Networking Overview - Setting up file sharing

Setting up file sharing

Networking with MYOB Plus Overview > Putting it all together > Setting up file sharing, mapping network drives and creating shortcuts > Setting up file sharing

Before all the computers on the network can begin making entries into your company's Plus company file, you need to be sure that all the computers can access the file. To do this, you need to designate the folder on the computer in which your company file is stored as a shared folder. This process, known as "setting up file sharing," needs to occur only on the machine in which your company file is stored.

For instructions on setting up file sharing on a computer using Windows 95, Windows 98 and Windows 2000 Me see Setting up file sharing in Windows 95/98/2000 Me. For information about setting up file sharing in Windows 2000 Professional, see Setting up file sharing in Windows 2000 Professional. For instructions on setting up file sharing in Windows NT 4.0 see Setting up file sharing in Windows NT 4.0.

Setting up file sharing in Windows 95/98/2000 Me

Follow these steps to set up file sharing on a computer running Windows 95, 98 or 2000 Me. Remember: You need to follow this procedure only on the computer on which your Plus company file is located.

From the Start menu, choose Settings, then choose Control Panel. When the Control Panel window appears, double-click Network to open the Network Control Panel.

Click the Identification tab. In the Computer name field, enter the name you'd like to use to identify this computer on the network. If necessary, you can also enter the workgroup in which the computer exists. (If you're unsure whether your network uses workgroups, consult the person who assembled your network.) If you want, you can also enter a brief description of the computer.

Next, click the Configuration tab, then click the button labeled File and Print Sharing. The File and Print Sharing window appears.

Mark the box titled I want to be able to give others access to my files.

Click the OK button in the File and Print Sharing window, then click the OK button in the Network Control Panel. Close the Control Panel window, as well. At this point, Windows might display a message that asks you to restart your computer. If you see this message, click Yes to restart the computer.

From the Start menu, choose Programs, then choose Windows Explorer. When the Explorer window appears, click once on the Plus folder to select it, then choose Properties from the File menu. The Properties window for the folder you selected appears.

In the Properties window, click the Sharing tab, then click the Shared As button. Leave the Share Name field exactly as it is (if the folder's name is MYOB11, this field should display MYOB11 in the Share Name field).

The next step depends upon the type of network you've got set up.

If the Properties window has three buttons below the words Access Type, choose either Full (if you want users to access this folder without entering a password) or Depends on Password (if you want to require that users enter a password before they access this folder). If you choose Depends on Password, enter a password in the Full Access Password field.

If the Properties window has a box with the words Name and Access Rights above it, click the Add button below the box. The Add Users window appears. In this window, click either the Full Access button or the Custom button to display the text The world in the appropriate box. If you click the Custom button and then click the OK button, you'll be allowed to choose the amount of access you want each user to have; be sure you choose, at the least, Read Files and Write to Files.

That's it! The company file's folder is shared. Close any windows that are still open by clicking their OK button.

In the next procedure, you'll visit each computer on the network and map a network drive to the folder you just shared. See Mapping network drives for more information.

Setting up file sharing in Windows 2000 Professional

The file and printer sharing component is automatically installed and enabled in Windows 2000 Professional. Follow the steps below to share your Plus folder with other people on your network. Remember: You need to follow this procedure only on the computer on which your Plus company file is located.

From the Start menu, choose Programs, then choose Windows Explorer. When the Explorer window appears, click once on the Plus folder to select it, then choose Properties from the File menu.

In the Properties window, click the Sharing tab. Click the Share this folder button. Leave the Share Name field exactly as it is (if the folder's name is MYOB11, this field should display MYOB11 in the Share Name field).

Next, click the Permissions button to open the Permissions window for the folder.

Review the list of users who currently have access to the Plus folder. If you wish to change the settings in any way, do so at this time. (If you want everyone on your network to be able to access the folder, be sure that the Everyone and Full Control options are selected.)

That's it! The company file's folder is shared. Close any windows that are still open by clicking their OK button.

In the next procedure, you'll visit each computer on the network and map a network drive to the folder you just shared. Go to Mapping network drives to begin.

Setting up file sharing in Windows NT 4.0

When you create a folder in Windows NT, the folder usually becomes shared automatically. You are designated as the owner of that folder on the network, which means that you can control who can access the folder. The process of allowing access to a folder in Windows NT is known as setting permissions. You'll want to set permissions for your Plus folder as soon as possible, especially if you don't want specific people on your network accessing your company's financial data.

If you don't have much knowledge about permissions in Windows NT, we strongly recommend that you ask your network administrator or an MYOB Certified Consultant for help.

Follow these steps to review the permissions on a computer running Windows NT 4.0. Remember: You need to follow this procedure only on the computer on which your Plus company file is located.

From the Start menu, choose Settings, then choose Control Panel. When the Control Panel window appears, double-click Network to open the Network Control Panel.

Click the Identification tab. In the Computer name field, enter the name you'd like to use to identify this computer on the network. If necessary, you can also enter the workgroup or domain in which the computer exists. (If you're unsure whether your network uses workgroups, consult the person who assembled your network.) If you want, you might also be able to enter a brief description of the computer. When you're finished, click OK to close the Network Control Panel.

From the Start menu, choose Programs, then choose Windows NT Explorer. When the Explorer window appears, click once on the Plus folder to select it, then choose Properties from the File menu.

Although folders are usually shared automatically when they're created in Windows NT, it doesn't hurt to check. In the Properties window, click the Sharing tab. If the Not Shared button is marked, click the Shared As button. Leave the Share Name field exactly as it is (if the folder's name is MYOB11, this field should display MYOB11 in the Share Name field).

Next, click the Security tab.

Click the Permissions button.

Review the list of users who currently have access to the Plus folder. If you wish to change the settings in any way, do so at this time. (If you want everyone on your network to be able to access the folder, be sure that EVERYONE or Full Control is entered or selected in the appropriate list.)

That's it! The company file's folder is shared. Close any windows that are still open by clicking their OK button.

In the next procedure, you'll visit each computer on the network and map a network drive to the folder you just shared. Go to the following section, Mapping network drives, to begin.

Networking Overview - Setting up file sharing