Make any changes you want. 4. Click OK and OK again to close the dialog boxes.

Chapter 11 ✦ Accessing the Network with Various Operating Systems Operating systems for notebooks If you’re using Windows 98, 2000, or XP on your laptop or notebook, you’ll have no trouble configuring the networking software. You just follow the steps for installing and configuring the software on a desktop computer. Apple also makes notebook computers that use various operating systems, including Mac OS 8, 9, and X. Connecting these to the network is very similar to connecting any Mac computer. For information about adding the networking hardware to a notebook or laptop computer, see Chapter 9. For more about configuring software for network use, see Chapter 10. Hardware for notebooks and laptops When using a notebook on the network, remember that you usually insert a PC Card into the network adapter slot on the notebook. Older laptops may not have the appropriate sockets connections for the PC Cards. If that is the case, you need to plug a direct cable between the laptop and your desktop computer to connect them. You can purchase an adapter cable, called a pigtail, that plugs into the portable computer and then fits an RJ-45 or other network- ing connector. You can also use a universal serial bus USB adapter. See Chapter 10 for more information. Make sure you do not insert or remove a PC Card when the computer is turned on unless you use the software included with the notebook to enable you to remove the card check your computer’s documentation. You could damage the card andor the slot. Generally, when you install a PC Card, it will configure itself when you turn the computer on. A PC Ethernet adapter costs between 40 and 130 for a notebook computer. Be careful when buying your network card. If you buy a bargain card, you first must check to see that it’s certified as compatible with your operating system. Many cheaper cards might not be XP-compatible, for example. Wireless cards are in the same cost range; Macintosh cards can be a bit more expensive. Mac PowerBooks and iBooks generally come with wireless capability built in. Often they have slots for PC Cards as well, depending on the type of notebook you buy. You also want to avoid the higher-end combo cards for your notebook or laptop, if possible. Combo cards include a modem and network card in a single unit, and they are notorious for compatibility nightmares. Most notebooks and laptops use Windows-compatible or a Mac operating system that enables easy configuration of the network. Check to make sure the computer has slots for networking andor wireless capabilities. Looking at handheld computers Handheld computers and pocket PCs are popular with teens, as well as with businesspeople. You can carry your handheld in your pocket and use it anytime: at work, at home, or on the road. Tip Cross- Reference Part II ✦ Planning and Setting Up Networking — Hardware and Software Handhelds enable you to schedule your time, update your address book, take memos, send and receive e-mail, complete spreadsheets, write reports, and more. You also can synchronize the information on your handheld computer with the programs on your desktop computer to make sure that you don’t miss an appointment or lose an address. If you have salespeople, customer representatives, or other employees in the field, con- sider supplying them with handhelds instead of notebook computers. Handhelds are much cheaper, and many programs are available for scheduling, travel expenses, and other busi- ness forms on them. Following is a brief list of some of the things you can do with handhelds: ✦ Use the date book to view the time, schedule events, view a week or month in the date book, and add and delete dates in the schedule. ✦ Create address book entries for work and personal use, and view, modify, add, and delete entries. ✦ Create a to-do list, and then add, modify, and delete entries. ✦ Take, arrange, add, and delete memos. ✦ Use additional programs, such as the calculator or expense application. ✦ With the appropriate software and a modem, send and receive e-mail on the Internet. ✦ Create brochures, presentations, business cards, calendars, fax cover sheets, letter- heads, memos, and more document types. ✦ Customize envelopes and labels, run a shipping manager program, print postage Many handhelds also offer accessories, such as modems, full-size keyboards, cradles for syn- chronizing with your desktop, and more. The number of programs now available for hand- helds is unbelievable. Looking at handheld brands Many different brands of handheld computers exist, each with its own advantages and disadvantages. Probably the most popular manufacturers are Sony, Palm, Toshiba, HP, and Compaq. Several operating systems also exist for handhelds; Palm OS, Windows CE, and Pocket PC are three of the most popular operating systems. You can buy a handheld for 100, or you can spend 1,200. The least expensive ones have fewer features and often don’t have built-in networking. Mid-range cost handhelds have some sort of networking, whether it’s Bluetooth, 802.11b Wi-Fi, or infrared. You can also buy Ethernet adapters for some handhelds. For more information about wireless networking, see Chapter 7. Note that there is little difference between a handheld and a PDA personal digital assistant. Older Palms PalmPilot and Sony Clies were called PDAs. Sometimes newer handhelds are called PDAs as well. Just make sure that if you purchase a PDA for network use, the PDA’s specifications name a network protocol or connection. Not all PDAs, or handhelds for that matter, have network capability. Cross- Reference Small Business Tip Chapter 11 ✦ Accessing the Network with Various Operating Systems Palms Palms use the Palm OS operating system, but include software for installing copies of the programs to Windows computers. Palms come with a cradle for synchronizing the two com- puters, so your schedule, task list, address book, and other information are always up-to- date. The Palm operating system is compatible with both PCs and Macintosh. The Palm Tungsten C is one of the latest models that you can network. The Palm runs on a superfast processor and uses the latest Palm OS. This Palm uses built-in Wi-Fi technology. It also includes a wireless Web browser and infrared support. Its cost is around 500. HP iPAQ Pocket PC HP makes many iPAQs, but some are made to use Bluetooth technology, and others are com- patible with wireless 802.11b, so be careful when purchasing an iPAQ. For around 400 to 500, you should be able to get an iPAQ that does everything you need and includes network- ing capabilities. Pocket PC is the operating system in iPAQs, and you can run the same type of programs that you can with a Palm — perhaps even more programs, such as Word, Excel, and other Windows programs. Often you’ll see “Bluetooth- and IrDA-compatible” on the packaging. Bluetooth