How to Share Folder with VMware: The Complete Guide That Actually Works

When I first started working with virtual machines, one of the most frustrating things was trying to Share Folder with VMware move files between my host computer and the VM. I’d email files to myself, use USB drives, or even resort to cloud storage—until I discovered how simple it actually is to share folders with VMware. If you’re running virtual machines for development, testing, or just learning, this guide will save you hours of headache.

Why Share Folders with VMware?

Before we dive into the how, let’s talk about why you’d want to share folders between your host machine and virtual machine:

• Seamless file transfer without network configuration
• Real-time collaboration between host and guest systems
• Development workflows where you edit code on the host but test on the VM
• Backup and recovery scenarios
• Avoiding network overhead for large file transfers

I remember working on a web development project where I needed to test my application on different operating systems. Instead of copying files back and forth, shared folders let me edit my code on Windows and instantly see changes reflected in my Linux VM. Game changer.

Prerequisites: What You’ll Need

Before you can share folders with VMware, make sure you have:

1. VMware Workstation Pro/Player (Windows/Linux) or VMware Fusion (Mac)
2. VMware Tools installed on your guest operating system (this is crucial!)
3. Administrative access on both host and guest systems
4. A folder on your host machine that you want to share

Understanding VMware Tools: The Secret Ingredient

Here’s something that tripped me up initially—you absolutely need VMware Tools installed for folder sharing to work. VMware Tools is a suite of utilities that enhances VM performance and enables features like:

• Shared folders
• Drag-and-drop files
• Copy-paste between host and guest
• Better graphics performance
• Time synchronization

Think of VMware Tools as the translator between your host and guest systems. Without it, they simply can’t communicate effectively.

To check if VMware Tools is installed, go to your VM menu and look for “Install VMware Tools” or “Reinstall VMware Tools.” If you see “Update VMware Tools,” you’re already good to go.

How to Share Folder with VMware Workstation (Windows Host)

Let me walk you through the exact steps I use every time I set up a new VM:

Step 1: Power Off Your Virtual Machine

Yes, I know it seems counterintuitive, but you’ll need to shut down your VM first for the initial setup. You can modify shared folders later while the VM is running, but the first-time configuration works best when the VM is off.

Step 2: Access VM Settings

1. Right-click on your virtual machine in the VMware Workstation library
2. Select “Settings” from the menu
3. Click on the “Options” tab at the top

Step 3: Configure Shared Folders

1. In the left sidebar, click “Shared Folders”
2. On the right side, you’ll see folder sharing options:
   • Disabled: No folders are shared
   • Always enabled: Folders are always accessible (I use this for development VMs)
   • Enabled until next power off or suspend: Temporary sharing (great for quick file transfers)
3. Select “Always enabled” for persistent access

Step 4: Add a Shared Folder

1. Click the “Add” button at the bottom
2. The Add Shared Folder Wizard will open
3. Click “Next”
4. Browse to the folder on your host machine you want to share
5. Give it a name (keep it simple—I usually just use the folder name)
6. Check “Enable this share”
7. Optional: Check “Read-only” if you don’t want the VM to modify files
8. Click “Finish”

Step 5: Start Your Virtual Machine

Power on your VM, and let’s see if it worked!

Accessing Shared Folders in Different Guest Operating Systems

Here’s where things get a bit different depending on what OS you’re running in your VM.

Windows Guest

When I’m running a Windows VM, shared folders appear automatically in File Explorer. Here’s where to find them:

1. Open File Explorer (Windows + E)
2. Look for “Network” in the left sidebar
3. Expand “VMware Shared Folders”
4. Or navigate directly to: \\vmware-host\Shared Folders\

You can also map the shared folder as a network drive for easier access:

Right-click on the shared folder → Map network drive → Choose a drive letter → Finish

This creates a permanent shortcut that appears alongside your C: drive, D: drive, etc.

Linux Guest (Ubuntu/Debian/CentOS)

Linux is where I initially struggled with shared folders. The location isn’t as obvious, but once you know it, it’s actually more flexible:

Shared folders are mounted under:

/mnt/hgfs/

If you don’t see your shared folder there, you might need to manually mount it:

bash

sudo mkdir -p /mnt/hgfs
sudo /usr/bin/vmhgfs-fuse .host:/ /mnt/hgfs -o subtype=vmhgfs-fuse,allow_other

Pro tip: Add this to your /etc/fstab file to auto-mount on boot:

.host:/    /mnt/hgfs    fuse.vmhgfs-fuse    defaults,allow_other    0    0

For Ubuntu specifically, if the folder still doesn’t show up, install these packages:

bash

sudo apt-get install open-vm-tools open-vm-tools-desktop
sudo reboot

macOS Guest

For macOS VMs running in VMware Fusion:

1. Shared folders appear on the desktop (if configured to do so)
2. Or navigate to /Volumes/VMware Shared Folders/
3. You can add them to Finder sidebar for quick access

Share Folder with VMware ESXi

If you’re working with VMware ESXi (the enterprise hypervisor), the process is a bit different since you’re typically accessing VMs remotely through vSphere Client.

Using NFS or SMB Shares

ESXi doesn’t have the same “shared folders” feature as Workstation. Instead, you’ll use network shares:

1. Set up an NFS or SMB share on your network storage
2. In vSphere Client, connect the datastore to ESXi
3. Mount the network share within your guest OS

This is more complex but gives you greater flexibility in production environments. I typically use NFS shares when deploying development environments on ESXi.

For detailed ESXi configurations, check out VMware’s official ESXi documentation.

