How to share files between user accounts on a Chromebook

As a long-time Chromebook user, I’ve always loved its simplicity, speed, and the cloud-centric approach. But, like all technology, there are moments when I wish things were a tad easier. One such feature is sharing files and folders with other users on the same Chromebook. While you might think that this would be a straightforward process, it can actually be a bit tricky. Let’s dive into the details of how to go about it.

The misconception: File sharing on Chromebooks with multiple users

First things first: if you’re looking to share files directly between user accounts on a Chromebook, I hate to break it to you, but that’s not directly possible. I remember the first time I tried doing this and felt a tad disappointed. Each user’s account on a Chromebook is designed to be its private space, with its own separate files, apps, and settings.

This kind of makes sense when you think about it from a security and privacy perspective. But if you’re like me and sometimes want to share a document, photo, or other file with another user on the same machine, there are some workarounds.

Sharing files between different user accounts on a Chromebook

Using Google Drive for sharing

Getting started with Google Drive: If you’re on a Chromebook, chances are, you’re familiar with Google Drive. It’s integrated quite seamlessly. You would be happy to know that this is one of the easiest ways to share files.

How to do it:

• For a step-by-step guide with screenshots, check out this article on sharing files and folders with other Chromebook users using Google Drive.The following steps serve as a quick reference guide.

• Open the Files app on your Chromebook.
• Next to “My Drive,” you would see “Shared with me”. This shows all the files and folders shared with you.
• You can drag files or folders into “My Drive” to organize them.

Sharing a file or folder: To share a file or folder, right-click on it in the Files app and select “Share”. From there, enter the email of the user you want to share with. They will receive an email notification, and the file or folder will appear in their “Shared with me” section. It’s as simple as that.

What I love and don’t about this method: I absolutely adore the seamless integration of Google Drive with Chromebook. Sharing files this way ensures they’re stored in the cloud, so there’s less risk of losing them. However, the downside is that if you have a large file, you might be waiting a while for it to upload, especially on a slow internet connection.

Utilizing external storage devices

Another method that I’ve grown fond of, especially when internet speed is a concern, is using external storage devices.

Picking the right storage device: USB flash drives or external hard drives work wonders. I have a cute little flash drive shaped like a donut that I often use for this purpose. Make sure the storage device is compatible with Chrome OS. Most modern ones are.

Steps to share using external storage:

• Plug the external storage device into the Chromebook.
• Open the Files app. You should see the device listed under “Devices”.
• Drag and drop files or folders you want to share onto this device.
• Once you’ve transferred everything, eject the device by clicking the eject icon next to its name in the Files app.
• Now, the other user can log in, plug in the device, and access the shared files.

My two cents on this approach: This method is swift, especially for larger files. However, the downside? You would always need to have that external device on hand. Plus, there’s always the risk of misplacing it. Trust me, I’ve spent countless hours searching for my donut flash drive!

Other cloud services

Apart from Google Drive, several other cloud services integrate well with Chromebooks, like Dropbox and OneDrive.

1. Sharing via Dropbox: Dropbox has a decent Android app that works on Chromebooks. You can install it from the Play Store, sync your files, and share links to specific files or folders.
2. Sharing with OneDrive: Like Dropbox, OneDrive also has an Android app. Once you’ve installed and synced your files, you can share directly from the app.
3. What makes this method stand out: If you or the other user are not big fans of Google Drive, these alternatives can be a lifesaver. However, the downside remains: uploading and downloading speeds, especially with larger files.

Sharing through SMB or network sharing

Another method that I’ve recently explored, and quite honestly, it’s changed the game for me, is using SMB (Server Message Block) or network sharing. This method is fantastic for sharing files within a local network, making it super convenient for those who often work in an environment with multiple devices.

Setting up SMB sharing: SMB allows for shared access to files between devices on the same network. On many devices, it’s straightforward, but on Chromebooks, the process involves a few steps.

• For a detailed walkthrough with screenshots, refer: How to access your Network File Shares on Chromebook
• Here is a brief summary of the steps for your reference.
• First, ensure that the device you want to share files from has SMB sharing enabled.
• On your Chromebook, open the Files app.
• Click the three-dot menu icon on the top-right and select ‘Add new service’ followed by ‘SMB file share’.
• A dialog will appear, prompting you to enter the necessary information: the server address, the folder you want to share, username, and password.
• Once you’ve filled out the required fields, click ‘Add’, and voila! The shared folder should appear in your Files app under the ‘SMB Shares’ section.

Why I recommend this method: What I love about SMB sharing is the convenience. Files are transferred quickly over the local network without relying on the internet, and there’s no need for external storage devices. But a small word of caution: ensure your network is secure. While SMB is a robust protocol, always be wary of sharing sensitive information on public or unsecured networks.

Conclusion: Finding what works for you

In my journey with my beloved Chromebook, I’ve found that no one-size-fits-all method exists. Sometimes, the good old external drive does the trick. Other times, the magic of the cloud is unbeatable. You need to test the waters and find out what suits you best in different scenarios.

So next time you want to share that hilarious meme with your sibling or that important presentation with your colleague, don’t fret. The Chromebook might not allow direct user-to-user sharing, but with these methods in your toolkit, you’re more than equipped to share away.