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Sharing files with multiple users on single iMac

THIS IS a REPOST from another location - more appropriate "thread"
After switching to Mac from a PC about a month ago (& not being technologically over-adept), I have finally succeeded in creating separate "User" accounts on my iMac (1 admin, 1 standard, 1 managed) to allow the 3 users in my household to create their own workspace. However, now I would like to allow them to access all files from some applications - iTunes, iPhoto, Address Book, etc. - and some of the files within Numbers, Pages, & Keynote (that were theirs to start with...but they were working on in "my" admin space before establishing separate Users.) As an additional challenge, I'd still like to have access to their files...for monitoring purposes...as we go forward. I've "searched" the Apple support files and found reference to some of this but (1) I can't seem to figure out how to move the files into the Public Folder (I did one, then logged in as another User & it wasn't there...) and (2) If they access files from the Public Folder, will they need to specifically save them back there when done? -- my other users will NEVER remember to put something back where they got it...

imac, Mac OS X (10.5.7)

Posted on Aug 2, 2009 10:27 PM

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Posted on Aug 3, 2009 9:35 AM

gogirl143 wrote:
THIS IS a REPOST from another location - more appropriate "thread"
After switching to Mac from a PC about a month ago (& not being technologically over-adept), I have finally succeeded in creating separate "User" accounts on my iMac (1 admin, 1 standard, 1 managed) to allow the 3 users in my household to create their own workspace. However, now I would like to allow them to access all files from some applications - iTunes, iPhoto, Address Book, etc. - and some of the files within Numbers, Pages, & Keynote (that were theirs to start with...but they were working on in "my" admin space before establishing separate Users.) As an additional challenge, I'd still like to have access to their files...for monitoring purposes...as we go forward. I've "searched" the Apple support files and found reference to some of this but (1) I can't seem to figure out how to move the files into the Public Folder (I did one, then logged in as another User & it wasn't there...) and (2) If they access files from the Public Folder, will they need to specifically save them back there when done? -- my other users will NEVER remember to put something back where they got it...


You should be able to put those files in /Users/Shared . However, depending on the application, there may be issues doing that regarding permissions. You can research iPhoto and iTunes for specific issues.
19 replies
Question marked as Best reply

Aug 3, 2009 9:35 AM in response to gogirl143

gogirl143 wrote:
THIS IS a REPOST from another location - more appropriate "thread"
After switching to Mac from a PC about a month ago (& not being technologically over-adept), I have finally succeeded in creating separate "User" accounts on my iMac (1 admin, 1 standard, 1 managed) to allow the 3 users in my household to create their own workspace. However, now I would like to allow them to access all files from some applications - iTunes, iPhoto, Address Book, etc. - and some of the files within Numbers, Pages, & Keynote (that were theirs to start with...but they were working on in "my" admin space before establishing separate Users.) As an additional challenge, I'd still like to have access to their files...for monitoring purposes...as we go forward. I've "searched" the Apple support files and found reference to some of this but (1) I can't seem to figure out how to move the files into the Public Folder (I did one, then logged in as another User & it wasn't there...) and (2) If they access files from the Public Folder, will they need to specifically save them back there when done? -- my other users will NEVER remember to put something back where they got it...


You should be able to put those files in /Users/Shared . However, depending on the application, there may be issues doing that regarding permissions. You can research iPhoto and iTunes for specific issues.

Aug 3, 2009 10:47 AM in response to gogirl143

For sharing iPhoto and iTunes libraries between multiple users on my Mac, I do this. It has worked flawlessly for me for many years now.

Address Book contacts cannot be shared between users in the same way. You will need to subscribe to a MobileMe account to do it, I'm sorry to say.

To give other users read-only access to a file, move the file to /Users/Shared or to /Users/You/Public. The other users can navigate to those places with Finder to access the files.

Aug 3, 2009 10:56 AM in response to gogirl143

To share an iPhoto 09 Library between accounts on the same Mac:

For iPhoto 09 (version 8.0.2) and later:

What you mean by 'share'.

If you want the other user to be able to see the pics, but not add to, change or alter your library, then enable Sharing in your iPhoto (Preferences -> Sharing), leave iPhoto running and use Fast User Switching to open the other account. In that account, enable 'Look For Shared Libraries'. Your Library will appear in the other source pane.

Any user can drag a pic from the Shared Library to their own in the iPhoto Window.

Remember iPhoto must be running in both accounts for this to work.

If you want the other user to have the same access to the library as you: to be able to add, edit, organise, keyword etc.

Quit iPhoto in both accounts. Move the Library to the Users / Shared Folder

(You can also use an external HD set to ignore permissions, a Disk Image or even partition your Hard Disk.)

In each account in turn: Double click on the Library to open it. (You may be asked to repair the Library Permissions.) From that point on, this will be the default library location. Both accounts will have full access to the library, in fact, both accounts will 'own' it.

