step is to assign permission to target SharePoint objects such as site, list, list item, etc.

  1. Go to list settings >> Click on “Permissions on this list”. If the list is inheriting permissions from its parent (SharePoint site), click on “Stop inheriting permissions” to break the permission inheritance.
  2. Now, You can assign the permission level to users and groups. E.g., I’ve “Marketing Site Members” with “Contribute” permissions. Select the group and click on the “Edit user permissions” Icon in the ribbon.
    sharepoint permission to add but not delete
  3. Change the permission level for this group from “Contribute” to “Contribute without Delete”.
    sharepoint permissions add but not delete

    Now the permissions have been updated, and you can see that  Marketing site members have the role of  “Contribute without delete” assigned to them. Similarly, You can add/edit any user permissions on the target object.

That’s all. Now, You can see the permission changes in action by logging in as any user of the groups. You may find the delete button greyed out for those with the new permission level assigned. With this new permission level, You can permit users to add items to a list or library, but not delete anything in that library.

Summary

In conclusion, setting SharePoint Online permissions to allow users to add content but not delete it is a simple and effective way to control access to resources in SharePoint Online. By following the steps outlined in this article, you can restrict users from deleting content, while still allowing them to add new content. This can be particularly useful for organizations that want to allow users to contribute to a site or library, but want to ensure that important information is not accidentally deleted.

Here is another post on creating an add-only permission level in SharePoint Online using PowerShell: SharePoint Online: Create Permission Level using PowerShell

Salaudeen Rajack

Salaudeen Rajack - Information Technology Expert with Two-decades of hands-on experience, specializing in SharePoint, PowerShell, Microsoft 365, and related products. He has held various positions including SharePoint Architect, Administrator, Developer and consultant, has helped many organizations to implement and optimize SharePoint solutions. Known for his deep technical expertise, He's passionate about sharing the knowledge and insights to help others, through the real-world articles!

14 thoughts on “SharePoint Online: How to Set Permissions to Add But Not Delete?

  • Now, You can assign the permission level to users and groups. E.g., I’ve “Marketing Site Members” with “Contribute” permissions. Select the group and click on the “Edit user permissions” Icon in the ribbon.

    Hi, what does it mean when “Edit user permissions” Icon is greyed out after selecting a specific group?

    Reply
  • I need users to be able to add and download files but not delete files.
    The permission levels available does not appear to work for this option.
    Any advise is welcome.

    Reply
    • Can you double-check, These three permissions are removed from the permission level? “Delete items”, “Delete versions”, and “Use Remote Interfaces”

      Reply
  • I am having a strange issue. I have created a custom set of permissions that mimics “edit”, but with “delete” unchecked.

    I moved several members to a group and they were given ONLY that new set of permissions.

    It worked like a charm for most, but I have a couple that for some reason can still delete. I have verified they have no other perms granted from any other groups.

    I’m at a loss why it would work for some, but not all.

    Reply
  • Hi, we have followed this and it works for SharePoint Online. However if use the OneDrive app on the PC and “Create a Shortcut” with a sync, it fails. Do you know if there is a way that OneDrive can fully inherit these permissions?

    Reply
  • Thank you for this easy-to-follow and helpful article! Much appreciated!

    Reply
  • Great article. I am already using it.
    Problem here is – User cannot rename any file or folder wihtout delete permissions. So, it becomes a bit unrealistic to NOT allow users to rename their own work. Do you have a workaround to it?

    Reply
    • Exactly, we experienced the same problem. We ere requested to remove “Delete” functionality for permission lever Edit/Contribute. When Delete items and versions were not included, users also lost permission to rename and move documents in the folders. So when DELETE functionality is removed in permission level option for Copy Contribute, the users are not able to delete, rename, move files within folders. That can cause inefficiencies for users.

      Reply
  • Can you have read only to a site but then Add-but-not-delete to the list?

    Reply
    • Sure! Break the permission inheritance of the list and set the permissions to the permission level created – Add but not delete!

      Reply
  • A workaround could be tha User can copy the file to desktop, rename it, and then upload it back to drive as a new file.

    Reply
    • True! Users with “Contribute without delete” can replace existing files. But still, they can’t delete the existing files!

      Reply
  • Great article. I am already using it.
    Problem here is – User cannot rename any file or folder wihtout delete permissions. So, it becomes a bit unrealistic to NOT allow users to rename their own work. Do you have a workaround to it?

    Reply

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