Create a Windows Server File Share

This blog post will provide a comprehensive tutorial on establishing a file share on a Windows Server. The guide covers each process step, from the initial verification and installation of Storage Services to the partitioning of a drive dedicated to file sharing and the creation of structured, department-specific subfolders. This guide aims to simplify the intricacies involved in server management and provide a clear pathway for starting a file-sharing system within an organization.

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Table of Contents

1. Terminology

2. Pre-requisites: What You Need to Start

3. Setting Up A File Share

4. Creating a Drive for File Sharing

5. Creating Root Shared Folders & Department Subfolders

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Terminology

1. Server Roles: Specific functions that a server can perform within a network, like file sharing, web hosting, or domain management.

2. Storage Services: A server role in Windows Server that enables data storage, management, and replication capabilities.

3. Disk Management: A system utility in Windows that allows users to manage the disk drives installed in their computer, including partitioning and formatting drives.

4. Shrink Volume: A feature in Disk Management that allows users to reduce the size of an existing partition to create new unallocated space.

5. NTFS (New Technology File System): A file system used by Windows operating systems for storing and retrieving files on a hard disk.

6. Root Folder: The top-level directory in a file system from which all other folders and files branch off.

7. Permissions: Settings that determine which users or groups can access a shared folder and what actions they can perform (e.g., read, write).

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Pre-requisites: What You Need to Start

This guide assumes that you are using Windows Server 2019 and have Windows Active Directory installed. Additionally, ensure that you have set up DHCP on your Domain Controller and created a standard user account to be able to log into the desktop after setup. Links for these guides are provided below for easy access.

• Setup Windows Server VM for Active Directory: Guide

• Installing Active Directory on Your Windows Server VM

• Creating Standard and Privileged User Accounts in Active Directory

• Installing DHCP on Your Windows Server VM

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Setting Up A File Share

While Storage Services is typically a default server role, there can be instances where it may not be pre-installed. In such cases, manual verification and installation are necessary. Follow the steps below to ensure Storage Services is set up on your machine:

Step 1: Launch the 'Add Roles and Features Wizard.'

1. Open the Server Manager dashboard.

2. Locate the Manage option in the upper right-hand corner and click on it.

3. From the dropdown menu, choose Add Roles and Features.

Step 2: Navigate to the Server Roles Page

1. Within the Add Roles and Features Wizard, keep clicking Next until you arrive at the Server Roles page.

Step 3: Verify and Install Storage Services

1. Look for the File and Storage Services option and expand it.

2. Ensure the Storage Services box is checked. Select it if you see that it's unchecked (meaning it's not installed).

3. Continue with the wizard to finalize the installation process.

Now that we have successfully verified and, if necessary, installed Storage Services on our server, let's continue setting up our file share.

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Creating a Drive for File Sharing

Next, we will walk through creating a second drive that we can dedicate to our file shares.

Step 1: Partitioning for a Secondary Drive

Our first step involves creating a new partition from our primary Local Disk (C:). This partition, designed as a distinct Data drive, will house our file shares.

1. Begin by opening the Disk Management application.

2. Right-click on the Local Disk (C:) within Disk Management and choose Shrink Volume. This action pops up a window detailing the total and shrinkable sizes of the selected drive, displayed in Megabytes (MB).

3. I'll allocate 1 gigabyte (GB) for this guide, equivalent to 1000 MB. Once decided, click on Shrink.

4. You should now observe an 'Unallocated' space worth 1000 MB.

Step 2: Craft a New Volume

It's time to turn this 'Unallocated' space into a functional partition.

1. Right-click on the 'Unallocated' space and select New Simple Volume. The New Simple Volume Wizard will appear. Click Next to proceed.

2. During the 'Specify Volume Size' step, keep the proposed size unchanged and click Next.

3. In the 'Assign Drive Letter or Path' step, allocate the letter 'S' to this drive. This terminology suggests its purpose - to host shared folders. After the assignment, continue with Next.

4. On the 'Format Partition' page, under 'File System,' ensure NTFS is selected. The 'Allocation unit size' should remain as Default. Modify the 'Volume label' to read 'Shares,' then proceed with Next.

Upon completion and a quick visit to the File Explorer, the newly created Shares (S:) drive should prominently be listed under 'This PC.'

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Creating Root Shared Folders & Department Subfolders

Now, we will create the folders and subfolders within our file share.

Step 1: Creating the Primary 'Shares' Folder

Our first move involves setting up the primary shared folder, 'Shares,' containing all department-specific subfolders.

1. Locate the Shares Drive: Open File Explorer and navigate to This PC. You'll spot the Shares (S:) drive we created earlier here. Double-click to access it.

2. Generate the Root Folder: Within the Shares drive, create the root folder, 'Shares:'

   1. Right-click on an empty space.

   2. Navigate to New > Folder.

   3. Name folder 'Shares.'

3. Configuring Sharing Settings: To allow network access to our 'Shares' folder:

   1. Right-click the 'Shares' folder.

   2. Choose Properties from the dropdown.

   3. Switch to the Sharing tab atop the properties window.

   4. Click on Advanced Sharing...

4. Enable Folder Sharing:

   1. Tick the box next to Share this folder.

   2. Ensure the Share name remains 'Shares.'

   3. Hit Apply to save the changes.

5. Set Access Permissions: While still in the Advanced Sharing settings:

   1. Select Permissions.

   2. You'll see that the default setting grants 'Everyone' Read access. For our setup, this is appropriate. It ensures all users can view the contents of the 'Shares' folder but can't modify them.

   3. Confirm by clicking OK.

6. Exiting Setup: Click OK once more to leave properties, then Close to return to the main File Explorer view.

Step 2: Creating our Department Subfolders

Now that we have our root shared folder created, we can proceed with creating the department-specific subfolders.

1. Navigate to 'Shares' Folder: Double-click the "Shares" folder.

2. Design Department Folders: Inside "Shares," create individual folders for each department. For this guide, let's set up three: HR, IT, and Sales.

Your primary shared folder is ready, and each department has its designated space.

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In this blog post, we've thoroughly explored the process of setting up a Windows Server file share, an essential component for effective data management and sharing within a business. Following these detailed steps, you can effectively set up a secure and organized file-sharing system on your Windows Server, enhancing collaboration and data management within your organization.

In an upcoming post, we will cover setting up security groups for the department share folders we created. This guide will be an essential follow-up, as it will help us further enhance the security and management of our file-sharing system, ensuring that only authorized personnel have access to sensitive departmental data.