How to Share Files Over a Network

Sharing files over a network exposes a folder on one computer so other devices on the same local network can open it, and optionally edit it, without copying files on a USB stick or emailing them. On Windows 11 this uses two built-in features, network discovery and file and printer sharing, and the SMB protocol that carries the files. The result is a shared folder with set permissions that other computers reach by the host name, its local IP, or a mapped drive letter.

HomeGroup, the old one-click sharing feature, was removed from Windows in 2018, so the current approach is a shared folder over SMB with network discovery turned on. This guide covers that main method in full, then the lighter options, Nearby Sharing for a quick one-off transfer and a NAS for always-on storage, so you can pick the right tool for the job.

What Are the Ways to Share Files Over a Network?

There are four common ways to share files between devices, and the right one depends on whether you need a permanent shared folder, a one-off transfer, or always-on storage. The cards below compare them so you can choose before following the steps.

The Windows folder method below is the most common for two PCs in the same home. For a dedicated device that stays on, see what network attached storage is. The wider network these devices share is covered in the guide to set up a home network.

What You Need Before You Start

A folder share over SMB needs a short list of items in place before any folder is shared. Confirm each one first so other computers can find and open the share.

• Two or more computers on one network. The devices must connect to the same local network for the share to be reachable.
• The Private network profile. Windows blocks discovery on the Public profile, so the connection must be set to Private.
• An administrator account. Changing sharing settings and folder permissions requires an account with administrator rights.
• The computer name or IP of the host. Other computers reach the share by the host computer name or its local IP address.
• A user account for password-protected sharing. A connection needs a valid account on the host when password-protected sharing is on.
• The folder to share. The folder holding the files must exist on the host computer before it is shared.

How Do You Turn On Network Discovery and File Sharing?

Set the network to Private, then turn on network discovery and file and printer sharing, because a share cannot be found without both. The Public profile hides the computer as a safety default on untrusted networks, so the Private profile comes first.

1. Open Settings, then Network and Internet, and select the active Ethernet or Wi-Fi connection.
2. Set the network profile type to Private so the computer becomes discoverable to others on the same network.
3. Open advanced sharing settings, found by searching Settings for manage advanced sharing settings.
4. Under the Private profile, turn on network discovery and turn on file and printer sharing.
5. Save the changes, and set the same Private profile on every computer that will reach the share.

Network discovery lets computers see each other, and file and printer sharing exposes the shared resources. A network left on Public is the most common reason a share cannot be found. The same settings allow a shared printer, covered in the guide to set up a network printer.

How Do You Share a Folder and Set Permissions?

Right-click the folder, open its Sharing tab, and share it with the Read or Read/Write level that decides whether others can only open the files or also change them. Set permissions carefully, because Read/Write lets other people delete and overwrite the contents.

• Open the Sharing tab. Right-click the folder to share, select Properties, and open the Sharing tab.
• Choose who can access it. Select Share and add the user or group that should reach the folder, or Everyone for open access on the home network.
• Set the permission level. Choose Read for view-only access, or Read/Write to allow edits, new files, and deletes.
• Apply and note the path. Select Share to apply, then note the network path shown, such as \\PCNAME\FolderName.
• Refine if needed. Open Advanced Sharing for the share name and the maximum number of simultaneous users.

Read permission lets others open and copy files without changing them, while Read/Write lets them edit, add, and delete. The lower level is the safe default unless editing is genuinely required.

Should You Keep Password-Protected Sharing On?

Password-protected sharing requires a valid account on the host before another computer can open the share, and it should stay on unless the network is fully trusted. The setting controls whether a login is needed or the share is open to everyone on the network.

• Keep password-protected sharing on for security. Each connection then needs a username and password for an account on the host computer.
• Turn it off only on a fully trusted network. With it off, any device on the network opens the share without a login.
• Create a dedicated sharing account. A separate account with a known password gives other users a clean login without handing over the main account.
• Do not rely on the old HomeGroup. Older Windows offered a HomeGroup for simple sharing, but current Windows replaces it with these account-based shares.

Password-protected sharing keeps the share limited to people with an account. The setting sits in the same advanced sharing settings as discovery, under All Networks.