is a radio chip that communicates with other Bluetooth devices. These devices can be phones, printers, com- puters, and so on. The range is fairly short for Bluetooth, no more than 10 meters, and the technology is radio frequency hopping. IRDA Infrared Data Association cable converts com- puters that do not have infrared ports with an infrared connection by plugging into a USB port. Toshiba Pocket PC For around 600, you can get a 802.11bIrDA wireless handheld that also has a powerful Intel processor, color LED, 96MB storage capacity, and much more. Toshiba has another handheld for around 300 with only IrDA connectivity. NEC handhelds NEC makes a larger handheld for 900. The MobilePro 900 weighs 1.8 pounds and has a larger footprint than the smaller handhelds. It has a PC Card slot and IrDA compatibility. It’s called a handheld, but with the size, power, and such, it could be called a notebook. The MobilePro uses the HPC 2000 operating system. NEC also makes smaller handhelds that use Windows CE operating system or the Pocket PC. You can use IrDA, or you can get a PC Card expansion jacket to use on an Ethernet or wireless network. You purchase your handheld for more than just the networking; you want certain features that some have and others don’t. Just make sure of the connectivity and capability before purchasing if you want to use the handheld on the network. Using handhelds on the network Each handheld uses some sort of operating system — such as Windows CE or an OS created by the manufacturer. Most operating systems are also compatible with Windows. This com- patibility enables you to attach your handheld to your desktop computer via a cradle or other means so that you can sync the data and exchange information with a copy of the soft- ware on the desktop computer. In the past, you could use a handheld only with one computer. You could, of course, share the handheld’s folder after syncing it, but you couldn’t connect the handheld directly to the net- work. Newer models of handhelds have changed that. As you can see from the previous Part II ✦ Planning and Setting Up Networking — Hardware and Software examples in this chapter, you can use wireless 802.11b, Bluetooth, infrared, Ethernet adapters, and other methods of connecting handhelds to your network. You can purchase pocket pack network adapters, wireless PC Cards for handhelds, an Apple connector for FireWire, USB adapters, Bluetooth adapters, and more. Considering tablets Tablet PCs have gained popularity and versatility over the last year. With a tablet, you can write notes with a stylus and then have the computer convert the handwriting to typed text, such as you would see in Word. Tablets are highly mobile and enable powerful computing with the Windows XP Tablet PC Edition as your operating system. Windows XP is nearly the same on a tablet as it is on a desktop or notebook computer. The differences are in orienta- tion and input devices. Other operating systems are used with tablets, including Macintosh OSs, Windows 2000, and so on. Networking on a tablet using Windows as the operating system is the same as networking on any other PC. You can network using a USB adapter, PC Card for Ethernet, or PC Card for wireless. If you have trouble setting up your wireless networking encryption with a tablet PC, consider the following. The access point usually shows a passphrase or a key for encryption, and nor- mally a PC Card or NIC enables you to use the same key so the two can communicate. If you have trouble sharing the key, try counting the alphanumeric characters in the key. For exam- ple, 64-bit encryption contains 10 characters, 128-bit encryption contains 26 characters, and 256-bit encryption contains 58 characters for the key. Sometimes when you set the encryp- tion, the number of characters is not correctly translated; by counting them, you can be sure the number is correct. If the number is not correct, you should remove the encryption, close the configuration utility, start the utility again, and reapply the encryption key. Compaq makes a tablet PC that uses the Windows XP Tablet PC Edition operating system. This tablet has nearly every type of networking capability you could want or need: Ethernet, Fast Ethernet, 802.11b, and many great PC features for 1,850. Toshiba also makes tablet PCs of various price levels: 2,000 and 2,400, for example. The tablet comes with the Windows XP Tablet PC Edition, various networking capabilities, a vari- ety of software, and many other features. Other makers of tablets include Acer and Wyse. CalComp and Summa make accessories for tablets as well. Adding a Macintosh to Your Network Years ago, you couldn’t add a Macintosh to a PC network or vice versa. A real division existed, not only between the users of these computers but also between the technologies. Luckily, the technologies have expanded and bridges have been built to enable both com- puter types to share files, printers, and other resources. With Macintoshes, you can create a Mac-only network by stringing an AppleTalk cable between computers and setting some Share options in the System menu. Most Macintoshes come with networking software. Tip Chapter 11 ✦ Accessing the Network with Various Operating Systems If you have a PC network, however, and a Macintosh on the side that you would like to con- nect, you can do so easily now. Both Apple and Microsoft realize the importance of intercon- nectivity between the Macintosh and PCs. With advanced networking technology, Macs can be integrated with PCs easily. Networking the Macintosh Apple advocates wireless networking with their computers as the only way to go. True, wire- less is easy to set up and has many advantages. You can use all wireless, including your PCs and Macs, and your network can be exactly what you want and need. Alternatively, you might have a wired network with your PCs and want to introduce wireless Macs. That solution works well too. If you want to use wireless over your network, see Chapter 7 for information about setting it up. You might, however, want to wire a Macintosh to your wired network. That can work too. Most Macintoshes contain a 10100Base-T Ethernet port on the back of the computer. The built-in Ethernet support connects with twisted-pair, thin coaxial cables, fiber-optic transmission media, or other standard Ethernet cables. Connect to an Ethernet 10100 twisted-pair by using an RJ-45 connector. You set up a Macintosh to an Ethernet network just as you set up a PC. All Macs include built-in networking. All Macs include two types of built-in networking tech- nologies: Ethernet and AirPort wireless. Early Macs G3s and Power Macs used Ethernet and LocalTalk networking. Some older Macs had infrared instead. But newer Macs have the newest Ethernet and wireless technology for adding them to your network. You might use a Macintosh in your company’s art or typesetting department. The Macintosh has