#0073 Basic Concepts of a Small Business Network

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 currently Gigabit, but some 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.

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. The business can add more users and servers as needed.

Businesses typically do NOT allow users to save files on the individual desktops. Instead of saving everything on each employee's computer, files are saved in one central location one a server or NAS. It may be called something like \\SERVER. Using one or more servers will provide an entire range of benefits and services for the business including:

Easier, centralized backups
Consistent Login security
File sharing & security
Folder security
DNS and DHCP services
Network time control
Physical security
Easily swap desktops as all data is on the server.
Desktops can be standardize only the software they need for each department.
Users can be prevented from installing unauthorized software.
Dedicated Database Server
Dedicated Payroll Server
Dedicated Application Server
Dedicated Printer Server
Dedicated Storage Server

What is a NAS?

Network Attached Storage (NAS) is similar to a server. It's primary function is to provied mass storage of shared files and folders on the network. However, some NAS units now offer some server functions via apps, containers and virtual machines. A NAS is essentially a small computer with 2 or more disk drives. It connects to the network switch and is accessed from other computers on the network. There are no ports for a monitor, keyboard or mouse.

Depending on the needs of the business, some small smaller businesses opt to go with a NAS in place of a server.

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.

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:

\\SERVER\USERS\USERNAME
\\SERVER\ACCOUNTING
\\SERVER\PAYROLL
\\SERVER\ENGINEERING
\\SERVER\CUST_SERVICE
\\192.168.1.30\OFFICE

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 are connected to the network via Ethernet and can be shared from the server by the network administrator. Printers can also be shared from any other connected computer on the network. However, servers are the most logical choice as they run 24/7. Multiple printers are common. If one printer isn't working, you can send your document to another printer in the office. You might see a high-volume monchorome lasers, maybe a color laser or even an inkjet for higher quality photo printing. This gives the user a choice when printing documents. All printers will show up in the Windows / Linux printer folder. Printers can also have security assigned to them by the network administrator. For Example: The accounting department may have a separate printer for printing checks. You don't want someone printing a report on check stock.

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.

Basic Concepts of a Small Business Network