Disable download but enable printing for excel files

DakotaCoffey 

Excel itself does not have a built-in feature to automatically deactivate downloaded files after a certain period. Excel and OneDrive, as part of the Office 365 suite, do not natively support setting a time-based access limit on files once they have been downloaded. This means that after a file is downloaded, control over access shifts to the client’s device, and Excel or OneDrive no longer have the ability to disable or restrict the file. However, there are a  few alternative approaches and tools you can try use to achieve something similar, though each comes with its own set of limitations and considerations. This tools and approaches are from AI, I don’t tested, please be careful with the use:

1. Using Excel VBA for Expiration

• You can embed VBA (Visual Basic for Applications) in the Excel file to set an expiration date, where the file becomes unusable after a specified period.
• Example of VBA code for an expiration message:

Private Sub Workbook_Open()
    Dim ExpiryDate As Date
    ExpiryDate = DateValue("2024-10-17") 'Set your desired expiration date here
    
    If Date > ExpiryDate Then
        MsgBox "This file has expired. Please contact support to access a new version.", vbCritical
        ThisWorkbook.Close SaveChanges:=False
    End If
End Sub

• In this example, the workbook will close automatically and display a message if the current date is beyond the specified expiration date.
• Limitations: Users could disable macros or edit the VBA code if they are savvy with Excel, which means this approach is not foolproof.

1. Using Digital Rights Management (DRM)

• For better control over access after downloading, you can use a third-party DRM solution. DRM tools can protect Excel files by:
• Setting expiration dates for file access.
• Disabling the ability to copy, print, or edit files.
• Revoking access remotely, even after the file is downloaded.
• Examples of DRM services include Locklizard, Microsoft Information Protection, or Vitrium. These can integrate with Office documents and provide advanced control over file access.
• Note: These solutions may come with additional costs and might require some setup effort.

1. Microsoft Information Protection (MIP)

• Microsoft Information Protection (MIP) offers a way to classify and protect documents across Office 365, but it works best in enterprise environments with Azure Information Protection (AIP).
• With MIP, you can apply labels to files that restrict access, like setting view-only permissions. While this won’t deactivate the file after a time period, it can prevent users from editing or copying the content even if they download it.
• Setup Complexity: MIP requires an enterprise setup and may not be suitable for small businesses or individual subscriptions.

1. OneDrive Link Expiration

• If you share the Excel file through a OneDrive link, you can set an expiration date for the link itself:
• This doesn’t impact the file if it’s already downloaded but will stop access to the shared file from OneDrive.
• To set an expiration date for a link in OneDrive:
1. Go to the file in OneDrive and click Share.
2. Click on Anyone with the link.
3. Set the Expiration date under the sharing options.
• Limitations: This only controls access to the online version and not the downloaded file.

Summary:

• VBA: Simple to implement but not fully secure due to the possibility of disabling macros.
• DRM: More robust but may involve additional costs.
• MIP/AIP: Suitable for larger organizations with specific compliance needs.
• Link Expiration: Easy to set but only controls online access.

For your subscription-based service, VBA in combination with DRM might be the best route, as VBA can provide a basic layer of time-limited functionality, while DRM can enforce stricter controls on downloaded files.

My answers are voluntary and without guarantee!

Hope this will help you.