Set up sharing for specific files and folders in Win 7 and Win 8

I generally don't use Windows' default data folders; I find it more convenient to create my own hierarchy of folders. (Keep in mind that custom folders should be included in a library, if you want them automatically backed up by Win8's File History.) Fortunately, it's relatively easy to designate individual folders, subfolders, and files for sharing with yourself, a homegroup, or other specific users.

If you're using Win8, just highlight the folder in File Explorer and select the Share tab. Win7's Windows Explorer doesn't have tabs, but you can access most of the same functions by clicking on the Share with option in Explorer's menu bar. (With either operating system, right-clicking the folder gives you most of the same options.)

In Win8, the Share tab will list other user accounts on the local system. Select a specific user or scroll down to Specific people, which opens the File Sharing dialog box. You can also select the homegroup if one is enabled. In the homegroup entry, choosing either the view or view and edit option (see Figure 5) lets you allow or prevent others from making changes to the file or folder.

Figure 5. Windows 8's new Share tab in File Explorer makes it easier to select folders and files for sharing.

In Win7, click Share with and then Specific people; that opens a File Sharing dialog box similar to Win8's.

Curiously, if you want to make a specific folder (other than the Public folder) available to everyone on your network, you must jump through a few extra hoops. You must open the file/folder's properties, select the Sharing tab, and click Share.

Win8 gives other sharing options. Under the Share tab, you'll find options for emailing, printing, faxing, or zipping a file or folder plus burning it to disc. (See Figure 5).

In Win8, if you want to refine control over who can do what with the contents of a shared file/folder, select the Advanced security option from the Share tab. The Advanced Security Settings utility will open, as shown in Figure 6.

Figure 6. Win8's Advanced Security Settings tool lets you set file- and folder-sharing privileges for individual users.

Double-click a specific user, and the Permission Entry dialog box opens (see Figure 7.) You can also specify, among other things, whether those permissions also extend to subfolders and files in those subfolders.

Figure 7. The advanced permissions dialog box lets you specify what a specific user can do with selected folders and files.

Win7 also lets you set specific user permissions for files and folders, but you'll find them in a different place. Right-click the folder and select Properties, then click either the Sharing or Security tabs. Under Sharing, select Advanced Sharing and then Permissions. In the Security tab, highlight the user and then click Edit. (This also works in Windows 8.)

Setting up shared files and folders manually takes some work, but it obviously lets you finely control who can access — and to what level — the data on a PC. When you want to access something shared on another computer, you simply go to the Network section of Windows/File Explorer's navigation panel, click the Expand button for a specific system, and open the file/folder you're looking for.