Set permissions for folders and files

If you have multiple computers connected to your home network and have enabled file sharing,
you can open and access files located on other computers on the network. Being able to share
files makes computing a lot more flexible for everyone using the network. If you have your files
stored on your home office desktop computer, but need a break from sitting at your desk, you
can take your laptop to the couch and still access your files.

It's good to share. However, you may not want everyone on your network to have access to all of
your files and folders. You might not, for example, want your kids to open your financial or
personal files across the network. Fortunately, you can set file permissions to specify who can
access which files and folders. Then only you and those you give permission to can touch your
documents. And the permissions apply whether your computer is accessed across your network
or by another user sitting at your keyboard logged into his or her account.

To restrict access to files or folders:

•Create user accounts on the computer that is sharing the files. Create a user account and
password for each person you want to be able to access files—whether they will access the files
from their own account on the same computer or from another computer on the network. If you
create the accounts using each user’s existing network logon username and password, the file-
sharing computer will recognize the users when they connect and will not prompt them for a
password.
•Remove administrator access to your files. By default, only your user account and any user with
a Computer Administrator account can access your files. To further limit access to your files
and folders, you can remove administrator access.

To learn more about the differences between Computer Administrator accounts and Limited
accounts, read Create and customize user accounts.
•Add file and folder permissions if you want to grant other users access to your files—whether
they will access on the same computer with their own accounts or from another computer across
the network.

Remove administrator access to your files

By default, all Computer Administrator accounts have access to all files on your computer. You
can never completely block this type of user, because administrators can take ownership of files
and then grant themselves permission. However, you can remove this permission to make it more
difficult for them. You can also restrict other users from accessing your files.

To remove Computer Administrator access to your files

1.Click Start, and then click My Documents.

2.Select the folder or files you want to set permissions for. To select multiple files and folders,
hold down the CTRL key on your keyboard and click each file.
3.Right-click the selected folders and files, and then click Properties.
4.Click the Security tab.
5.Click Advanced.
6.Clear the Inherit from parent the permission entries that apply to child objects check
box.
7.In the Security dialog box, click Copy.

8.In the Permission entries list, click Administrators.

 Note: Windows XP uses the SYSTEM account, so you shouldn’t remove it.
9.Click Remove.
10Click OK.
.
11Click OK again.
.
Now only you and any users you specifically grant permission to can easily open your file. Next
learn how to add file and folder permissions for users.

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Add file and folder permissions

To allow another user on your computer (logged in under his or her own account), or on a
computer connected to your home network, to open or edit your files

1.Click Start, and then click My Documents.

2.Select the folder or files you want to set permissions for. To select multiple files and folders,
hold down the CTRL key on your keyboard, and click each file or folder.
3.Right-click the selected folders and files, and then click Properties.
4.Click the Security tab.
5.Click the Add button.
6.In the Select Users or Groups dialog box, click the Advanced button.

7.Click Find Now.

8.In the list at the bottom of the Select Users or Groups dialog box, click the user you want to
grant permissions to. If you want to allow anybody with a user account to see your files, click
Everyone. Then click OK.
9.Click OK again.

10By default, the user will only be able to open a file but will not be able to save changes. If you
.want the user to also be able to save changes, select the Modify check box in the Allow
column. You don’t need to worry about the other check boxes.
11Repeat steps 5 through 10 to allow more people to open your files.
.
12Click OK to save your changes.
.
Now, the people you specify will be able to open your files and, if you chose to allow it, modify
your files.

How to take ownership of a file

You must have ownership of a protected file in order to access it. If another user has restricted access
and you are the computer administrator, you can access the file by taking ownership.

To take ownership of a file, follow these steps:

1. Right-click the file that you want to take ownership of, and then click Properties.
2. Click the Security tab, and then click OK on the Security message (if one appears).
3. Click Advanced, and then click the Owner tab.
4. In the Name list, click Administrator, or click the Administrators group, and then click OK.

The administrator or the administrators group now owns the file.

To change the permissions on the file that you now own, follow these steps:

1. Click Add.
2. In the Enter the object names to select (examples) list, type the user or group account that you
want to have access to the file. For example, type Administrator.
3. Click OK.
4. In the Group or user names list, click the account that you want, and then select the check
boxes of the permissions that you want to assign that user.
5. When you are finished assigning permissions, click OK.
6. You can now access the file.

How to take ownership of a folder

You must have ownership of a protected folder in order to access it. If another user has restricted access
and you are the computer administrator, you can access the folder by taking ownership.

To take ownership of a folder, follow these steps:

1. Right-click the folder that you want to take ownership of, and then click Properties.
2. Click the Security tab, and then click OK on the Security message (if one appears).
3. Click Advanced, and then click the Owner tab.
4. In the Name list, click your user name, or click Administrator if you are logged in as
Administrator, or click the Administrators group. If you want to take ownership of the contents
of the folder, select the Replace owner on subcontainers and objects check box.
5. Click OK, and then click Yes when you receive the following message:

You do not have permission to read the contents of directory folder name. Do you want to
replace the directory permissions with permissions granting you Full Control?

All permissions will be replaced if you click Yes.

Note folder name is the name of the folder that you want to take ownership of.

6. Click OK, and then reapply the permissions and security settings that you want for the folder and
its contents.