However, there is a catch with this system and it is a significant one. iPhoto is not a multi-user app., it does not have the code to negotiate two users simultaneously writing to the database, and trying will cause db corruption. So only one user at a time, and back up, back up back up.

With iPhoto 09 there is no need whatever to get involved with ACLs or to use the Terminal to achieve this.

Regards

TD

Aug 4, 2009 10:00 AM in response to Yer_Man

Thanks to all for your responses & I was able to accomplish some of what I wanted to with your guidance - also touched base w/Apple support and learned "definitively" that iTunes can NOT share a central music library, the assumption being that multiple Users have different musical preferences AND syncing devices, so each must be kept separate... So, now I just copied all of my child's music from my "library", placed into shared file, logged into child's Userspace, and dumped the file into child's iTunes. Deleted whatever of child's music I wasn't interested in from my library - 'cause essentially we've now taken up "double" the memory by each having separate iTunes music Libraries.

iPhoto, as you've all indicated, is easier to share by just putting Sharing privileges into effect for Users and adjusting library location.

Mail was easy -- with the exception of IMAP vs. POP servers...now there's a nightmare.

Still working on moving around all of the "document-type" files to the appropriate users, but the Shared file folder "suggestion" has really assisted in making these transfers a lot easier. Will have to worry about all of the duplication of effort once I get everyone's stuff accessible to them. Thanks to ALL for your assistance.

One additional item that I haven't seen addressed - & I don't remember if I even said it in 1st post, but iCalendar - does this have a similar "User Sharing" capability? -- would be great if it does, since multiple users on this computer could benefit from seeing a "consolidated" calendar.

Aug 5, 2009 12:22 PM in response to William-Boyd-Jr

Don't know if these replies go directly to "poster" who you reply to, but I took "Boyd" advice - created a folder of documents to be shared with all Users on computer - took to (admin.) HD, Users, Shared (after giving read/write priv's to other users on just that folder) and dropped folder in there...now how do other Users access (do they have to go into their own HD's to access?) - the files don't show up as "options" to open within applications (Pages, Numbers, Keynote)... What could I have done wrong?

Aug 5, 2009 3:05 PM in response to gogirl143

gogirl143 wrote:
Don't know if these replies go directly to "poster" who you reply to, but I took "Boyd" advice - created a folder of documents to be shared with all Users on computer - took to (admin.) HD, Users, Shared (after giving read/write priv's to other users on just that folder) and dropped folder in there...now how do other Users access (do they have to go into their own HD's to access?) - the files don't show up as "options" to open within applications (Pages, Numbers, Keynote).


First, let's be clear about your situation: Are these people all using the same computer or are they each using a separate computer on a local network?

If they are all on the same computer, they should be able to navigate to those shared folders. Open a Finder window, navigate to where you can see the shared folder, then drag that folder into the "sidebar" under "Places". Now the shared folder should be visible in any "open" dialog. Clicking on it in the sidebar should reveal its contents.

Aug 5, 2009 3:46 PM in response to gogirl143

Easy, do one of the following: 1. (and this is the easiest method) get your self a family pack mobible me account. 2. get your self an airport extreme and connect an external hard drive and keep your itunes and iphoto folders on the external hd. 3. get your self an extra external hard drive for each user and have them put their iphoto and itunes folder on each external hd and just email each other back and fort what ever you want. cheers!

Aug 6, 2009 7:57 PM in response to William-Boyd-Jr

Oh my goodness - the exact solution I wanted - with one codecil...do I need to change Read/Write privileges on each document/file in that folder if I want other 2 users to be able to make changes? Tried to establish the folder as "everyone = read/write" and that didn't work - how about if I add each User = read/write to the folder -- will that work?

BTW - answer = 3 users on ONE machine (not a network of users)

& BTW - thanks sooooo much!

Aug 6, 2009 9:32 PM in response to gogirl143

You can give each user read and write permissions to just that folder, or to everything in it. But that will not stick to any new files that are added to the folder hierarchy after that point. When new files are created they are read and write for the creator, and read only for all others. If you want to change that it must be done manually for each new file that you add.

There is a way to get around this, and make every file/folder added to a folder hierarchy automatically get full read and write permission for the users you specify. It requires setting up ACLs. Do it this way:

1. Make a new subfolder in /Users/Shared. Call it something like /Users/Shared/sharefolder. Move all the files you want to share into this folder.

2. Go to System Preferences and unlock the Accounts pref pane. Click the + button. Make a new group (select "group" from the drop down menu). Call it something like "sharegroup". Add the users you want to that group.