excellent art, drawing, painting, and desktop publishing programs. In addition, the music programs for Macintosh are more advanced than for the PC. The capability of networking a Macintosh with PCs means more flexibility and convenience in your work. The Mac’s networking hardware If you want to use Ethernet networking for the Mac or Macs on your network, you set them up the same as you would a PC. Ethernet cables and hubs connect the Macs in minutes. Then you configure the software. The Mac has built-in Ethernet cards. Mac notebooks have the PC Card slot; you simply add the PC Card. Setting up the wireless networking takes a little more time, but not much. The wireless AirPort card is built into Mac desktops, servers, and notebooks. You need an access point — in Apple language, that’s a base station. An AirPort base station has a modem and an Ethernet jack inside, so you can use it to dial your Internet service provider or a work network, or you can plug into the jack with your cable modem or DSL line for wireless Internet access. You can alternatively use the Ethernet jack to plug into your wired network at home. Apple has two types of wireless: AirPort and AirPort Extreme. AirPort is based on 802.11b standards with speeds up to 11 Mbps. AirPort Extreme is the newer wireless technology, and the faster technology. AirPort Extreme is five times faster than AirPort; AirPort Extreme runs at 54 Mbps. AirPort Extreme is based on 802.11g wireless standards and ranges for around 150 feet. The base station sells for around 200. AirPort Extreme can work with AirPort tech- nology as well as with Extreme technology. The AirPort cards work with either technology. For more information on prices, ranges, and other features of AirPort cards and AirPort Extreme cards and base stations, see Chapter 7. Cross- Reference Small Business Tip Part II ✦ Planning and Setting Up Networking — Hardware and Software Bluetooth technology is also integrated into the OS X operating system and comes built into certain Mac computers, such as the PowerBook G4. If your computer or operating system does not come with Bluetooth and you want to use it, you can purchase a D-Link USB adapter. FireWire is another built-in technology with Macs. FireWire is a high-powered bus that trans- fers large amounts of data quickly and over longer distances. Apple has doubled the standard of IEEE 1394b on some computers, such as the PowerBook G4 and the Power Mac G4. Use FireWire with applications such as digital video, professional audio, high-end still cameras, and home entertainment devices. IEEE 1394b FireWire is also available with Windows 2000 and XP computers. The Mac’s networking software Whether you use wireless or wired networking, you have to set up sharing on the Mac. Adding a Mac to any network is generally easy as far as setting up protocol. Many Macs examine the network, similarly to Windows XP machines, and set up the protocol for the already wired network. You can also change the protocol settings, if necessary. Chapter 10 describes setting up networking software. Figure 11-4 shows the Network dialog box in the Mac OS X operating system. This Mac pro- vides built-in Ethernet with TCPIP settings already in place; however, you can change set- tings, if you prefer. You can also use AppleTalk for network, say, if you’re using all Macintosh computers. Another configuration you need to complete for networking the Mac is network sharing. The Sharing folder is located in System Preference, as is the Network folder, as shown in Figure 11-5. Figure 11-4: Macs contain built-in Ethernet support. Note Chapter 11 ✦ Accessing the Network with Various Operating Systems Figure 11-5: Network configurations are found in the System Preferences on the Mac. The Sharing folder enables you to choose the services you want to share, including file and printer sharing, Windows file sharing, and so on. Figure 11-6 shows the Sharing dialog box with several services checked for sharing. For more information about sharing Windows files with your Macintosh, see the section “Accessing Windows data” later in this chapter. If you have all Macintosh computers in your small business, consider using the AppleShare IP ASIP server. This is networking software that includes file sharing, Web hosting, e-mail ser- vices, Internet access, and print sharing all on one computer. Accessing Windows data Most popular applications — Word for Windows and other Microsoft Office applications, America Online, Quicken, and so on — are available for Macintosh now. And most of these programs give you the option of saving your files in formats for Macintosh or for Windows. Both the Mac and Windows support common file formats like DOC, XLS, PPT, JPEG, GIF, and so on. You can share these files by e-mail, with a CD-R, with a Zip disk, and even over a network with the SMBCIFS protocol. SMB is Server Message Block and is a common networking protocol used by Microsoft Windows. CIFS is Common Internet File System, a protocol also developed by Microsoft. CIFS runs over TCPIP, which enables users to share files with multiple platforms. Small Business Tip Note Part II ✦ Planning and Setting Up Networking — Hardware and Software Figure 11-6: Share files and printers, plus other services, with your Mac. Nowadays, Windows users can browse Mac file servers and Macs can browse Windows. The difference isn’t as important, as territorial, or as difficult as it used to be. The following infor- mation is focused primarily on Mac OS X and higher operating systems. Use the Mac OS X or higher for the easiest and most reliable Windows compatibility. Other Mac operating systems can share files with Windows computers, but you might need a third- party program to connect the two operating systems. Looking at the details Sharing a network and networking services with Windows is made easier by the industry- standard services used in today’s networking. TCPIP protocols enable the Mac and a Windows computer to use the same file server, printers, and other network services. Sim- ilarly, wireless networking products are compatible with Wi-Fi certified 802.11b products for both Mac and Windows. Since the Mac and Windows versions of most applications are the same — Microsoft Office applications, PDF Portable Document Format files, audio and video files, and so on — you can transfer files over a network, making file exchange easy and quick. No translation is necessary. Tip Chapter 11 ✦ Accessing the Network with Various Operating Systems The Mac OS X v10.2 has built-in Windows file sharing based on the open source technology called Samba. Samba is a freeware software program that enables computers other than Windows, such as the Mac and Linux, to use SMBCIFS to access files, printers, and network services. All you have to do is click the option in the Sharing dialog box ➪ System Preferences, as shown in Figure 11-7, and you can share Windows files