Types Of File Sharing

Sharing has come a long way since the days of moving files around by paper. Depending on your two-PC setup, there are a number of ways to share resources between two computers. These methods include sneakernet, direct cable connection, networks, email, and Internet.

Sneakernet. Smart Computing's online dictionary defines "sneakernet" as "Jargon that describes the transfer of data through physical means, mainly by walking diskettes or storage tapes from one location to another. Sometimes called floppynet, shoenet, and walknet." Today's more popular mediums for sneakernetting include CDs, DVDs, USB (Universal Serial Bus) Flash drives, ZIP disks, and other portable hard drives.

Direct cable connection. There are several ways to share resources using a direct cable connection, such as via parallel interlink cable (for LPT ports), a serial null modem cable (for COM ports), an Ethernet CAT 5 cable (for network adapters), a USB link cable (for USB interfaces), a FireWire cable (for high-speed, 400Mbps [megabits per second] FireWire connections) and via infrared connections (without a need for cables), if both computers have the required hardware.

If you're using the popular Ethernet method to connect two PCs to each other directly, the two PCs have to be connected with a crossover cable. With this type of cable, data can be sent in both directions simultaneously, with a maximum available bandwidth of 200Mbps, or 100Mbps each way.

Networks. A network enables two or more computers to communicate with each other. There are a number of network topologies (designs), but the most common smaller setups include Ethernet peer-to-peer (in which two or more PCs connect to each other directly) and star network (in which one or more PCs connect to a central PC) designs. A typical network setup would include both hardware (a hub/switch and Ethernet adapters/cables) and software (protocols, clients, and services).

Email. You can share files through email simply by attaching one or more files to a message before sending the message. Depending on your ISP, you may only be able to send smaller files (around 1MB to 3MB), otherwise you'll receive an "over-the-limit" message. You can send any file on your PC through email. But remember, if you send a file, the recipient's PC must have a file viewer or a compatible program that can open the file.

Internet. There are a number of ways to share files across the Internet. Online storage and collaboration Web sites such as Xdrive (www.Xdrive.com) are a popular method. Other methods include FTP programs, remote control programs such as pcAnywhere or GoToMyPC, or other options including peer-to-peer programs (Gnutella) and instant messaging (Microsoft's MSN Messenger or Yahoo!'s Instant Messenger) programs.

Setting It All Up

Let's walk through setting up a network between two PCs to share files and printers. For this article, we'll set up a two-PC network and detail each step taken from start to finish, showing you how to create a convenient file- and printer-sharing setup. This setup will include a four-port router/switch, two PCs, two onboard network adapters, three CAT-5 Ethernet cables, and one inkjet printer. Both PCs will be powered by Microsoft Windows XP Professional.

The hardware. The hardware chosen for this simple two-PC file- and printer-sharing setup includes a Linksys (www.linksys.com) EtherFast Cable/DSL Router with four-port switch and two generic PCs run by 1000MHz AMD processors and 512MB of RAM. Each PC has a network adapter integrated into its motherboard. You can use other Ethernet adapters that can be plugged into the PCI slot of a motherboard. The printer used in the print-sharing portion of this setup is an HP DeskJet 1220C inkjet printer with a USB interface.

Network adapters. Your PC should already have a network adapter either built into the motherboard or, if it's a PCI card, plugged into a PCI slot. If this is the case, you're already a step ahead. If not, buy a PCI network adapter and install it, following the manufacturer's installation instructions. Network adapters are easy to install in WinXP:

Unplug the power to the computer and open the computer case.

Remove the bracket from a free PCI slot on the back of the computer.

Plug the adapter into the PCI slot on the motherboard.

Close the computer case and plug the power cord back in and power on the PC. Windows will boot and should automatically detect the new hardware.

At this point, Windows will start a Found New Hardware Wizard and you are faced with two choices: To have Windows install the new adapter automatically (recommended) or to install the device from a specific list of devices or from a different specified location. If Windows does not detect the adapter, you should choose option two to manually install the adapter's software driver (included with the adapter). If you do not have a CD with the proper drivers, you should be able to download the drivers from the manufacturer's Web site.

To verify that your adapter is set up correctly after the drivers are installed, right-click My Computer and choose Properties. Click the Hardware tab and then click the Device Manager button. Click the plus sign (+) next to Network Adapters. If you see your adapter in the list of adapters, you have successfully set up your adapter.

