What a shared folder does and where to create one

A shared folder is a directory on your computer or in cloud storage that multiple people can access, edit, and save files to from their own devices. Instead of emailing files back and forth or using a USB drive, everyone works from the same location. Changes appear for all users almost immediately.

You can create a shared folder three ways: on your local Windows or Mac computer (so people on your home or office network can access it), through cloud storage like Google Drive or OneDrive (so people anywhere with the link can access it), or by inviting specific people to collaborate on a folder that lives in the cloud. The method you choose depends on who needs access and whether they're in the same physical location as your computer.

Local network sharing works best for small teams in one office. Cloud sharing works best when people are remote, traveling, or need to access files from phones and tablets. This guide covers all three.

Key Takeaways

  • On Windows, right-click a folder, select Properties, go to the Sharing tab, and click Share to add specific people from your network.
  • On Mac, select a folder, click File menu, choose Share, and enter the names or email addresses of people you want to give access to.
  • Google Drive and OneDrive let you create a shareable link or invite specific people, and changes sync automatically across all devices.
  • Network sharing requires people to be on the same WiFi or connected network; cloud sharing works anywhere with an internet connection.
  • You can set permissions so some people can only view files while others can edit or delete them.

Creating a shared folder on Windows

On Windows, you can share a folder so that other people on your home or work network can open it from their computers. First, create a new folder or pick an existing one you want to share. Right-click the folder and select Properties. Click the Sharing tab at the top of the window.

Click the Share button. A window will open showing your network. Type the name of the person you want to share with (or start typing their username if they're on your work network). Windows will search and show matching names. Click the name when it appears, then click Add. Repeat for each person.

Before you click Share at the bottom, you'll see a dropdown menu next to each person's name. This controls what they can do: Read means they can open and copy files but not change them. Read/Write means they can edit, delete, and add files. Choose the permission level for each person, then click Share. Windows will confirm the folder is now shared.

The other people on your network can now find this folder by opening File Explorer, clicking Network on the left, finding your computer name, and opening the shared folder. If they can't see it right away, they may need to restart their computer or refresh the network view.

Creating a shared folder on Mac

On Mac, open Finder and create a new folder or select an existing one. With the folder selected, click the File menu at the top and choose Share. A submenu will appear with sharing options. Click Add People or the person icon.

A sharing window will open. Type the email address or name of the person you want to share with in the text field. If they're in your Contacts, their name will appear as you type. Click their name to select them. Repeat for each person you want to add.

Next to each person's name, you'll see a dropdown menu (usually set to Can view). Click it to change permissions: Can view means read-only, Can edit means they can modify files, and Can manage means they can also change who has access. Choose the right permission for each person.

Click Share when you're done. Mac will send an invitation to each person. They'll receive an email or notification and can then access the folder from their own Mac. On their computer, the shared folder will appear in Finder under Shared or in their iCloud Drive if they're using iCloud.

Sharing a folder through Google Drive

Google Drive works on Windows, Mac, iPhone, and Android, and is often simpler than network sharing because people don't need to be on the same network. Open Google Drive in your web browser (drive.google.com) and click New on the left side. Select Folder and give it a name.

Right-click the folder you just created and select Share. A window will open. Type the email address of each person you want to share with, one at a time. As you type, Google will suggest matching contacts. Click each person's name to add them. You can also paste multiple email addresses separated by commas.

Before you send invitations, check the permission dropdown (usually set to Editor). Viewer means they can only open and read files. Commenter means they can view files and leave comments but not edit them. Editor means they can add, edit, and delete files. Choose the right level, then click Share. Google will send invitations to each person.

Alternatively, if you want to share with anyone who has the link (rather than specific people), click Change to anyone with the link in the sharing window. You can then copy the link and send it however you want — email, text, Slack, or anywhere else. This is faster if you have many people to add, but less secure because anyone with the link can access it.