and networking. You don’t need additional, third-party software. In addition, you can stop sharing at any time in the same dialog box. Figure 11-7: Share the Windows network. Looking at Windows folders and files As with any program, Mac OS provides several ways to connect to another computer Chap- ter 13 goes into accessing a network in more detail. With the Mac OS X, you can connect to another computer by choosing Go ➪ Connect to Server. The Connect to Server dialog box appears, as shown in Figure 11-8; your dialog box may look different than the one here. Depending on your network setup, you have the choice of a clientserver, a workgroup, or a local network. You can also choose in the At box to connect to a specific computer via IP address from the drop-down list box. When you select a computer to connect to, that computer’s drive becomes available in an icon on your desktop, as shown in Figure 11-9. Part II ✦ Planning and Setting Up Networking — Hardware and Software Figure 11-8: Look at the computers on the network. Figure 11-9: Go to another computer on the network. A Windows computer Chapter 11 ✦ Accessing the Network with Various Operating Systems You can then go into any shared folders on the networked Windows PC and copy, add to, and otherwise work with the files. Figure 11-10 shows a pictures folder on a Windows computer, opened on the Mac. Figure 11-10: Open files on a Windows computer over the network. Connecting through various technologies You can network to connect a Mac to a Windows PC, including Ethernet cabling, wireless technology, virtual private networks VPNs, USB, FireWire, and so on. For more information about each of these technologies, see Chapters 6 through 9. The following information is about how these technologies relate to networking Mac and Windows. Ethernet attaches to both PCs and Macs using the 10100 NIC, a hub or switch, and Ethernet cabling. TCPIP is the only built-in protocol for Macs, so it follows that you use IP addressing to connect the two computers. For more information about TCPIP and IP addressing, see Appendix B. Wireless networking also suits both the PC and Mac. Macintosh uses the Apple AirPort Extreme wireless technologies, based on the 802.11g standard. Apple AirPort technologies are based on 802.11b standards; therefore, you can use these technologies with any wireless cards and access points you use with Windows, as long as you match the standards. With wireless, the Mac OS X has built-in services that detect which wireless connections are available and connects automatically to the fastest and strongest signals. Plus Mac’s wireless connections support 128-bit encryption with Wired Equivalent Privacy WEP. Cross- Reference Part II ✦ Planning and Setting Up Networking — Hardware and Software For more information about wireless technologies, see Chapter 7. You can also connect to a Windows network using VPNs, perhaps to connect from home to work or from the road to home. You need a VPN client to do this and the Point-to-Point Tunneling Protocol PPTP, which are both included in the Mac OS X. The Mac comes with USB and FireWire ports so that you can use Bluetooth devices, such as printers, scanners, storage drives, and the like, with the Mac and Windows. Using Linux with Your Network You might want to use a Linux computer if you have someone in your family who is an experi- enced Linux user or who plans to spend a great amount of time learning Linux. You could use Linux on a slower, outdated computer, such as a Pentium or Pentium II. You could also use Linux on a desktop for a user, but Windows is a lot easier and more efficient. Another problem with Linux is that not as much hardware and software is available that’s compatible with it, unlike with Windows or Mac. If you plan to use Linux with your network, it will likely be for a server. You can use a Linux server, for example, if you have a broadband connection and you want to supply Internet ser- vices like File Transfer Protocol FTP or an Apache Web server. Broadband is a term describ- ing very fast Internet connections, like Digital Subscriber Line or a cable modem. Most families, however, won’t use a Linux computer with their network. Linux has a steep learning curve, and it isn’t very useful for games or most desktop applications. If you do add a Linux computer to your network, you can share files and printers with Windows computers. Most Linux distributions can be used with Windows networks through the Samba program. Samba takes care of all of the Windows networking tasks, such as file and printer sharing. Samba configuration can be difficult, however. Linux servers are secure and stable, although the reliability of your security depends on your ability to configure appropriate networking and operating system features. Networking ser- vices are readily available for any distribution. You choose the server depending on the dis- tribution you’re most familiar with. Linux computers are also very secure, seeing how they use a permissions system from Unix. Each file and directory has read, write, and execute access for the owner, for the group, and for the whole computer. A Linux computer has a superuser called root. Root overrules all permissions for every file; therefore, the root password is the most important password on the computer. Every user other than root is subject to limitations and permissions. Ethernet and wireless work with Linux the same as with Windows. Linux has its own open- sourced tools, GUI-interfaces, and console-based tools and services for most networking tech- nologies. If you want to learn more about networking with Linux, and more specifically your distribution, check www.justlinux.com. Note Cross- Reference Chapter 11 ✦ Accessing the Network with Various Operating Systems Summary In this chapter, you’ve learned about attaching accessing your local area network with vari- ous computers and operating systems. You’ve learned about connecting the following: ✦ Windows NT and 2000 ✦ Windows 98, Me, and XP ✦ Notebooks and tablets ✦ Handhelds ✦ Macintoshes ✦ Linux In the next chapter, you learn about sharing resources on the network. ✦ ✦ ✦ Working with Networked Computers I n this part, you learn about configuring your computers to work over the network, as well as how to find files and resources over the network. You first must designate your resources — files, folders, printers, and drives, for example — as shared. In sharing resources, you choose whether the resources are available to everyone or only to certain users. Chapter 12 explains sharing in detail. Chapter 13 shows you how to log on to the network and navigate your way to various locations. In addition to navigating the network, you need to know how to find computers and other resources. Chapter 14 explains how to use Windows’s popular applets to accom- plish this task. And Chapter 15 covers printing on the network. ✦ ✦ ✦ ✦ In This Part

