How to Set Up a File Sharing Server for a Small Company (Step-by-Step Guide)

Setting up a file-sharing server on your network can help improve collaboration and data accessibility in a small company. In this guide, we will walk you through the process of creating a Windows 11-based file-sharing server, setting up user permissions, and enabling hidden file sharing.

Let’s get started! 🚀

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🛠️ Step 1: Create a Shared Folder

1. Open File Explorer (Win + E).
2. Navigate to the C: drive.
3. Right-click inside the drive and select New > Folder.
4. Name the folder (e.g., Technology_Share).
5. Press Enter to create the folder.

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👥 Step 2: Create User Accounts

We will create four users and assign them to two groups:
✅ Group_S (Special Permission: Read, Write, Modify)
✅ Group_N (Normal Permission: Read-Only)

1. Right-click on the Start Menu and select Computer Management.
2. Expand Local Users and Groups.
3. Click on Users.
4. Right-click and choose New User.
5. Fill in:
   • Username: User1
   • Password: 123
   • Check:
     • ✅ “User cannot change password”
     • ✅ “Password never expires”
   • Click Create.
6. Repeat steps for User2, User3, and User4.

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👨‍💻 Step 3: Create User Groups

Now, let’s create the groups and assign users.

1. In Computer Management, click on Groups.
2. Right-click and select New Group.
3. Name the first group Group_S (for special permissions).
4. Click Add, type User1, then Check Names.
5. Repeat for User2.
6. Click OK and then Create.
7. Repeat the process for Group_N (normal permission) and add User3 & User4.

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📂 Step 4: Configure Folder Sharing

1. Right-click on Technology_Share and select Properties.
2. Navigate to the Sharing tab.
3. Click Advanced Sharing.
4. Check “Share this folder”.
5. Click Permissions:
   • Remove Everyone.
   • Click Add, type Group_S, and Check Names.
   • Grant Full Control.
   • Click Add, type Group_N, and Check Names.
   • Grant Read-only access.
6. Click OK > Apply > OK.

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🔐 Step 5: Set Security Permissions

1. Go to the Security tab in the folder’s Properties.
2. Click Edit > Add.
3. Type Group_S, then Check Names.
4. Assign Full Control and click Apply.
5. Repeat for Group_N but only allow Read permission.
6. Click OK > Apply > OK.

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📡 Step 6: Enable Network Sharing

1. Right-click the Start Menu and go to Settings.
2. Navigate to Network & Internet.
3. Click Advanced Network Settings.
4. Select Advanced Sharing Settings.
5. Enable:
   • ✅ Network Discovery
   • ✅ File & Printer Sharing
   • ✅ Automatic Setup of Network Devices
6. Close the window.

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🌐 Step 7: Access the Shared Folder from Another Computer

Method 1: Use Network Drive

1. Open File Explorer on another computer.
2. Click This PC > Map Network Drive.
3. Choose a drive letter (e.g., Z:).
4. Enter \\[SERVER_IP]\Technology_Share (replace [SERVER_IP] with your actual server’s IP address).
5. Click Browse and select the folder.
6. When prompted, enter:
   • Username: User1 or User3
   • Password: 123
7. Click Finish.

📌 Test User Permissions:

• User1 & User2 (Group_S): ✅ Can read, write, modify, and delete files.
• User3 & User4 (Group_N): ❌ Cannot delete or modify files, only read.

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🕵️‍♂️ Step 8: Share a Hidden Folder

If you need to share a hidden folder, follow these steps:

1. Create a new folder (e.g., HiddenFolder).
2. Right-click > Properties > Sharing tab.
3. Click Advanced Sharing > Share this folder.
4. Append a $ sign to the share name (e.g., HiddenFolder$).
5. Click Permissions and set user access (e.g., only User1).
6. Click Apply > OK.

To access the hidden folder from another computer:

1. Open File Explorer.
2. In the address bar, type: \\[SERVER_IP]\HiddenFolder$
3. Enter the credentials (e.g., User1, 123).
4. You can now access the folder!

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🎯 Final Thoughts

Congratulations! 🎉 You’ve successfully set up a Windows 11 file-sharing server for your small business. Now, your team can securely share files while maintaining controlled access.

🔗 Key Takeaways:

✅ Create users and groups with appropriate permissions.
✅ Enable network discovery and file sharing.
✅ Use mapped network drives for easy access.
✅ Protect sensitive data with hidden folder sharing.

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