How To Share Files Over Network

Introduction

In today’s hyper-connected world, efficient file sharing is the cornerstone of productivity and seamless collaboration. For Australian businesses, especially those with 20–120 staff, mastering network file and folder sharing is essential to ensure that teams—remote or on-site—can access, share, and collaborate on files easily. Whether you’re wirelessly transferring documents across a Wi-Fi network, accessing shared folders on a local network, or sharing data across cloud storage platforms, it’s crucial to understand the tools, risks, and best practices involved.

This guide explores both traditional and modern file sharing methods across Windows 10, Windows 11, macOS, and Linux, including cloud computing services like Google Drive and Resilio Sync. By the end, you’ll be equipped to implement secure, scalable, and user-friendly file sharing for your workplace.

Understanding File Sharing Over Networks

File sharing over a network allows computers and devices to share resources like documents, images, and software through wired or wireless connections. It can happen on a private network, public network, or via the internet using cloud services. Understanding how to set up shared folders and manage folder permissions is vital to avoid potential security risks and maximize team efficiency.

File Sharing Options:

• Local Network (LAN): Share folders across connected computers in the same office using tools like File Explorer and the Shared Folder Wizard.
• Nearby Sharing: Introduced in Windows 10 and enhanced in Windows 11, it allows wirelessly transferring files to nearby Windows devices using Bluetooth or Wi-Fi.
• Public Folder Sharing: Enables files in the Public folder to be accessed by anyone on the network. Suitable for general access.
• Network Drives & NAS: Map a shared folder as a network drive or use Network Attached Storage for central file storage.
• Cloud Storage: Platforms like Google Drive, Microsoft OneDrive, and V2 Cloud allow sharing from anywhere using your Microsoft account or Google Account.

To enable these options, ensure that Network Discovery, Function Discovery Provider Host, Function Discovery Resource Publication, SSDP Discovery, and UPnP Device Host services are running.

Overview of File Transfer Protocols

Protocols control how data moves across a network. Understanding the best file transfer methods for your business is key to maintaining security and compatibility across devices.

Common Protocols:

• SMB File Sharing (Server Message Block): The standard for Windows computers, supporting shared folders and printers.
• SMB Direct: A faster version using RDMA technology for high-performance environments.
• FTP/FTPS: File Transfer Protocol, with or without SSL/TLS encryption. Less secure for public networks.
• SFTP: Secure protocol using SSH. Highly recommended for private and secure file transfers.
• HTTPS: Enables secure file transfers via cloud storage services or web apps.

Comparison Table:

Protocol	Encryption	Use Case	Compatible OS	Notes
SMB/SMB Direct	Optional	LAN file sharing	Windows/macOS/Linux	Default for local networks
FTP	No	Legacy transfers	Cross-platform	Not recommended on public IPs
FTPS	Yes (SSL/TLS)	Secure legacy	Cross-platform	Better than FTP
SFTP	Yes (SSH)	Secure remote	Cross-platform	Highly secure
HTTPS	Yes	Cloud sharing	Universal	Used by Google Drive, V2 Cloud, OneDrive

These file transfer methods are essential for managing shared network content within and outside the business.

Step-by-Step Guides: Sharing Files in Different Environments

A. File Sharing on a Local Network

Using Windows File Explorer (Windows 10/11):

1. Right-click the folder you want to share > Click Properties.
2. Go to the Sharing tab > Click Share.
3. Choose users from the User Accounts or contacts list.
4. Adjust folder permissions (Read/Write).
5. Ensure Network Discovery and File and Printer Sharing are enabled in the Sharing Center.

Using Advanced Sharing:

1. In the folder’s Properties, go to Advanced Sharing.
2. Tick Share this folder, assign a name.
3. Click Permissions to adjust access.

Using Public Folder:

1. Enable via Control Panel > Network and Internet > Network and Sharing Center > Advanced sharing settings.
2. Choose Turn on sharing for Public folder sharing.

macOS (SMB):

1. Go to System Preferences > Sharing.
2. Enable File Sharing > Add folders.
3. Assign user permissions and share via SMB.