Chapter 12 Sharing Resources

Chapter 13 Accessing the Network

Chapter 14 Finding Computers on

the Network

Chapter 15 Printing on a Network

✦ ✦ ✦ ✦ III III Sharing Resources B efore others can use your files, folders, or printers, you must designate those resources as shared. Sharing is a way of letting others open your files, or save files to one of your folders, or print on your printer. You can share everything on your computer or only cer- tain things. For example, you might have files you don’t want your kids to get into but a printer you want them to use; you choose what to share on your computer. Understanding Sharing One reason you attach your computer to a network is so you can share resources with others. The term resources refers to files, fold- ers, drives, printers, CD or DVD drives, Zip or Jaz drives, modems, and most other components attached to your computer. You probably want to share most resources with your spouse or with children in the house. You and your spouse might share files, for example, that contain letters, household accounting information, or genealogy data. Older children in your home might want to share their homework files so you can review them before they print the documents. Naturally, you’ll share printers, CD or DVD drives, and other hard- ware with everyone in the house so you can save money. Instead of buying a printer for each user, you can share expensive laser or color inkjet printers with everyone on the network. Of course, you can limit the access to shared resources, in case you have confidential information to protect or equipment that’s too expensive for children to use. You don’t have to share any resource on your computer if you want to keep files or folders completely con- fidential or equipment away from the children. Limiting access You can limit the access anyone on the network has to your resources. A child, for example, could accidentally delete a folder or mix up the sums in your personal accounting program. You might not want your spouse to see your creative writing stories or your diary. You might want to limit the use of an expensive color printer as well. 12 12 C H A P T E R ✦ ✦ ✦ ✦ In This Chapter Understanding sharing Sharing between operating systems Sharing folders and drives Sharing files Sharing printers and other peripherals Sharing a modem ✦ ✦ ✦ ✦ Part III ✦ Working with Networked Computers For networking your small business, security may be important if you have files that list pay- roll amounts, sensitive customer information, and so on. Be careful about sharing folders that contain information that should remain confidential. You might consider placing these folders on an inaccessible computer or hard disk in addition to not sharing the folder; or place these files on a Windows 2000 or XP computer. Windows 2000 and XP are known for their good security. Windows enables you to limit the access to any file, folder, drive, or other resource by assign- ing an access type. Following are the access types from which you can choose: ✦ Read-only — Read-only access enables others to open and view folders, or to open, view, and copy files; however, read-only access doesn’t enable others to modify a file or delete anything. You might use this access type when you have a folder of various form letters, for example. Then anyone can open and copy a letter, use it to write another let- ter by customizing the contents, and then save it under a new name so as not to alter the original. ✦ Full — Full access enables anyone to open, change, add, or remove files and folders. Use full access for a personal checking account used by both spouses, or for word pro- cessing files you share with your spouse. ✦ Depends on password — You can set a password on any resource so that only the peo- ple who know the password have access to that file or folder. You can give your spouse password access, for example, but keep your children from access to a specific file or folder. Within password limits, you also can choose read-only or full access. Mac OS X provides a folder called Home for each user to save his or her documents. Only a person who knows your name and password can open your Home folder, which contains your files and folders. When you want to share a file or folder with someone on a Mac, you place that file or folder in the Shared folder. Linux is similar to Windows in that each file and directory has read, write, andor execute access for the owner, the group, or the whole computer. Understanding the rules of sharing There are certain sharing rules that you need to understand before you share your resources. You can share everything on a Windows computer so that everyone has access to it, or you can limit access either by choosing an access type or by selecting only certain resources to designate as shared. Figure 12-1 illustrates shared drives in the Windows 98 Explorer. The computer’s C: hard disk drive is shared, as indicated by the outstretched hand displayed in the icon. In the list of folders and files on the right of the Explorer window, you’ll notice that several folders dis- play the sharing hand. In some cases, a user must enter a password to open a folder with read-only or full rights. When you look at My Computer in Windows XP Professional, you see a folder called Shared Documents see Figure 12-2. You can place files in the Shared folder so that anyone can access those files through the network, or through your computer as another user. Windows 2000 works very similarly to XP in sharing, so when you see figures or read some- thing about XP, you can apply it to Windows 2000 computers as well. Tip Small Business Tip Chapter 12 ✦ Sharing Resources Figure 12-1: Share drives and folders on your computer with others on the network. Figure 12-2: Use the Shared Documents folder in Windows XP to share files. Part III ✦ Working with Networked Computers With the Mac, each person has both a Shared folder and a Public folder. The Shared folder is to share files with specific users on your computer. The Public folder is one in which you share files with others, on the network or with other users of your computer. The Public folder also contains a Drop Box folder in which others can copy files to your Drop Box but not see its contents. Figure 12-3 shows the Public folder and the Drop Box folder. Figure 12-3: Share folders with others on the network through the Public folder. Granting full access If you want everyone to have full access to all your folders in Windows, share the drive on which those folders reside. When you choose to share a drive — such as your C: drive, a Zip drive, or a CD-ROM drive — you automatically share every folder and file on that drive. In Windows 2000 and XP, you can share your entire hard drive by dragging it into the Shared Documents folder. If you have one or more folders on the C: drive that you do not want to share, then you should choose not to share the entire drive. Instead, choose only the folders you want to share on the C: drive. You cannot share the entire drive and protect certain