Basic Concepts of a Small Business Network

What is a Network Server?

A network server is a computer that stores important files and settings for your business. A small business may have a single server vs. a large corporation that may have thousands of servers. Instead of saving everything on each employee's computer, files are saved in one central location, usually called something like \\SERVER. Using one or more servers will provide an entire range of benefits for the business including:

• Easier backups
• Login security
• File sharing & security
• Folder security
• DNS and DHCP services
• Network time control
• Physical security
• Easily swap desktops
• Keeps desktops clean with only the software they need.

User Accounts

Each person who uses a computer gets a unique username and password. The network administrator sets the rules for these passwords. They can choose things like:

• Minimum length
• Whether letters, numbers, or symbols are required
• How often passwords must change
• Whether old passwords can be reused

Naming Conventions

This will vary from business to business. Meyer Computer likes to use the persons first initial followed by the Last name for both the network username as well as the users email address. This example uses the name John Doe.

• Short username: JDOE
• Long username:  DOMAIN\JDOE
• Email address:  JDOE@domain.local

Folders on the Server

Shared folders can be created on the server help teams work together. The goal is to avoid using thumb drives to share files. Now you can simply place everything on the server. Its much more secure. Private folders are just for individuals (This is where you hide your resume on your work computer!). Some example folders could include:

• ACCOUNTING – for the accounting department
• PAYROLL – for payroll staff
• ENGINEERING – for engineers
• CUST_SERVICE – for customer service reps
• PURCHASING – for the purchasing department

Groups like "Accounting" or "Engineering" can be created by the Administrator from the server to give permission to several users at once, making setup and management easier.

How Are Computers Connected?

Each computer uses an Ethernet cable (Often blue or beige but it can be any color) to connect to a central device called a network switch. The server and the firewall are also connected to this switch. The firewall then connects to the internet. The most common speed is Gigabit, but larger networks are now running at higher speeds such as 2.5Gb, 10Gb and even 100Gb!

If you were to draw it out, the network would look much like a star, with the switch in the center. See the diagram above.

Browsing for Files

To find shared files on the network:

• Open File Explorer also called This PC or Computer depending on what version of Windows you are using. Microsoft tends to annoyingly change the name of some things from one version to the next. The icons will look something like this:
  
   
  
  
• Click on Network on the left side to view other computers, servers, or printers
• You can also click on any network mappings that you see listed. (discussed below)

You can also type a location path directly into the address bar. An IP address can also be used in lieu of a server name, like these examples:

What Is a Mapped Drive?

A mapped drive is like a shortcut (pointer) to a shared folder that resides on a network server. It saves time and keeps things organized. These are some examples:

• G:\ACCOUNTING – Accounting department (accounting group only)
• O:\OFFICE – General office files (everyone can access)
• S:\SOFTWARE – Software folder (read-only)
• U:\USERNAME – Personal user folders (private)

There are 26 drive letters available (A to Z), but more options exist if needed.

Sharing Printers and Scanners

Printers and scanners connected to the network can be shared. If one printer isn't working, you can send your document to another one in the office. These are found in the printer folder. Devices can be shared from any connected computer or server.

Wrapping Up

This is just a basic overview of a small business network intended for beginners. There are more advanced options available, but this should help you to get a basic understanding of servers, user accounts, file sharing, and mapped drives.

This is a VERY large topic. Entire books and many courses are available. Additional entry level content will be appended to this article at a future time.