How Do You Access the Share from Another Computer?

Open File Explorer on the second computer and type the host name or local IP after two backslashes to reach the share. The path uses the host computer name or its local IP over SMB.

1. Open File Explorer on the second computer.
2. Type two backslashes followed by the host computer name into the address bar, such as \\PCNAME, and press Enter.
3. Use the host local IP instead, such as \\192.168.1.50, if the name does not resolve.
4. Enter the username and password for an account on the host if password-protected sharing is on.
5. Open the shared folder from the list to view the files.

A fixed local address makes the IP path reliable, since a changing host IP breaks the path the next time the host reconnects. Fixing that address is covered in the guide to set up a static IP. To open the share like a local disk, right-click This PC, select Map network drive, choose a drive letter, enter the path such as \\PCNAME\FolderName, and select Reconnect at sign-in.

How Do You Send a Quick File with Nearby Sharing?

Nearby Sharing sends individual files and links between two Windows PCs over Bluetooth or Wi-Fi, with no permanent shared folder to set up. It suits a one-off transfer rather than standing shared storage.

1. Open Settings, then System, then Nearby sharing on both PCs and turn it on.
2. Choose whether to receive from everyone nearby or only from your own devices.
3. Right-click the file in File Explorer and select Share, or use the Share button in an app.
4. Pick the other PC from the list of nearby devices that appears.
5. Accept the transfer on the receiving PC to save the file.

Nearby Sharing needs both PCs awake with Bluetooth or Wi-Fi on, and it moves one file at a time rather than exposing a folder. For files that must stay reachable, the folder share above or a NAS is the better fit.

When Should You Use a NAS Instead?

A NAS is a small always-on device that holds the shared folders itself, so files stay reachable even when every PC is off. It removes the need to leave a computer running just to serve a share.

• Always-on access. The NAS serves files on its own, so a share does not depend on one PC staying powered on.
• Speaks SMB. Windows reaches a NAS share by name or IP the same way it reaches a shared folder.
• User accounts and permissions. A NAS adds its own accounts and Read or Read/Write rules for each person.
• Built-in backups. Many units copy their contents to a second drive or the cloud on a schedule.

A NAS is the step up from a single shared folder when several people need always-on storage. The full explanation is in the guide to what network attached storage is.

Common Mistakes to Avoid

• Leaving the network on Public. The Public profile blocks discovery, so the share cannot be found until the profile is set to Private.
• Granting Read/Write when Read is enough. Full write access lets others delete or change files that should stay view-only.
• Forgetting a sharing account. With password-protected sharing on, a connection fails without a valid account on the host.
• Mistyping the network path. The path needs two leading backslashes before the computer name, such as \\PCNAME.
• Skipping a static IP for the host. A changing host IP breaks an IP-based path the next time the host reconnects.

Last Thoughts on Sharing Files Over a Network

Files are shared over a network on Windows 11 by setting the profile to Private, turning on network discovery and file and printer sharing, then sharing a folder over SMB with Read or Read/Write permission that other computers reach by name, local IP, or a mapped drive. HomeGroup was removed in 2018, so this shared-folder method is the current way to share on a local network, and permissions deserve care because Read/Write lets others change the files. The Private profile sits at the start of the process because discovery does not function without it.

For a single quick transfer, Nearby Sharing avoids any standing share, and for always-on storage a NAS holds the files without leaving a PC on. The network these devices share is set up in the guide to set up a home network, and the collected setup guides sit on the PC tutorials hub.

Key Takeaways:

• Set the network profile to Private, because discovery works only on Private, not Public.
• Turn on network discovery and file and printer sharing in advanced sharing settings before sharing.
• Share a folder over SMB and match the permission: Read for view-only, Read/Write to allow edits and deletes.
• HomeGroup was removed in 2018, so a shared folder over SMB is the current local-network method.
• Reach the share from another PC by name or IP, such as \\PCNAME or \\192.168.1.50.
• Use Nearby Sharing for a one-off transfer and a NAS for always-on shared storage.

Frequently Asked Questions (FAQs)