files or folders on that drive, so be careful with your shares. Be careful when granting everyone in the office access to everything. If an employee becomes dissatisfied with work or with you, he or she may sabotage important files. Limiting access to folders When you grant full access to a drive, you cannot limit access to the folders on that drive. You can limit access to folders, however, by selecting each folder and setting the limits you want, one folder at a time. Small Business Tip Chapter 12 ✦ Sharing Resources When you choose to share a folder, you can assign either the read-only or the full access type to that folder. If you choose to assign a read-only limit, users can open the folder and copy any file, but they cannot make changes to a file or delete a file within that folder. This tech- nique is a great way to protect application files from being deleted accidentally. Suppose that you want to grant access to a folder containing an application such as WinZip. Using read- only access guarantees that you won’t open the folder one day and find all your files missing. Figure 12-4 illustrates the Network Neighborhood in the Windows 98 Explorer, and the folders shared by a server computer called Humble. Naturally, you don’t want to share all of the fold- ers on the server; many folders are for the operating system and others are for applications that only the server uses. The following list is a description of each shared drive shown in Figure 12-4: ✦ a is a folder used for backup of important documents on each computer. It’s named a because that places the folder at the top of the list so it’s easily located. ✦ Carlos is a folder for the administrator of the server. He places items of interest, such as memos about when the server might be down for repair, in that folder. Choosing Which Folders to Share You have a lot of folders on a Windows computer, and you don’t need to share them all by any means. Sharing the entire drive would be the simplest way to set up a share; after all, you then have to create only one share, which takes only a minute. You can save yourself some headaches later, however, if you take the time to choose specific folders to share. You don’t need to share your Windows directory, for example. The Windows directory holds all the files that make Windows work, including fonts, configuration files, programming files, help files, and so on. No one has any need to access any files in your Windows folder. Similarly, you might not want to share your Program Files folder. The Program Files folder con- tains multiple application folders, such as Internet Explorer, Microsoft Office, Outlook, NetMeeting, and so on. Each application folder contains the files that make a specific program run. More likely than not, the other network computers contain these applications and, therefore, don’t need to share yours. You might want to share a specific program file folder, however, if someone else needs data con- tained within that folder. Suppose that you use Quicken for your personal accounting program. If you store your account data in the Quicken folder C:\Program Files\QuickenW\My Data, for example, you’ll want to share the Quicken folder so that your spouse also can access the data. Don’t share any folders used to contain device drivers. Device drivers are the programs that run your CD or DVD drive, network card, tape backup, and so on. On my computer, I don’t share the following folders: Plugplay, Ethernet, Iomega, Cdrom, Eapci, ATI, and so on, because these fold- ers contain data specific to my computer. If someone were to accidentally delete any one of these folders, part of my system would stop functioning properly. You can share folders that contain data that others might want or need, such as your My Documents folder or other folders you’ve created to hold your work. You also can share applica- tion folders that others can copy, such as the WinZip folder. If your spouse reformats a drive and wants to copy your WinZip32 program and install it on the new drive, copying it from your hard disk over the network is the easiest method. Part III ✦ Working with Networked Computers ✦ Inetpub contains files and folders for the intranet. ✦ Opinions contains applications any member of the network can download and then install on his or her own computer, such as shareware and freeware. ✦ Server describes the folder that holds all of the shared data, such as a folder for each member on the network, folders containing accounting data, music files, and so on. Shared folders from other computers on the network do not display the outstretched hand by the folder or drive icon. Only your own folders display that shared symbol. In addition to choosing the folders you want to share, you can specify the type of access to each folder by adding a password. You can designate full access to a folder to only the per- sons who know the password. Use this technique when you want to share a folder with your spouse, for example, but not with your 15-year-old son. Using a password for granting access to a folder is a good idea in a business situation. Use passwords for folders containing information that only one or two people need to access. Remember, though, that if the password gets out, then the folders might become available to all. Figure 12-4: Shares on the server are limited yet sufficient for all members of the network. Small Business Tip Note Chapter 12 ✦ Sharing Resources You can assign different access limits to any folder. You might want to share a folder as read- only with one person and share it as full access with another. You can accomplish this goal by applying two passwords to the share, then give only the appropriate password to your 15- year-old. With a read-only password, the child can only look at the contents of a folder and copy a document; but he or she cannot make any changes to that resource. Figure 12-5 shows the Enter Network Password dialog box, which appears when you try to open a limited-access resource. If you fill in the password correctly, you can open the folder and use it; if not, Windows displays a dialog box that states, “The password is incorrect. Try again.” and denies access to the resource. Figure 12-5: Limit access with passwords. Windows 2000 and XP have additional sharing features that use permissions. You choose each folder you share and then specify who has permission to use that folder. Instead of using read, write, and full access, 2000 and XP often use simpler language and say something like: “Allow other users to change my files.” The meaning is the same, however, as full access or readwrite access. Figure 12-6 shows a folder’s Properties dialog box. You can share the folder, and you can choose whether to let users change your files. Figure 12-6: Allow users to change files. Part III ✦ Working with Networked Computers Sharing Between Operating Systems When you share between Windows computers, there’s not much of a problem. Windows 2000 and XP have stricter sharing rules and permissions than 98 or Me, but after you get past the OS’s