Department Shared Folders
Department shared folders are a secure and convenient way for staff members within a department to share and collaborate on documents and other files.
Advantages of Department Shared Folders
A secure, more reliable environment.
Important files containing "sensitive" data should not be stored on your computer. If these files are stored on the server they will not be affected if your computer crashes or is stolen. Also, files stored on the server are backed up nightly.
An effective way of sharing information and resources.
You may have a database or spreadsheet that users in different areas of the department may need information from for various purposes. The file can be accessed in the shared folder whenever they need it. You may even want more than one user to maintain data on a spreadsheet or database. They can do so easily when it is in the shared folder.
Can be accessed at any time from anywhere when you need them.
You can access your shared folder from another computer.
Important Things You and Your Users Should Know
•Resources on the server are limited. Department shared folders are allocated 1 gigabyte of storage by default. If necessary, this can be increased.
•Servers are monitored by DoIT Windows Admin in Systems Support and Operations.
•This folder should be used to store files for work purposes only. Storage of other file types like executable files used to install programs, personal music, screensavers or photos is not recommended.
•Virus-infected files will be deleted.
•When you delete files from these folders they do not go to the Recycle Bin on your computer. DoIT Windows Admin must restore the files from backup.
•In most cases, more than one person can access a file at the same time but only one person can edit the file.
Frequently Asked Questions
- Two people in the department are designated as Access Controllers for the shared folder. These people are responsible for giving staff access to the folder and removing access as needed when someone leaves the department.
- One Access Controller must complete the online request form and submit it to DoIT Windows Admin. Use your NetID user name and password to access the form. This form must be filled out for every folder that requires its own separate access group. If the Access Controllers change, please send an email to "DoIT Windows Admin."
- DoIT Windows Admin will email the Access Controllers with all of the necessary information as soon as the folder is created. This will include the location of the folder, the folder name and the access group names.
- Customer Engagement & Support or your departmental support technician must install the Active Directory Users and Computers software on both Access Controllers' computers. This software will be used to maintain the access control groups for the shared folder.
- Customer Engagement & Support will provide training to the Access Controllers. Call (631) 632-9800.
You can map a drive to a shared folder and create a shortcut on your desktop. This will make it easier to access files in the folder.
If you are not logged on to the sunysb.edu domain you will be prompted to authenticate yourself when you try to access the shared folder.
- Enter your NetID in the following format: sunysb.edu\netid
- Enter your NetID password
Map a Drive
Windows XP: Open My Computer and click Tools > Map Network Drive
Windows 7: Click on the Windows Button > Computer > Map Network Drive
Windows 8: Go to the Desktop > Computer > click Map Network Drive, or at the Metro screen type Computer > click Map Network Drive. To get to the Metro screen, press the Windows button on your keyboard.
An available Drive letter will already be selected.
In the Folder field, type the exact path that DoIT Windows Admin gave you when the department shared folder was set up:
\\the server name\the folder name
Make sure Reconnect at logon is checked.
Once the drive is mapped, you will see it under Network Locations (or Drives) when you open My Computer.
To create a shortcut on your desktop, right click it and choose Create a Shortcut.
You can access your department's shared network folder and add it to Mac Favorite locations, which will make it easier to access files in the folder.
If you are not logged on to the sunysb.edu domain you will be prompted to authenticate yourself when you try to access the shared folder:
- Enter your NetID
- Enter your NetID password
Access a Shared Network Folder on a Mac
- From the Finder menu bar, click Go and select Connect to Server
- In the Server Address box, type the path for the shared folder using this pattern:
smb://server name/folder name/
Note: be sure to include smb: prior to the server name and use the full server name if necessary
Note: the slashes are / (rather than \ as on Windows machines)
- To save this location as a favorite, click the + button to the right
- Click Connect
- To make the folder easier to access, drag and drop the folder to the FAVORITES section on the left side of the finder window
"Snapshots" of MySBfiles and Department Shared Folders are saved every few hours. You can access a document you altered or deleted from these snapshots.
For MySBfiles users: Staff and faculty that have MySBfiles mapped on their work computer can follow these directions as well.
Navigate to your Department Shared folder or MySBfiles:
- On the Desktop, click the Start button and click (My) Computer or press the Windows Logo button + E.
- You should see your Shared Folder and MySBfiles under Computer.
- *For MySBfiles users who do not see
- ~NetID (\\mysbfiles.campus.stonybrook.edu) listed under Computer, then you do not have MySBfile mapped on your computer. Call Customer Engagement & Support for help!
- Navigate to the folder that contained the file you deleted or edited, but do not open it.
- Right-click on the folder and select Restore Previous Version--it may take a few moments to appear.
- Click to open the version (snapshot) of the folder that would contain the unaltered document based on the date modified.
- Here you can open the document and save it.
Files & Links
Customer Engagement and Support
- (631) 632-9800