3. Log in to an admin account. Launch Terminal. Paste in all three of these lines at the same time and then press Return:

sudo chmod -R +a "sharegroup allow delete,chown,list,search,add_file,\
addsubdirectory,delete_child,file_inherit,directoryinherit" \
/Users/Shared/sharefolder


Enter your admin password when prompted and press return again. You are done. The users in the sharegroup can all now read and write everything in the sharefolder. They will also be able to read and write any file that is newly created or copied into the sharefolder from that point on.

NOTE: After setting this up, and you want to add more files to the sharefolder, be aware that files that already exist outside the sharefolder WON'T inherit the new permissions if they are simply moved in (i.e. drag with Finder). They must be copied in. Hold down the option key when dragging files into the sharefolder. That will ensure that a new copy will be made, and the permissions will inherit properly. You can then delete the old copy of the file from its previous location.

I hope this helps.

Aug 6, 2009 9:41 PM in response to gogirl143

gogirl143 wrote:
do I need to change Read/Write privileges on each document/file in that folder if I want other 2 users to be able to make changes? Tried to establish the folder as "everyone = read/write" and that didn't work - how about if I add each User = read/write to the folder -- will that work?


On my computer the "Shared" folder started out with "everyone" given "Read & Write" privileges". As an experiment, I copied a file into that folder and the result was owned by me with "everyone" set to "Read only". So yes, it looks like each person who writes files to that folder will have to set privileges to allow others to write to those files. You should be able to do that by (1) opening the "Info" window on the folder or file, (2) clicking on the lock at the bottom of the window, then (3) using the drop-down list to change the privileges of "everyone". If you're working on a folder, you can also at this point pull down the list under the "gear" and select "Apply to enclosed items". This last operation would allow privileges to be set for a group of files.

Aug 6, 2009 9:50 PM in response to William-Boyd-Jr

William Boyd, Jr. wrote:
On my computer the "Shared" folder started out with "everyone" given "Read & Write" privileges". As an experiment, I copied a file into that folder and the result was owned by me with "everyone" set to "Read only".


Yes, that's normal.

So yes, it looks like each person who writes files to that folder will have to set privileges to allow others to write to those files.


With normal permissions, yes. But the granting of read and write permission for new files can be automated using the ACL procedure I detailed in my previous post.

Terminal commands can look kind of scary for new users, but as long as the instructions are carefully followed, they can do a lot of cool things!

Aug 7, 2009 9:37 AM in response to Király

Tried using the "gear" to apply read/write privileges for "everyone" - to all files in the folder in HD/Users/Shared/File and each file shows that "everyone" has read/write (not read only) privileges, but if I login as another one of my users & make a change in a document and try to save (back to same folder), if says that that User doesn't have privileges? Anything ELSE I'm missing?

Kiraly -- I'm trying to work up the nerve to try your solution...you're right to a new user, that solution looks a little daunting. Question to you - in step #3 - log in to admin account (means me? - original User, given full privileges upon purchase, I assume)... "Launch Terminal"? ...haven't used this yet, where is it exactly that I'm pasting in those 3 lines of code AND are the backslashes Return/Enter(s) or actual backslashes? Sorry, haven't done actual "programming" since highschool...

Aug 7, 2009 11:00 AM in response to gogirl143

gogirl143 wrote:
Tried using the "gear" to apply read/write privileges for "everyone" - to all files in the folder in HD/Users/Shared/File and each file shows that "everyone" has read/write (not read only) privileges, but if I login as another one of my users & make a change in a document and try to save (back to same folder), if says that that User doesn't have privileges? Anything ELSE I'm missing?


What do those other users see as the privileges of the file they're trying to update and the enclosing folder?

in step #3 - log in to admin account (means me?)


Yes.

"Launch Terminal"? ...haven't used this yet, where is it exactly that I'm pasting in those 3 lines of code AND are the backslashes Return/Enter(s) or actual backslashes?


Those lines should be pasted into a Terminal window. Those are actual backslashes. They act as continuation characters for the multi-line command. Just paste the whole thing into the window.

Aug 7, 2009 12:10 PM in response to William-Boyd-Jr

When logged in as another User - I open HD/Users/Shared/Folder Perm Info=Me (Admin User) is Read/Write, Staff is Read Only, Everybody is Read/Write...all files (that I want them to have access to change)=same permissions as above, other files I want them to be able to SEE in that file are the same except Everybody is Read Only. Do I need to + each User, with permissions to Read/Write instead of designate as "Everybody"?

Aug 7, 2009 12:20 PM in response to William-Boyd-Jr

Also - when logged in as other User - in Info for both Folder & (all) files, above list of Me (admin user), Staff & Everyone - it says "You can only Read" -- who is "Everyone"? or Staff, for that matter? Assume those're just "stock" users for networks, etc., but also assumed Everyone would cover it...

Also, Launch Terminal/Terminal Window - how do I get there?

Sharing files with multiple users on single iMac

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