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Windows Server

Windows Server 2008 R2 : Configuring Folder Security, Access, and Replication - Share Folders

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Sharing a folder makes it visible and accessible to the users and groups that have been granted share-level permissions across the network. Share-level permissions are different from NTFS permissions. NTFS permissions are rooted in the file system, while share permissions provide for network accessibility to a folder. When you implement folder sharing, you will also set permissions for each of the shares that are created in your network.

1. Create a Shared Folder

When you are ready to start making folders available across your network, you will need to do the following:

  1. Open Windows Explorer.

  2. Locate the desired folder.

  3. Right-click the folder.

  4. Choose Properties.

  5. Select the Sharing tab.

  6. Click Share. The File Sharing dialog box will open (see Figure 1).

  7. Type in the name of the user or group with whom the folder will be shared, and click Add.

    By default the user permissions will be assigned as Read unless you change them to Read/Write.

  8. Set the desired permission level.

  9. Click the Share button.

    Notice that the network path to the share is displayed.

  10. Click Done.

Figure 1. File Sharing dialog box

Once a folder is shared, it becomes accessible from other network locations. The permissions on the share provide some degree of control on the level of access to the folder.

Share permissions are implemented with either an Allow or Deny option. The levels of permission are Full Control, Change, and Read.

2. Implement Advanced Sharing

To implement advanced sharing, follow these steps:

  1. Open Windows Explorer.

  2. Locate the desired folder.

  3. Right-click the folder.

  4. Choose Properties.

  5. Select the Sharing tab.

  6. Click the Advanced Sharing button. The Advanced Sharing dialog box will open (see Figure 2).

    At this point, you have the option to select the box to share the folder. One of the great features of using advanced sharing is the ability to limit the number of simultaneous users on a shared folder. You will notice that by default "only" 16,777,216 users can connect to this share. That seems a little high to us. Change that to a number that is appropriate for your share.

  7. Click the Permissions button.

  8. Click Add to include users or groups for permissions to this share.

  9. Click OK to close the Permissions dialog box.

  10. Click OK to close the Advanced Sharing dialog box.

Figure 2. Advanced Sharing dialog box

We know you saw that extra button labeled Caching and wondered why it was there. In short, caching can make the share available to users when they are not actually connected to the network.

3. Resolve Permission Conflicts

When you implement shared folders from an NTFS file system, there are two different permissions that are going to be applied to each user or group that attempts access to the folder. If these two types of permissions are complementary, meaning that they are both set to allow the same level of access, then there are no real issues to address. However, if there is a difference in the level of permissions assigned, then the level of access will be limited.

When resolving disparate permissions in shared NTFS folders, a couple of simple rules make this process easy to understand:

  • Rule 1: Deny permissions always override Allow permissions.

  • Rule 2: When the share and NTFS permissions are different from one another, the most restrictive permission will be applied.

Let's say you had a shared folder that had a test user who was assigned Read permissions to the share. The same test user is also assigned Write permissions to the NTFS folder. The two permissions are not complementary, so the most restrictive takes precedent. The user would have an effective permission of Read.

Let's say that test user 2 has Full Control permission on the same share and has been denied Read access on the NTFS folder. These permissions are definitely not complementary, and the Deny permission would override Allow Full Control. The effective permission would be Deny Read.

These two simple rules will suffice to handle the vast majority of cases in which permissions are not complementary between NTFS and shared folders. The recommendation is that you plan as you assign permissions to folders in NTFS and folder shares.

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