Router/switch. You do not need a router/switch combo to set up a small network. To set up your two-PC network, all you need is a hub with at least two ports (although most come with at least four). To set up the hub, follow these steps:

Plug the hub's AC power adapter into the hub and the other end into the power outlet in the wall or UPS (uninterruptible power supply) unit.

Next, plug one end of the first CAT5 cable into one of the numbered ports on the back of the hub and the opposite end into the network adapter on the back of the first PC. Repeat the same with the second CAT5 cable, plugging one end into a different numbered port on the hub and plugging the opposite end into the network adapter on the second PC.

If you are using a router/switch combo for your sharing setup, you'll have to set up the unit according to the manufacturer's installation guide. Most device manufacturers include a CD that provides a wizard (or in Linksys' case, a Fast Start guide) that walks you through setting up the device. For this, you will need to have your ISP information available. For example, if you are using a dynamic IP (Internet protocol) address, you may need to provide a host name and domain name. If you are using a static IP address, you will need the IP address, gateway, and DNS (domain name service) information. If you are connecting through PPPoE (point-to-point-protocol over Ethernet; typically used by DSL ISPs), you'll need a username and password.

Once your router/switch is set up, you will be able to communicate between both PCs in your network. Likewise, once your hub is powered on and your cables are plugged in to the appropriate ports, your network is ready for data transfer.

Cables. Assuming you're using a network hub for your two-PC setup, you'll need at least two CAT5 Ethernet cables. Otherwise, you'll need at least three cables if you want to use a cable/DSL router. Follow these steps to install the network cables:

Plug one end of the first cable into the network adapter of the first PC and the other end of the same cable into one of the hub's numbered ports on the back of the unit.

Plug one end of the second cable into the second PC's network adapter and the opposite end into a different numbered port on the back of the hub.

If you are using a cable/DSL router to share your files and printer and access the Internet at the same time, you'll need to plug one end of a third cable into the Ethernet port on your high-speed cable or DSL modem and the opposite end into the WAN/Internet port on your cable/DSL router.

Printer. If you have a USB printer, setting it up on a network should be a breeze. Most printers today send printing instructions through USB interface cables. The printer used in this setup (an HP DeskJet 1220C) communicates via a USB interface cable. To set up your printer:

Plug the appropriate end of the printer's AC power adapter cord into the printer.

Plug the opposite end of the power cord into the power supply. If you are using a laser printer, never plug the printer into a UPS as the power draw from a laser printer may bring the UPS to its knees.

Plug the printer's USB cable into the appropriate USB port on the printer and the opposite end into the PC's USB port. (NOTE: A printer's USB cable usually has a smaller odd-shaped connecter on one end and a larger rectangular-shaped connector on the other end. The rectangular-shaped connector usually plugs into the PC's USB port.)

Once you have the hardware set up, you'll need to add the printer through Microsoft's Add Printer wizard. Because every printer is different, you should consult your printer manufacturer's installation guide. Windows will ask if you are installing a local or networked printer. In this case, you'll choose a local printer.

Network Communication

Once the hardware is in place and operating properly, it's time to configure the setup details in Windows so the hardware pieces can "talk" to each other. For example, every computer on a network needs to use an identical workgroup name, but every computer on that same network needs a unique full computer name to see every other computer on the same network. Each computer on the network also needs a unique IP address, but should be on the same subnet (short for sub-network).

Workgroup name. You must assign a workgroup to every computer. The default workgroup in WinXP is MSHOME. If your workgroup is the same on both PCs, don't change anything here. If one or both workgroup names are something other than the default, proceed with the following:

Right-click My Computer.

Choose Properties and the Computer Name tab. Click the Change button that is under the Network ID button and type MSHOME in the Workgroup field.

Click OK on the Computer Name Changes dialog box that appears and then click OK to restart the computer.

Once you set up both computers on the same network, you will be able to see the other computer's shared resources in My Network Places under Local Network.

TCP/IP. Each computer on the network also needs a unique IP address, and if you are using a router, your ISP will automatically assign this address. However, if you're using a simple hub (without the need to access the Internet), you'll need to assign each of your PCs a unique IP address and the same subnet mask. To do so, use the following steps:

Click Start, My Network Places, and Local Area Connection.

Click the Properties button on the General tab of the Local Area Connection Status window. Scroll through the list of connections, if necessary, and click Internet Protocol (TCP/IP). Then click the Properties button.

