Problem sharing a folder on two Windows 11 computers

Question

I'm trying to help a friend.  He has two Windows 11 computers, a desktop named as MAINCOMPUTER and a laptop.  He was updating files in a folder on the main computer for a few years.  Now the main computer has been replaced with a new one and I can't successfully share the folder so he can access it using his laptop.

I made the required changes by going into settings, Network & Internet and Advanced Network Settings / Advanced sharing settings.

Network discovery is turned on, Set up network connected devices is on and File and printer sharing is turned on.  This is the same on both computers. I think that's all I needed to do. I then went into explorer on the main computer, found the folder, right-click and selected give access to.  The user name is already displayed because he has the same windows account on both computers.  I selected the option to send an email and when he clicked on the email it resulted in a message saying  "We can't find \MAINCOMPUTER\Users\Alan\Document\Alandocs"

I then opened File explorer and selected Network.  There isa n icon there for MAINCOMPUTER.  When I double clicked on it, it presented me with a login option.  I typed in his Microsoft account and password, but that failed even though the main computer is signed-in with his account.

I really don't understand why it won't work now.  The old computer worked ok and he could access the hard drive on the main computer and update files.

Any help or advice on this will be appreciated.

Kind regards

David

Answer 1

Hi David Rose,

Welcome to the Microsoft Q&A forum.

You’ve already done the right things by checking network discovery, file sharing, and making sure both devices can see each other.

Even though both computers are signed in with the same Microsoft account email, Windows treats each computer as having its own local identity. When the main computer was replaced, Windows created a new internal user identity, and the laptop no longer automatically recognizes it as the same trusted user.

In this situation, the recommended fix is to create a small, dedicated local user on the main computer just for file sharing. Please follow the steps below to proceed:

Step 1: Create a local sharing account on the main computer

• Open Settings > Accounts > Other users
• Select Add account
• Choose I don’t have this person’s sign‑in information
• Select Add a user without a Microsoft account
• Create a user (for example: FileShareUser) and set a password

Step 2: Share the folder properly

• Right‑click the folder > Properties
• Open the Sharing tab > Advanced Sharing
• Check Share this folder
• Select Permissions
• Add FileShareUser
• Allow Read (and Change if editing is needed)

Step 3: Match Security permissions

• In Properties, open the Security tab
• Select Edit > Add
• Add FileShareUser
• Give the same permissions (Read or Modify)
• Both Sharing and Security permissions must allow access.

Step 4: Connect from the laptop

• Open File Explorer
• In the address bar, type: \\MAINCOMPUTER
• When prompted:
  • Username: MAINCOMPUTER\FileShareUser
  • Password: the one you created

You should now be able to open and update the folder normally. Let me know if you need further assistance, feel free to ask me by clicking "Add Comment" or "Add Answer" if you cannot add comment so your response will be visible. Thanks for your effort.

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Answer 2

It sounds like you've done a good job setting up the sharing options, but there are a few potential issues that could be causing the problem you're experiencing with accessing the shared folder on the new main computer.

1. Check the Computer Name: Ensure that the new computer's name is still set to "MAINCOMPUTER". Sometimes, when setting up a new device, the name might change or have additional characters added. You can check this by going to Settings > System > About and looking for the device name.
2. Folder Sharing Permissions: Make sure that the folder you are trying to share has the correct permissions set. Right-click on the folder, go to Properties, then the Sharing tab, and ensure that the user (in this case, your friend's account) has been granted the appropriate permissions to access the folder.
3. Network Profile: Verify that both computers are on the same network profile (Private or Public). For file sharing to work seamlessly, both should ideally be set to Private. You can check this in Settings > Network & Internet > Status > Network and Sharing Center.
4. Firewall Settings: Sometimes, the firewall settings can block access to shared folders. Ensure that the firewall on the main computer is not blocking file and printer sharing. You can check this in Control Panel > System and Security > Windows Defender Firewall > Allow an app or feature through Windows Defender Firewall.
5. Using the Correct Path: When accessing the shared folder, ensure that the path is correct. Instead of using the email option, try accessing the folder directly via File Explorer by entering \MAINCOMPUTER\Users\Alan\Documents\Alandocs in the address bar.
6. Reboot Devices: Sometimes, simply rebooting both computers can resolve connectivity issues.

If after checking these points the issue persists, consider disabling password-protected sharing temporarily to see if that resolves the access problem. You can do this in Control Panel > Network and Sharing Center > Change advanced sharing settings.

Hopefully, one of these suggestions will help you resolve the issue!