Linux (Samba):

1. Install Samba: sudo apt install samba
2. Configure /etc/samba/smb.conf
3. Restart the service and manage user credentials.

B. Sharing Files Over the Internet

Using FTP/SFTP:

1. Install an FTP/SFTP server (e.g., vsftpd, OpenSSH).
2. Configure user access securely.
3. Share login details via secure channels (email addresses, sign-in prompt).
4. Use FileZilla or a command-line tool like Command Prompt or Terminal.

Using Cloud Storage Platforms:

1. Share OneDrive Files: Right-click > Share in File Explorer > Send link via email.
2. Google Drive: Use Share via app or generate a secure link.
3. Dropbox/V2 Cloud: Upload, share using your Microsoft or Google Account.

Cloud computing simplifies sharing across devices—perfect for virtual machines or remote desktops.

C. Peer-to-Peer File Sharing and External Drives

Using Resilio Sync:

• Sync files between devices using P2P protocols—ideal for backup and real-time sync.

Using USB Flash Drives or External Drives:

• Simple and offline, but beware of physical security risks.

Security Considerations

Security is critical when enabling file sharing features:

• Set up a private network instead of a public one.
• Avoid open sharing services over public networks.
• Use administrator passwords and encrypt shared folders.
• Enable Windows Update regularly to apply security patches.
• Use Focus Assist to prevent disruptions during sensitive file transfers.
• Monitor for unusual activity via Windows Search or admin tools.

Your network administrator should implement policies for:

• Folder permissions and visibility
• Blocking unknown devices
• Restricting file types on public shares

Troubleshooting Common Issues

• Missing Shares in File Explorer: Confirm Function Discovery Provider Host and SSDP Discovery are running.
• Can’t access shared folders: Check IP Address configuration and sharing permissions.
• Can’t share using Nearby Sharing: Ensure Wi-Fi and Bluetooth are active and Device visibility is set to Everyone Nearby.
• File transfer fails on USB drives: Check if the drive is formatted correctly (NTFS/FAT32).
• Slow network performance: Reboot your router or switch to a better network drive (SSD preferred).

Use Command Prompt to run ipconfig and check your public IP or local IP for troubleshooting.

FAQs: Sharing Files Over Network

1. Can I share files wirelessly between two Windows computers? Yes, use Nearby Sharing or set up shared folders on the same Wi-Fi network.
2. What’s the difference between OneDrive and Google Drive for file sharing? Both are cloud storage services with secure file sharing. OneDrive integrates deeply with Windows 10/11.
3. Is cloud sharing better than USB drives? Yes, especially for collaboration, remote access, and file history tracking.
4. Can I share files with Android or Samsung Galaxy devices? Use Google Drive, OneDrive mobile apps, or Quick Share on Samsung devices.
5. What’s the safest file transfer protocol? SFTP or HTTPS are the most secure options for sensitive data.
6. How do I manage sharing with multiple user accounts? Use Advanced Sharing or the Sharing Center in Control Panel to assign different permissions.

Best Practices and Tips for File Sharing

• Always use a private network to reduce exposure.
• Organize shared content logically, using folders per department or project.
• Review folder permissions regularly.
• Avoid using outdated methods like the retired HomeGroup feature (Windows 7).
• Train staff on security risks and best practices.
• Use Windows Update to ensure all sharing services remain patched.

For virtual desktop users (e.g., V2 Cloud), ensure that file sharing settings are mirrored between local and cloud environments.

Summary and Further Reading

File sharing is no longer a technical afterthought—it’s a core component of productivity, collaboration, and digital security. Whether you’re using shared folders via File Explorer, leveraging SMB File Sharing in Windows, or working entirely in cloud computing environments, the key is understanding your file sharing options, securing your network, and managing access properly.

Explore Microsoft Support or trusted guides on Google Drive, OneDrive, and virtual machines to fine-tune your file sharing experience. And if you’re looking to scale up, consult your network administrator about V2 Cloud, NAS devices, and advanced permissions to meet growing demands.