Accessing Shared Drives and Network Resources

Connect to company shared drives and resources

This guide will help you access shared network drives, folders, and other company resources from your computer.

What Are Shared Drives?

Shared drives are network storage locations where teams can:

• Store and share files with colleagues
• Collaborate on documents
• Access department resources
• Backup important work files
• Access files from any company device

Types of Network Resources

• Shared Drives: Department or team file storage (e.g., S: drive, T: drive)
• Home/Personal Drive: Your personal network storage (e.g., H: drive)
• Shared Folders: Specific folders shared by departments or individuals
• Cloud Storage: OneDrive, SharePoint, Google Drive (if used)
• Mapped Drives: Network locations that appear as drive letters on your computer

Accessing Shared Drives - Windows

Method 1: Through File Explorer

1. Open File Explorer (Windows key + E)
2. Look in the left sidebar under "Network" or "This PC"
3. Your mapped drives should appear with drive letters (e.g., S:, T:, H:)
4. Double-click to open and browse

Method 2: Mapping a New Network Drive

1. Open File Explorer
2. Click "This PC" or "Computer"
3. Click "Map network drive" in the toolbar
4. Choose an available drive letter
5. Enter the network path (e.g., \\servername\sharedfolder)
6. Check "Reconnect at sign-in" to make it permanent
7. Check "Connect using different credentials" if needed
8. Click "Finish"
9. Enter your credentials if prompted

Method 3: Direct Network Path Access

1. Open File Explorer
2. Click in the address bar at the top
3. Type the network path: \\servername\sharedfolder
4. Press Enter
5. Enter credentials if prompted

Accessing Shared Drives - Mac

Method 1: Connect to Server

1. Open Finder
2. Press Command + K (or Go → Connect to Server)
3. Enter the server address: smb://servername/sharedfolder
4. Click "Connect"
5. Enter your username and password
6. Select the shared folder you want to access
7. Click "OK"

Method 2: From Finder Sidebar

1. Open Finder
2. Look in the sidebar under "Shared" or "Network"
3. Click on your company's server
4. Authenticate if prompted
5. Select the shared folder

Adding to Login Items

To automatically connect at startup:

1. Connect to the shared drive first
2. Go to System Preferences → Users & Groups
3. Select your user account
4. Click "Login Items" tab
5. Drag the mounted network drive to the list

Remote Access Requirements

When accessing shared drives remotely:

• You must be connected to company VPN first
• Ensure VPN is fully connected before accessing drives
• Use the same network paths as when in the office
• If VPN disconnects, you'll lose access to shared drives

Common Network Path Formats

Network paths typically look like:

• Windows: \\servername\sharedfolder\subfolder
• Mac: smb://servername/sharedfolder/subfolder
• Linux: smb://servername/sharedfolder/subfolder

Ask IT Support for your specific department's share paths.

Troubleshooting Access Issues

Can't See or Connect to Shared Drives

If shared drives aren't appearing:

• Verify you're connected to the company network or VPN
• Check that you're using the correct network path
• Restart your computer
• Try accessing via direct network path instead of mapped drive
• Ensure your account has permission to access the share
• Check with IT that the server is online

"Access Denied" or Permission Errors

If you get permission errors:

• Verify you're logged in with your company account
• Confirm you have permission to access this resource
• Check with the folder owner or your manager about access rights
• Submit a request to IT Support for access if needed
• Include business justification for access request

"Network Path Not Found" Error

If you get this error:

• Double-check the network path spelling
• Verify you're on the company network or VPN
• Check that the server name is correct
• Try using the IP address instead of server name
• Ensure the shared folder still exists (may have been moved)
• Contact IT to verify the share is available

Mapped Drives Disconnect or Show Red X

If your mapped drives disconnect:

• Try accessing the drive to reconnect it
• Disconnect and reconnect VPN if working remotely
• Remove and re-map the drive
• Check that "Reconnect at sign-in" was enabled
• Restart your computer

Slow Access or File Operations

If network drives are slow:

• Check your internet speed if working remotely
• Verify VPN connection is stable
• Close unnecessary programs that may be using network
• Try during off-peak hours
• Contact IT if slowness persists

Working with Network Files

Opening and Editing Files

When working with files on shared drives:

• Open files directly from the network drive when possible
• Save frequently to avoid losing work if connection drops
• For large files, consider copying to local drive first
• Be aware that multiple users can access the same file

File Locking and Simultaneous Editing

• When you open a file, it may be locked to prevent conflicts
• Other users will see the file as read-only
• Close files when done so others can edit
• Use cloud collaboration tools for simultaneous editing when needed

Copying vs. Moving Files

• Copying between network and local drives can be slow
• Moving files within the same network share is fast
• Consider network traffic when transferring large amounts of data

Requesting Access to Shared Resources

How to Request Access

1. Identify the specific resource you need (share name, folder path)
2. Determine why you need access (business justification)
3. Get your manager's approval if required
4. Submit request to IT Support including:
   • Full path to the resource
   • Level of access needed (read-only or read-write)
   • Business reason for access
   • How long you'll need access (temporary or permanent)

Access Types

• Read-Only: You can view and copy files but not modify
• Read-Write: You can view, modify, create, and delete files
• Full Control: Includes read-write plus permission management

Cloud Storage Alternatives

Your company may also use cloud storage:

• OneDrive: Personal cloud storage synced to your computer
• SharePoint: Team sites and document libraries
• Google Drive: Cloud storage and collaboration
• Box/Dropbox: File sharing and storage services

These may not require VPN and can be faster for remote access.

Best Practices

• Save important work to network drives, not just your local computer
• Organize files logically with clear naming conventions
• Don't store personal files on company shared drives
• Delete or archive old files to free up space
• Check available storage and avoid filling shared drives
• Follow your department's folder organization standards
• Be mindful of file versions and don't create duplicates

Security Considerations

• Never share your network credentials with others
• Don't store sensitive data in unsecured shared folders
• Be careful when sharing links to network resources externally
• Log off or lock your computer when leaving it unattended
• Report suspicious files or unauthorized access to IT immediately

Offline Access

Some solutions offer offline file access:

• OneDrive and similar services can sync files for offline use
• Traditional mapped drives require network connection
• Plan ahead if you need files while disconnected
• Copy essential files locally before losing connectivity

Finding File and Folder Paths

To find the full path of a file or folder:

• Windows: Right-click the file/folder → Properties → look under "Location"
• Mac: Right-click → Get Info → look under "Where"
• Or click in the address bar to see the full path

Need Help with Network Resources?

Contact IT Support with:

• The specific resource or share you're trying to access
• The full network path if you have it
• The exact error message you're seeing
• Whether you're in the office or remote (on VPN)
• What troubleshooting steps you've tried
• Your department and what access level you need