On the next window, click the Use The Following IP Address radio button and type your IP address and subnet mask. For home or office networks, you should use internal IP addressing, in the form of 192.168.0.x (where x represents any number from 1 to 256). For example, if you use 192.168.0.1 for the first computer, use 192.168.0.2 on the second computer. For this IP range, your subnet on both PCs must be 255.255.255.0.

Click OK and Close.

File And Printer Sharing For Microsoft Networks. The File And Printer Sharing For Microsoft Networks component allows any number of computers on the same Microsoft network to access resources on other computers in the same Microsoft network. This component is installed and enabled by default. It is enabled per connection using TCP/IP and is necessary to share local folders. If this component is not in the connection list under Local Area Connection Properties, perform the following steps before going any further:

Click Start, My Network Places, and Local Area Connection.

Right-click My Network Places and click the Properties button on the General tab of the Local Area Connection Status window.

Click the Install button, Service, and then choose File And Printer Sharing For Microsoft Networks.

Click OK and Close.

Sharing Files & Folders

If you only have one or just a few files you would like to share between two PCs, open My Computer on one of the systems and drag and drop files to the Shared Documents folder. When your PCs are networked properly, you'll see the Shared Documents folder in My Network Places on the other PC, and you can access files stored there from the first computer. You can also select multiple files and even drag whole folders into the Shared Documents folder, but there is another easier way to share folders. To share folders with other users on your network, do the following:

Click Start, Programs, Accessories, and Windows Explorer.

Right-click the folder you want to share and choose Sharing And Security.

Click the radio button beside Share This Folder. If you want a unique share name, type a new name for the folder in the Share Name text box (This will not change the name of the folder on your computer). Your folder is now shared and should be accessible on the second PC via My Network Places.

Sharing The Printer

It does not matter which machine the printer is connected to; as long as the printer is connected and File And Printer Sharing is enabled, sharing the printer is simple. To share the printer from the computer it is connected to, do the following:

Click Start, Settings, and Control Panel and then double-click Printers And Faxes.

Right-click the default printer (the one with the black check mark beside it) and choose Sharing.

Click the Sharing tab and the Share This Printer radio button.

Click OK, and the printer will now be accessible to the other PC in the network.

Adding a shared printer. To add the shared printer to the printer list on the computer that is not physically connected to the printer, do the following:

Click Start, Settings, and Control Panel and then double-click Printers And Faxes. Click the Add Printer link.

Click Next on the Add Printer Wizard window. On the Local Or Network Printer window, click the radio button next to A Network Printer, Or A Printer Attached To Another Computer and then click Next.

On the Specify A Printer window, click the radio button next to Browse For A Printer and click Next. On the Browse For Printer window, click the MSHOME workgroup and click Next. The shared printer name will appear below the MSHOME workgroup name.

Click the shared printer and then click Next.

Click Finished on the Completing The Add Printer Wizard window.

To verify that your printer was set up successfully, you can view the printer in the printer list under Printers And Faxes in the Control Panel. If your printer is in the list, it has been set up successfully. A message will also tell you that your printer has been set up successfully upon completing the Add Printer Wizard.

Share Away

If you've managed to squeak through this setup without hindrance, then congratulations are in order. Don't give up if you find yourself fumbling through a specific portion of the setup, though. Networks can be a little tricky to set up at first, but if you follow our steps and have patience, you'll be able to share files, folders, and printers among all the PCs in your home.

by Chris A. MacKinnon

Tips For The Journey Once the network is complete and you first try to browse for the other PC via My Network Places, give the PCs a minute or so to become aware of each other. If you try to access your network neighborhood too soon, you may get error messages. If you're having further trouble finding the other PC in My Network Places, try searching for the other PC on the network. To do this, click Start and then right-click My Network Places and choose Search For Computers. Type the name of the other PC in the Computer Name field and click Search. The other PC will appear in the right pane of the same window. Double-click the computer name and you'll be browsing the other PC. If your PCs are connected to the Internet, you should use a firewall, especially if you have an "always-on" broadband connection. You can purchase routers with built-in firewalls, or you can buy a software firewall or use the firewall included in Windows XP SP2 (service pack 2). You'll have to train your firewall to recognize and allow some of your programs to access the Internet after you install it, but a software firewall does a pretty good job of keeping perpetrators outside of your network. If you build more PCs into your small network and you are using Windows XP Home, be aware that WinXP Home does not support password-protected file sharing, so any person on the network will be able to access your computer without your knowledge if file sharing is enabled. The Sharing option is not available for the Documents And Settings, Program Files, and Windows system folders. In addition, you cannot share folders in other users' profiles under WinXP.