Setting up a company-file folder on a Windows host

When several users are to work with a company file simultaneously, it must be stored on a host computer to which each user has access. Consider these tips for choosing a suitable host:

■	Host the company file on the most powerful computer in the network Users on workstations will enjoy better performance if the company file is stored on the most powerful computer in your network—the fastest, with the most memory.

■

Host the company file on the key employee’s computer If one employee will use the company file more than anyone else, consider storing the company file on that employee’s computer. This person will experience better performance from accessing the company file directly, compared with accessing it across the network.

■	Host the company file on a backed-up computer If you store all your important files on a central host that is backed up frequently, it is a good idea to also store your company file on that host. The company file will then be backed up along with all your other vital data.

To share a folder on Windows Vista

This procedure applies to Windows Vista users. If this procedure does not apply to your network configuration, consult a networking expert or read Windows Vista help to set up appropriate sharing access and permissions.

1	Log in as an administrator if only administrators can set permissions on your computer.

2	In Windows Explorer, create a folder named Company_Files in a convenient location, for example, c:\Company_Files. This folder is where the shared company file will be stored.

3	Right-click on the Company_Files folder and choose Share. The File Sharing window appears.

4	Click in the Permission Level column next to the Everyone user group and choose Co-owner. This enables full control permission.

note : Everyone group

If the Everyone group does not appear in the list, select it from the menu field above the list and click Add, then assign access permission as per the above step.

5	Click Share. In the confirm window that appears, click Done.

6	In Windows Explorer, move the company file to the Company_Files folder you just created on the host.

7	Continue with Accessing the shared company file from a workstation.

To share a folder on Windows 2000 Professional or XP

This procedure applies to Windows 2000 Professional and XP. Consult a networking expert or read the Windows help to set up appropriate sharing and access permissions if this procedure does not apply to your network configuration.

1	Log in as an administrator if only administrators can set permissions on your computer.

2	In Windows Explorer, create a folder named Company_Files in a convenient location, for example, c:\Company_Files. This folder is where the shared company file will be stored.

3	Right-click the Company_Files folder and choose Properties.

4	In the Company_Files Properties window, click the Sharing tab and set the fields and controls as shown below.

Share this folder (Share this folder in the network)	Select this option. If your network does not have workgroups or you are logged in to a domain, select the Share this folder in the network option, and then complete the wizard that appears.
Share name	Type the name that will be seen by users accessing the folder from their workstations, for example, Company_Files.
Comment	Type a description that users will be able to read in the folder’s Property window. This option is not present if your network does not have workgroups or you are logged in to a domain.
Maximum allowed	Select this option to allow as many users as possible to simultaneously access the company file. This option is not present if your network does not have workgroups or you are logged in to a domain.
Allow network users to change my files	Select this option. This option is not present if your network does not have workgroups or you are logged in to a domain.

5	If your network does not have workgroups or you are logged in to a domain, continue with step 8.

6	Click Permissions.

7	In the Permissions for Company_Files window, click the Everyone user group, set the Allow and Deny checkboxes in the Permissions list as shown below and click OK.

Permissions for Everyone	Allow	Deny
Full control	Select	Deselect
Change	Select	Deselect
Read	Select	Deselect

8	In the Company_Files Properties window, click OK.

9	In Windows Explorer, move the company file from its present location to the Company_Files folder on the host.

10	Continue with Accessing the shared company file from a workstation.

To share a folder on Windows 2000 Standard

If this procedure does not apply to your network configuration, consult a networking expert to set up appropriate sharing and access permissions, or read the Windows help (search for sharing files or sharing resources). Some versions of Windows have file sharing disabled by default, so you must enable file sharing. If file sharing is already enabled, you can begin with step 7.

Enable file sharing

1	Open the Network control panel.

2	In the Configuration tab, click File and Print Sharing.

3	In the File and Print Sharing window, select the I want to be able to give others access to my files option and click OK.

4	On the Identification tab, complete the following fields and click OK.

Computer name	Type the name that will be visible in Network Neighborhood (My Network Places on some versions of Windows).
Workgroup	Type the name of the workgroup or domain to which this computer belongs. If you are not sure whether workgroups or domains have been created on your network, consult a networking expert.

5	In the Network control panel, click OK.

6	If a message asks you to restart the computer, click Yes.

Share a company-file folder

7	In Windows Explorer, create a folder named Company_Files in a convenient location, for example, c:\Company_Files. This folder is where the shared company file will be stored.

8	Right-click the Company_Files folder and choose Properties.

9	In the Company_Files Properties window, click the Sharing tab and set the fields and controls as shown below.

Shared As	Select this option
Share Name	Type the name that will be seen by users accessing the folder from their workstations, for example, Company_Files.
Comment	Type a description that users will be able to read in the folder’s Property window.

10	Set the access permissions according to which groups of controls appear on the Sharing tab.

■	Access Type controls group Select the Full option and type a password in the Full Access Password field. (Users will have to type this password to access the company file in the Company_Files folder.)

■	Name and Access Rights controls group Click Add and then, in the Add Users window, click:

■	Full Access to allow all users unlimited access to the Company_Files folder, or

■	Custom, check ‘The world’ item, then click OK and choose Read Files and Write to Files.

11	In the Company_Files Properties window, click OK.

12	In Windows Explorer, move the company file from its present location to the Company_Files folder on the host.

13	Continue with Accessing the shared company file from a workstation.

Related Topics

■	Preparing company files for multiple users

■	Setting up the network hardware

■	Accessing the shared company file from a workstation