permissions, you can share easily. When sharing between a Mac and Windows, you use the operating system’s own software to set it up if you’re using Mac OS X. If you’re using a version of Mac such as System 7, 8, or 9, you might have trouble connecting your Mac with a Windows network. You can use PC MacLAN, made by Miramar, to create networking between Macs running OS System 7 or higher. You can use the software to connect over an Ethernet or wireless net- work. You can share files, folders, and printers using PC MacLAN quickly and easily. There are two products, PC MacLAN for Windows 9598Me and PC MacLAN for Windows NT, 2000, and XP. For more information, visit www.miramar.com. Another software product you can use to help promote file and printer sharing between Macs and Windows is Thursby Software Systems DAVE 4.1. DAVE supports Mac OS 8.6 through 9.2x and 10.1.4, plus OS X v10.2.x. DAVE provides support for NTFS file format and Windows secu- rity; shares CDs, printers, folders, and such, and it features automatic workgroup detection. Linux shares well with Windows as long as you use Samba to handle all of the Windows net- working tasks. Using Linux with Macintosh depends on the Linux distro you’re using. For example, if you use the Yellow Dog Linux GUI, you can use Mac-On-Linux MOL to run your Mac operating sys- tem on top of Linux inside a window. Using this configuration, you can use Mac programs and files, Web browsers, and e-mail. If you use Yellow Dog Linux as a server, you can use it to set up a gateway between Macs and PCs. Another product, GroupWise from Novell, enables you to share files between Linux and Macs as well. Use the Internet to research your distribution of Linux to see if it supports file sharing with Macs and PCs. Sharing Folders and Drives Microsoft networking makes sharing folders and other resources simple. You use the same steps and see the same dialog box for any resource you share. Before you can share any resource on the network, however, you first must install the networking software and hard- ware. When installing the networking software, you must enable file and print sharing services. Chapters 6 through 10 explain how to set up the hardware and install networking software for your network. After installing the appropriate software and hardware, you can designate folders and drives as shared by using the Windows Explorer or the My Computer window; both applets work similarly. Others can view shared drives, folders, and files in the Network Neighborhood, in My Network Places, or in the Go ➪ Server window on the Mac. The Network Neighborhood and My Network Places is an icon you use to view all computers on the network. For more information about My Computer, the Windows Explorer, the Network Neighborhood, or My Network Places, see Chapter 14. Cross- Reference Chapter 12 ✦ Sharing Resources Locating a folder You can locate and share a folder in either the Windows Explorer or the My Computer win- dow of Windows operating systems. On the Mac, open the hard drive or use the Finder. To open the Windows 98 Explorer, choose Start ➪ Programs ➪ Windows Explorer. To open the Windows 2000 or XP Explorer, choose Start ➪ Programs ➪ Accessories ➪ Windows Explorer. To open a folder on the Mac, go to the Finder and choose Go ➪ Go to Folder. Following is an example that shows the process of locating a folder in the My Computer win- dow in Windows XP. To open the My Computer window, double-click the My Computer icon on the desktop of Windows 98. For Windows XP, click Start ➪ My Computer. Figure 12-7 illus- trates the My Computer window. The initial window displays all drives and selected folders. You can select any drive in the window to designate as shared, or you can open the drive win- dow to view folders on the drive. To open a drive in the My Computer window, double-click the drive’s icon. The window changes to display the folders contained on that drive, as shown in Figure 12-8. Sharing Drives You can share any drive on your Windows computer, including hard drives, floppy drives, Zip drives, Jaz drives, MiniDisc drives, CD-ROM drives, DVD drives, or tape drives. You share drives to enable others to access the files and folders on those drives and to back up or store files. For example, you might let your teenager store her graphics and image files on your extra hard drive. You might save some business files on your spouse’s Zip drive because you don’t have one attached to your computer. You might use another’s CD or DVD drive because it burns faster than yours. Sharing drives gives everyone on the network access to multiple devices that they might not have had otherwise. When you share a drive, you also share everything on that drive — including all folders and files. Carefully consider sharing an entire hard drive before you do it. Some folders on that drive might be confidential. Others might be program files you don’t want to lose accidentally. If the drive you share is a secondary hard drive, however, sharing it for file storage might be a good idea. You wouldn’t necessarily have any program, configuration, or operating system files on a secondary drive, so if data is lost, it can be replaced easily. You might store backup files, extra image files, document files, and other data files on a secondary drive. Share mass storage device drives — such as tape drives, Zip and Jaz drives, and so on — for pur- poses of backup and file storage as well. You need to oversee the media for the drive yourself or assign someone to do it. You don’t want to be unaware of when a Zip disk fills up or a tape needs to be changed. You also need to watch tape drives for when they need to be cleaned; a dirty tape drive won’t back up. You can purchase a cleaning tape that you put into the drive every month or two to clean the magnetic bits of tape left over from the backup tape. Share CD-ROM drives in order to install software quickly. Choose to share the computer with the fastest CD-ROM drive for faster and more efficient installations and downloads. Share CD or DVD burners to make it easier for everyone to create their own discs. Share only the fastest burners. You share a drive by using the same method you use for sharing a folder. See “Designating a share” later in this chapter. Part III ✦ Working with Networked Computers Figure 12-7: My Computer contains all drives, folders, and other resources in your computer. Figure 12-8: View the folders on any drive. Designating a share After you open the My Computer window or the Windows Explorer and locate the folder, you can designate that folder as shared. The following process also works for designating a drive as shared. In Step 1, you select the drive to be shared, and then you follow Steps 2 though 7. To designate a folder as shared, follow these steps: 1. Select the folder. 2. Choose File ➪ Sharing for Windows 98 and 2000, or choose File ➪ Sharing and Security for Windows XP. Alternatively, you can right-click the selected folder and then choose the sharing option from the quick menu. Chapter 12 ✦ Sharing Resources

