How to Allow Editing but Prevent Download of SharePoint Excel Document?

Question

Hi there.

Apologies in advance if this should be in the SharePoint section.

I am trying to share an Excel dashboard from a SharePoint site.

One of the criteria is that users cannot download the Excel document.

I can set restrictions within SharePoint which prevent downloading but also only allow "ready-only" access.

The issue with this is that users of the dashboard can no longer make data validation list selections to filter and sort the data, which makes the dashboard unusable.

Is there a way I can prevent users from downloading an Excel document from SharePoint but still give them edit privileges for particular cells (which I assume is what is required to use DV lists)?

I believe this may be done by creating a custom Sensitivity Label with SharePoint, however I don't believe we have the SharePoint functionality to do so, so I was wondering if it is possible via Excel itself or any other work around?

Thank you.

Answer 1

Dear Guybrush_Threepwood_ 82,

Good day. Thank you for posting in the Microsoft Community. We are happy to help you!

According to my research, here are a few ways you might like to try and see if they work for you:

1. Go to site settings, activate SharePoint Server Enterprise features both in site features and site collection features.
2. Go to site permissions -> permission level -> view only -> copy permission level -> give a name to the new permission level, like "Edit without Download" -> Enable "Add Items" and "Edit Items" check boxes under "List Permissions".
3. Grant other users with "Edit without Download" permission level for the excel file.
4. Result of users with "Edit without Download" permission level, without Download option.

If you don’t see the 'Edit without Download' option in the dropdown list, here’s a simple way that might help you:

1. Open the file in the web version: Click “Share” > select “Manage Access” > click the three dots (•••) next to the exit button > choose “Advanced Settings” > check the boxes next to the users you want to apply the custom permissions to > click “Edit User Permissions” > at this point, you should see your custom permission listed as an option.

I hope these steps help resolve the issue. If none of the above solutions work, let me know for further investigation. Please note that our initial response does not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution.

Thank you for your time and patience, we hope you have a great day!   

Your sincerely,   

Jade - MSFT | Microsoft Community Support Specialist

Answer 2

Hello Guybrush_Threepwood_ 82,

Thank you for your response.

In this case, please kindly allow me to provide you some information:

Some permissions might not be made public in production. So, I’d suggest going back to that permission and trying to disable the box as shown below to see if it works.

Please feel free to reply below if you have any update or further concern.  

Greatly appreciate again for your patience and understanding.  

Best regards,  

Jade - MSFT | Microsoft Community Support Specialist

Answer 3

The second option worked once a custom permission had been created, thank you.

Only issue I have is that, while users cannot download the Excel document, they are able to export it to PDF or print it from within the document. Is there a reliable way to disable these options? Thank you.

Answer 4

Dear Guybrush_Threepwood_ 82,

Thank you for your response.

I hope these steps help resolve your issue. I am happy to help you if you have any further questions.

And if you think my reply is helpful to you, please remember to mark it as an answer.

Because other users will also search information in this community. Your valuable vote will definitely also help other users who have similar queries easily to find the correct channel and useful information more quickly.   

Greatly appreciate again for your patience and understanding.  

Best regards,  

Jade - MSFT | Microsoft Community Support Specialist

Answer 5

Thank you for the quick response, Jade.

I will follow this up and report back.