Set up a shared folder for the whole family in Windows 11

Share files and folders among all family members in Windows 11 It may sound complicated at first, but with a few simple steps, you can create a shared space that everyone can access conveniently and securely. Thanks to the latest system updates, creating a shared folder is a customizable process adapted to different family needs, allowing everything from simple read-only access to collaborative editing.

In this article, you'll learn how to prepare your network, assign permissions, and troubleshoot common issues. so that the shared folder works perfectly on all the devices in your home. We'll guide you step by step using natural and simple language, so that any user, regardless of their technical level, can share their files without any headaches.

Why create a shared folder for the family?

The idea of share a folder on the network In Windows 11 it makes it easier for all computers connected to the same Wi-Fi or cable network to access photos, documents, videos or any file without having to send it by email or USB. This saves time, avoids duplicates, and makes digital family life much more organized.

Furthermore, Windows 11 lets you regulate who can see and modify your files., ensuring that only authorized individuals access sensitive information and that important changes are made by the users you select.

Preliminary step: Prepare your home network and your computer

Before you jump into sharing folders, it is essential have the network properly configuredWindows 11 has greatly improved this aspect compared to previous versions, but it still requires you to follow these recommendations:

• Rename your devices to easily identify them on the network. You can do this from Settings > System > About > Rename.
• Make sure your Wi-Fi network is in "Private" mode., never in “Public”, as this activates the detection of other devices and file sharing.
• Turn on network discovery and file and printer sharing: access the "Center network and sharing" and in “Change advanced sharing settings” check the options “discover networks” and “share files”.
• To avoid trouble, disable password-protected sharing in the “All Networks” section if you want to make the folder easier to access (although this slightly reduces security).

Choose the folder you want to share

Once the network is ready, the next step is to decide which folder you want to share. Although technically any folder can be shared, the best option is to create a new one directly to the main hard drive, for example C:\Family o D:\SharedFolderThis way, you can avoid system file permission and protection issues. You can find more details on how to manage permissions at Configure permission inheritance in Windows 11.

Avoid sharing desktop folders, "My Documents," or similar, as they tend to cause more problems and potential errors with antivirus or backups.

How to share a folder in Windows 11 step by step

1. Open File Explorer and locate the folder you want to share. Right-click on it and select "Properties."
2. Within the properties window, go to the tab "Share" and press the button “Advanced Sharing…”.
3. Check the box «Share this folder»You can change the name it will appear under on the network (preferably without accents or spaces).
4. Press on "Permissions" to decide who can access. By default, the group appears All. Here you can select whether you want to allow only reading or also editing and deleting files. To troubleshoot possible sharing errors, it may also be helpful to consult How to resolve the error "access denied to a folder" in Windows.
5. If you want finer control, you can add specific users from the “Add…” button and indicate exactly what permissions each one has.
6. Accept and close all windows. Shared folder ready!

Managing permissions: from simple to advanced

Windows 11 allows you to assign permissions to individual users or entire groups.If the whole family will be using the same local account on each PC, simply leave the "Everyone" group as it is. But if you want, for example, adults to be able to modify files and children only view them, it's a good idea to create separate users with their own passwords on the computer where the folder is shared. To manage this, you can also consult .

Trick: If you want one user's changes to be automatically reflected for others, make sure to give total control Only those who can actually modify files. This way, you avoid overwriting important documents or accidentally deleting a family photo.

How to access the shared folder from another PC on the network

From any other Windows computer on the same network, simply open the File Browser and click on the section "Net" (sidebar). You'll see the name of the computer sharing the folder. Double-click it and all the shared resources will appear, including the family folder. It may also be helpful to check .

If it doesn't appear, you can access it manually by pressing Win + R and writing \\SERVER_NAME\SharedNameIf everything is correct, the folder will open with all its contents. If it asks for a username and password, it must match an account created on the computer sharing the folder, or the "Everyone" user if you granted global permissions.

Sharing folders using OneDrive: the cloud alternative

If your family uses Microsoft accounts, there is a possibility of share folders via OneDriveFiles are kept synchronized in the cloud, and you can assign read-only or edit permissions, and even set expiration dates for access or block downloads of sensitive files. For more details, see .