Sharing a folder through OneDrive

OneDrive is Microsoft's cloud storage and works similarly to Google Drive. Open OneDrive in your web browser (onedrive.live.com) or through the OneDrive app on your computer. Click New and select Folder. Give it a name.

Right-click the folder and select Share. A panel will open on the right side. Type the email address of each person you want to share with. OneDrive will suggest contacts as you type. Click each name to add them. You can add multiple people before sending invitations.

Check the permission dropdown next to each person's name. Can view is read-only. Can edit lets them modify files. Choose the right permission, then click Share. OneDrive will send invitations. You can also click Copy link to create a shareable link instead of inviting specific people.

People you invite will see the folder in their OneDrive and can open it from any device — computer, phone, or tablet. Changes sync automatically, so if one person adds a file, everyone sees it within seconds.

Changing permissions and removing access later

After you've shared a folder, you can change who has access or what they're allowed to do. On Windows or Mac, right-click the shared folder, select Properties or Share, and look for the current list of people. You can remove someone by clicking the X or minus button next to their name, or change their permission level by clicking the dropdown.

In Google Drive or OneDrive, right-click the folder and select Share again. The sharing panel will show everyone who currently has access. To remove someone, click the X next to their name. To change their permission, click the dropdown next to their name and select a new level. Click Save or Share to apply changes.

If you shared a folder using a link, you can disable the link at any time by clicking Change to restricted or Disable link in the sharing settings. This immediately revokes access for anyone who had the link, even if they haven't opened it yet.

Troubleshooting shared folders that aren't working

If someone can't see a shared folder on your Windows or Mac network, first check that both computers are on the same WiFi network or connected to the same office network. Ask them to restart their computer and try again. On Windows, they should open File Explorer, click Network, and look for your computer name. On Mac, they should open Finder and look under Shared.

If they still can't see it, check your firewall settings. On Windows, open Settings, go to Privacy & Security, click Firewall & network protection, and make sure File and Printer Sharing is turned on. On Mac, open System Settings, click General, then Security & Privacy, and check that file sharing is enabled.

For cloud storage, if someone says they can't access a Google Drive or OneDrive folder, verify that you actually sent them an invitation and that you used the correct email address. Ask them to check their email (including spam folder) for an invitation link. If they still can't access it, remove them from the sharing list and add them again with the correct email address.

If files aren't syncing across devices in Google Drive or OneDrive, check your internet connection and make sure you're signed in with the same account on all devices. Try closing and reopening the app or refreshing the browser. If one person's changes aren't showing up for others, they may need to close the file and reopen it.

Frequently Asked Questions

Can I share a folder with someone outside my organization or network?

Yes, but only through cloud storage like Google Drive or OneDrive. Network sharing on Windows and Mac only works for people connected to your local network. With cloud storage, you can invite anyone by email address or share a link with anyone, regardless of where they are.

What's the difference between sharing a folder and sharing individual files?

When you share a folder, everyone can see all the files inside it and any new files added later. When you share individual files, only those specific files are accessible. Sharing a folder is better for ongoing collaboration; sharing individual files is better when you want to control exactly what each person sees.

Can I share a folder with someone who uses a different operating system?

Yes, if you use cloud storage. Google Drive and OneDrive work on Windows, Mac, iPhone, and Android. Network sharing on Windows only works with other Windows computers, and Mac network sharing works best with other Macs, though some cross-platform access is possible with extra setup.

What happens if I delete a file from a shared folder?

Everyone loses access to that file. In cloud storage, you may be able to recover it from the trash or recycle bin for a limited time (usually 30 days). On network shares, recovery depends on whether your computer has backups enabled. Always be careful when deleting from shared folders, especially if others are using those files.

Can I share a folder that's already inside another shared folder?

Yes, but it can get confusing. If you share Folder A, and Folder B is inside Folder A, people with access to Folder A will already see Folder B. You don't need to share Folder B separately unless you want to give different people access to it. Keep your folder structure simple to avoid permission conflicts.