Shared resources in Windows: what they are and how to use them correctly on a network

Using shared resources in Windows is one of the most widely used features in business and home environments to facilitate collaboration and file access between different devices connected to a network. This feature allows resources such as folders or printers to be distributed so that other users can access them, regardless of whether they are physically close or far away, as long as they are connected to the same network.

Understanding how to properly configure and manage these shared resources is critical. to maintain data security, prevent unauthorized access, and improve efficiency in collaborative work. Throughout this article, we'll cover in depth what shared resources are, how they work in different OS Windows and what good practices we should follow to implement them without problems.

What is a share in Windows?

A shared resource is a folder, printer, or storage drive. storage which can be accessed by other network users. These resources are configured so that they can be available from different devices., whether they are within the same local area network (LAN) or through remote connections via VPN or hybrid access. Access is managed through permissions defined by the system administrator.

The most common file-sharing protocol in Windows is SMB (Server Message Block), which has evolved in different versions depending on the operating system. Windows supports both SMB clients and servers and allows you to configure shared resources on computers running home versions like Windows 10 or professional versions like Windows Server.

Advantages of file sharing in Windows

• Facilitates teamwork, since multiple users can access the same documents without having to send emails with attachments.
• Centralize information securely, allowing permission control to be applied at the user or group level.
• Allows scalability, from small home networks to large business infrastructures with hundreds of users.
• Active Directory Integration, which allows you to manage access based on group policies from a single server.

How to share resources in Windows?

The process of sharing files in Windows may vary slightly depending on the operating system version and whether you're sharing files from a server or client. Below, we'll explain how to do this, from the simplest methods to the most advanced configurations.

1. Sharing a folder in a basic way

This is the simplest method and is done from the file explorer:

• Right-click on the folder you want to share.
• Choose Properties and then the tab Share.
• Click on Advanced sharing and check the box Share this folder.
• From here you can set a name for the share and define read or write permissions for users.

This method is useful in small networks where you only need to share the folder with a few users without detailed security configuration.

2. Assign advanced permissions

Beyond the basic read or write permission, you can control access at the file system level (NTFS). To do this:

• Go again to Properties from the folder and select the tab Security.
• Click on Edit and then Add to select the users or groups that will have access.
• Defines permissions as Read, Modify o Full Control.

It is advisable to grant more restrictive NTFS permissions and use broader sharing permissions. This prevents unprivileged users from manipulating sensitive files.

Create users and groups for shared resources

In business environments, the ideal is create special user accounts and group them into roles depending on the level of access they need. This can be done from computer Management on Windows Server or locally in professional versions.

Steps to create users and groups

1. Opens server administrator and select Tools > Team management.
2. Go to Local users and groups and select Users.
3. Create new users as user1, user2, etc., and then group them into Group_A (full access) or Group_B (read only).
4. From the tab of Permissions In the shared folder, assign the groups appropriately.

This approach facilitates mass user management., since you can modify permissions for an entire group without doing it user by user.

How to see which folders you are sharing

If you've shared multiple folders and can't remember which ones, you have two ways to check:

Using Computer Management

1. Right click on “This PC” and select Manage.
2. Go to Shared folders > Shared.
3. Here you will see all shared folders, even hidden ones (like C$).

Using the command console (CMD)

Opens DCM and type the command:

net share

You'll get an immediate list of currently active shares.

Create hidden shares

To hide a shared folder so that it does not appear when someone browses the network, simply add a dollar sign ($) to the end of the name. Example: Resources$

Users will only be able to access it if they know the full path: \\Servidor\Recursos$

Map a network drive on the client computer

To make it easier to access a shared folder, you can map it as a network drive. This will show up as an additional drive in File Explorer.

1. Open the browser and select This team.
2. Click on Connect to network drive.
3. Choose a drive letter and type the path to the share (for example: \\192.168.1.100\Documentos).
4. Check the box Reconnect on login if you want the connection to remain active.

Access-Based Enumeration (ABE)

Windows allows a user to see only the folders they have permission to, hiding the rest. This feature, called Access-Based Enumeration, improves security and usability.

To activate it:

• Open the DFS Management console on a server with the role installed.
• Select the share and enable access-based enumeration from its properties.

Creating Shares from the Command Line

For advanced users or administrators who want to automate tasks, it is possible to create and manage shared resources from CMD.

Some useful commands:

• net share Recursos=E:\Documentos /grant:usuario,full
• icacls "E:\Documentos" /grant usuario:(OI)(CI)F /T
• net session – Shows active sessions.
• net file – Files opened over the network.
• net file ID /close – Close file with that ID.

Protection, backup and restoration

A critical point in any file sharing environment is protection against loss or corruption of information. It is recommended:

• Activate shadow copies to restore previous versions of files.
• Implement policies of backup periodic, preferably automated.
• Avoid granting full control to standard users that they can take possession of files.
• Limit permission inheritance when necessary and review security properties regularly.

Sharing files from outside the network (secure remote access)

In teleworking or hybrid access contexts, there are tools such as MyWorkDrive, which allow:

• Web access to shared resources without a VPN.
• Edit documents from Office Online while keeping them on local servers.
• Drive mapped via the Internet.
• Two-factor security, OneDrive integration, and secure access for external collaborators.

Managing shared resources in Windows goes far beyond simply checking a box to share a folder. It involves Understand permissions, configure users and groups, apply good security practices, and facilitate access both local and remote for users. When done correctly, it becomes a powerful productivity tool in any IT environment. With today's command-based automation options, cloud integration, and advanced access controls, this functionality can be adapted to almost any need.