• Login to OneDrive and select the folder to share.
• Press on Share and choose between “Copy link” (anyone with the link can access it) or “Specific users” (greater privacy).
• Adjust permissions as needed: allow editing, prevent downloading, set an expiration date, password protect, etc.
• You can invite family members by email or send the link by any other means.

This option is ideal for sharing with family members who aren't in the same house or for always having a cloud copy available, although it does require an internet connection. Additionally, if you want to avoid permission issues, you can also consult Restrict access to shared folders in Windows.

Avoid classic mistakes when sharing folders in Windows 11

Sometimes, even after following all the steps, the folder doesn't appear or gives an error when trying to access it from other computers. The most common problems are usually:

• The firewall or antivirus is blocking the connection: Go to the settings and make sure that you allow SMB traffic on the private network.
• The network is configured as public on some devices: always switch to “Private”.
• The users do not exist on the sharing computer: Make sure to create accounts with the same username and password on all PCs if protected access is required.
• SMB 1.0 is not enabled (only necessary if you are going to access it from very old computers or devices that require it, such as an older network printer).
• Old credentials have been saved that are no longer valid: delete them from the “Credentials Manager” in the Control Panel.

Advanced solutions: network names, fixed IPs and hosts file

If you are having a hard time getting your devices to show up in the "Network" section, there are some Tricks additional measures that may solve the problem:

• Assign a fixed IP to each server computer. This way it will be much easier to always access the folder, even if the router restart.
• Instead of accessing by name, you can use the IP: \\192.168.1.15\FamilyFolder.
• If it still doesn't work by name, edit the file hosts en C:\Windows\System32\drivers\etc\hosts adding a line like “192.168.1.15 server.” This way, the “server” name will always point to the correct IP address.

Security: Custom Users, Groups, and Permissions

A good practice for large families or sharing with friends is create separate user accounts and, if necessary, user groupsIn Windows 11 Pro, you can manage this from the "Local Users and Groups" > "Users" and "Groups" tool.

• Create a “Family” group and add all members.
• Assign custom permissions for the group on the shared folder.
• If you want, create users with read-only permissions (for example, for children) and others with “Full Control” (for adults).

This allows for detailed and scalable management if more members are added in the future.

How to access the shared folder from other operating systems

Not only Windows computers can access the shared folder. teams with Linux (e.g. Ubuntu) can do it too. From the Ubuntu file explorer, simply go to "Other Locations" and enter the SMB path (example: smb://192.168.1.15) and enter the corresponding credentials. You can also consult How to share folders in Hyper-V.

Practical tips and common mistakes

• Avoid using team names with Symbols discounts (eñes, accents, spaces) to avoid access problems from other devices.
• The dollar symbol at the end of the folder name (Folder$) allows you to create hidden shared folders, only accessible by typing the exact path.
• Using the same passwords for all accounts helps ensure access works without having to enter the password every time, although it's not the most secure if your network isn't very "familiar."
• Some antivirus programs block SMB connections by default. Always check your settings if access fails.
• Backups work best when the shared folder is in a simple location, without long paths or strange characters.

How to create a desktop shortcut for a shared folder

To facilitate access to all members, you can add a shortcut to the desktopYou can find out how to do it at create direct links in Excel. You just need to enter the network path, for example \\server\FamilyFolder or the route with IP.

Safety and maintenance recommendations

To maintain the privacy and security of family information:

• Update Windows regularly to avoid vulnerabilities. It may also be helpful to consult How to hide and protect confidential emails.
• Don't share personal or sensitive folders unless you have good control over permissions.
• Make regular backups of shared content, especially valuable documents or old photos.
• Limit access to guests and temporary users. If the need for sharing ends, remove permissions or the shared folder.

Following all these steps and recommendations, you will have The peace of mind that family information is accessible only to those who should and with the level of control that you decide at any given time.Creating and managing a shared folder in Windows 11 is easier than it seems, and it allows you to centralize documents, photos, videos, and all types of files, making it easier to organize your home environment without complications.

Related article:

How to share files and folders on a local network in Windows 11

Isaac

Passionate writer about the world of bytes and technology in general. I love sharing my knowledge through writing, and that's what I'll do on this blog, show you all the most interesting things about gadgets, software, hardware, tech trends, and more. My goal is to help you navigate the digital world in a simple and entertaining way.