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In Office 365 SharePoint online, my users are in custom Groups with specific Read/Write Access to different Document Libraries.

User John has Read-access to a folder called "Clients" inside a Documents Library called "BUSIT" because he belongs to a Group called "Project Manager". There are other members in this Group as well.

Now, I want to set additional permissions so that John does not have any access to a specific folder (called "YouHaveNoAccess") inside this "Clients" folder. I have used "Stop Inheriting Permissions" on the folder "YouHaveNoAccess" but unsure what to do next or if I am even on the right path. Need to figure out how to exclude him from this one folder, even though he has access to all the other folders inside "Clients".

(We do not user PowerShell.)

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    If "Project Manager" group has access to "YouHaveNoAccess" folder, you cannot exclude him from this folder. You will have to remove "Project Manager" group access from this folder only then he will not be able to access the folder. You may need to create separate group to grant access to restricted folders. Let me know if it clarifies your doubt or you still need help with this.
    – Ganesh Sanap - MVP
    Commented Sep 10, 2023 at 6:08
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    @GaneshSanap-MicrosoftMVP Thanks. So, really there is no way to restrict his access from this one folder if he belongs to the Group that has access to it, correct..?? Even if I create a second group for him with no access to the restricted folder, he will still be able to access it as he would still belong to the first Group, correct...??
    – user3512522
    Commented Sep 10, 2023 at 17:27
  • @Saira I understand that. My question was can John be BOTH in the original group where he has access and then also in a new Group, where he does NOT have access to that one folder, and this second Group takes precedence over the first Group and he is denied access to that one folder....??
    – user3512522
    Commented Sep 10, 2023 at 23:14
  • @Saira Ok. How would I remove direct access for only him for that one folder is the million-dollar question. Can you please expand..??
    – user3512522
    Commented Sep 11, 2023 at 2:36
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    You have to create another group where John will not be a member of the group, Assign permissions to this new group on restricted folder and remove old group from restricted folder permissions.
    – Ganesh Sanap - MVP
    Commented Sep 11, 2023 at 2:53

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If "Project Manager" group has access to "YouHaveNoAccess" folder, you cannot exclude particular group member (John) from this folder.

You will have to remove "Project Manager" group access from this folder. Then only John will not be able to access the folder. You will have to create separate group to grant access to restricted folders.

Follow below steps:

  1. Create one more SharePoint group (say you named it as a "Restricted Group")
  2. Add all members/users from "Project Manager" group to the new "Restricted Group" except John. John should not be the member of the new "Restricted Group"
  3. Go to permissions settings of "YouHaveNoAccess" folder and "Stop Inheriting Permissions" for "YouHaveNoAccess" folder
  4. Remove "Project Manager" group from "YouHaveNoAccess" folder permissions
  5. Add "Restricted Group" group to "YouHaveNoAccess" folder permissions

This way, all users will have access to "YouHaveNoAccess" folder except John.

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