3. The folder’s Properties dialog box appears with the Sharing tab displayed, as shown in

Figure 12-9. This example is in Windows XP. Figure 12-9: By default, the resource is not shared. Figure 12-10 shows the Properties dialog box in Windows 98. Figure 12-10: The options are somewhat different in Windows 98. Part III ✦ Working with Networked Computers

4. For Windows 2000 or XP, do the following: a. Click Share This Folder on the Network.

b. Optionally, change the share name in the Share Name text box. c. Optionally, click Allow Network Users to Change My Files.

d. Click OK.

For Windows 98, do the following:

a. In the Sharing tab, choose the Shared As option. The share name becomes the

same as the drive, folder, or file. The share name is the name that is displayed to other members of the network.

b. To enter a new share name, delete the existing text in the Share Name text box

and enter any text you want. If you’re sharing a CD-ROM drive, for example, you can name the share CD-ROM instead of the drive letter D: or E:, for example so that users can recognize the drive easily.

c. Optionally, enter any text in the Comment text box. You might want to write com-

ments that describe the documents within a folder, for example.

d. Click Apply to activate the share name. If you’re finished with the Properties dia-

log box, click OK. If you want to limit access by using a password, continue with the instructions in the following section. For the Mac, the steps depend on the operating system you’re using. Generally, however, you open the hard drive and locate the folder. Copy the folder you want to share to the Shared folder in the Users folder. Setting access limits You can set limits on access to the shared folder by choosing an access type, by adding a password to the shared resource, or by doing both. If you choose an access type, you either limit all network users to a read-only access to the folder or you allow all users full access. Alternatively, you can assign a password to the shared folder so that only users who know the password can access the folder. If you choose to set a password, you can give users read- only or full access with the password. Figure 12-11 illustrates a folder that is shared using the full access type with a password. Note that the password is represented by asterisks so that no one can read it over your shoulder. This folder can be accessed only by someone who knows the password you specify. In Windows XP, you use the General tab in the Properties dialog box to set the attributes. You cannot set a password on the shared folder in Windows XP. To set access limits in Windows 98, follow these steps: 1. Open the folder’s Properties dialog box and share the folder. 2. In Access Type, choose Read-only, Full, or Depends on Password see “Limiting access” earlier in the chapter for an explanation of these types.

3. Click OK to accept the changes and close the dialog box. Note

Chapter 12 ✦ Sharing Resources