Troubleshooting: When Shared Folders Don’t Work

I’ve run into pretty much every shared folder problem imaginable. Here are the most common issues and fixes:

Problem 1: Shared Folder Not Appearing

Solution:

• Verify VMware Tools is installed and up to date
• Restart VMware Tools service:
  • Windows: Services → VMware Tools → Restart
  • Linux: sudo systemctl restart vmware-tools
• Check that shared folders are enabled in VM settings
• Power cycle the VM (full shutdown and restart)

Problem 2: “No Shared Folders” Error in Linux

Solution:

bash

# Reinstall VMware Tools
sudo apt-get remove open-vm-tools
sudo apt-get install open-vm-tools open-vm-tools-desktop
sudo reboot

Problem 3: Permission Denied Errors

This one frustrated me for hours once. The fix:

Linux:

bash

sudo usermod -aG vboxsf $USER
# Log out and back in

Windows: Make sure your user account has permissions on both the host folder and the VM.

Problem 4: Slow Performance with Large Files

Shared folders use the VMware Tools protocol, which can be slower than native file systems. For better performance:

• Copy large files to the VM’s local disk instead of working directly from shared folders
• Use SCP or SFTP for bulk transfers
• Consider using network shares (SMB/NFS) for better throughput

Best Practices: How I Actually Use Shared Folders

After years of working with VMs, here’s what I’ve learned works best:

1. Organize Your Shared Folders

I create a dedicated VMware_Shared folder on my host machine with subfolders:

VMware_Shared/
├── Projects/
├── Downloads/
├── Scripts/
└── Temp/

2. Use Descriptive Names

Instead of “SharedFolder1,” name it something meaningful like “DevProjects” or “TestData.”

3. Consider Security

• Use read-only shares for sensitive data
• Don’t share your entire C: drive (I made this mistake once—bad idea)
• Be cautious with automated scripts that write to shared folders

4. Development Workflow Example

Here’s my actual workflow when developing a web application:

1. Host machine: Edit code in VS Code
2. Shared folder: Project directory mapped to VM
3. VM: Run web server and test application
4. Host machine: Browser testing and debugging

This setup lets me use my preferred IDE while testing in an isolated environment. No deployment steps, no copying files—just edit and refresh.

Alternative Methods for File Sharing

While shared folders are convenient, they’re not always the best solution. Here are alternatives I use depending on the situation:

SSH/SCP (Secure Copy)

For Linux VMs, I often prefer SSH:

bash

scp file.txt user@vm_ip:/destination/path/

Pros: Fast, secure, works over network Cons: Requires SSH setup, command-line based

Drag and Drop

VMware supports dragging files directly from host to VM (if VMware Tools is installed):

• Pros: Extremely intuitive, no configuration
• Cons: Not ideal for large files or automation

Network Shares (SMB/NFS)

Setting up a proper network share:

• Pros: Better performance, works across multiple VMs
• Cons: Requires network configuration, more complex setup

For more advanced networking configurations, check out our guide on VMware networking best practices.

Real-World Use Cases

Let me share some practical scenarios where shared folders shine:

Use Case 1: Software Testing

I work with a QA team that tests applications across multiple operating systems. We use shared folders to:

• Distribute test builds instantly to all VMs
• Collect log files and crash reports in one location
• Share test scripts and automation tools

Use Case 2: Development Environment

As a developer, I run databases and services in VMs but edit code on my host. Shared folders let me:

• Use familiar IDEs and tools on the host
• Test code changes immediately in the VM
• Keep source code under version control on the host

Use Case 3: Training and Education

When conducting VMware training sessions, shared folders help by:

• Distributing course materials to student VMs
• Collecting assignments and projects
• Sharing installation files and resources

Performance Considerations

Let’s be honest—shared folders aren’t always the fastest option. Here’s what I’ve observed:

Good for:

• Small to medium files (under 100MB)
• Frequent access to configuration files
• Development workflows with many small reads/writes

Not ideal for:

• Database files (store these on VM’s local disk)
• Video editing or large media files
• High-throughput applications

If you’re hitting performance walls, consider using the VM’s local storage for active work and shared folders just for transferring final results.

Security Considerations

Shared folders create a bridge between your host and guest systems. Here are security practices I follow:

1. Never share folders containing sensitive credentials or API keys
2. Use read-only mode when the VM only needs to read data
3. Disable sharing when not actively needed (especially for test VMs)
4. Be cautious with malware testing VMs—disable shared folders to prevent infection spread
5. Regular backups of shared data (I learned this the hard way)

Advanced Tips and Tricks

Tip 1: Automating Shared Folder Setup

You can configure shared folders via command line for automated VM deployment:

bash

vmrun addSharedFolder "/path/to/vm.vmx" sharename "/host/path" -s

Tip 2: Multiple Shared Folders

Don’t limit yourself to one shared folder. I typically have 3-4:

• One for projects I’m actively working on
• One for downloads and installers
• One for scripts and utilities
• One temporary folder for quick file exchanges

Tip 3: Symbolic Links for Easy Access

In Linux VMs, I create symbolic links for quicker access:

bash

ln -s /mnt/hgfs/Projects ~/Projects

Now I can access shared folders right from my home directory.

Comparing VMware to Other Virtualization Solutions

If you’re evaluating different virtualization platforms, here’s how VMware’s shared folders compare:

VMware vs. VirtualBox:

• VMware: Generally faster, more stable
• VirtualBox: Free, but shared folders can be buggy

VMware vs. Hyper-V:

• VMware: Better cross-platform support
• Hyper-V: Native Windows integration, but limited folder sharing

VMware vs. Parallels (Mac):

• Both offer excellent shared folder performance on macOS
• Parallels has slightly better macOS integration

Conclusion: Making the Most of Shared Folders

Sharing folders with VMware is one of those features that seems simple on the surface but can dramatically improve your workflow once you understand how to use it properly. Whether you’re a developer, IT professional, or just someone experimenting with virtual machines, mastering shared folders will save you countless hours of file juggling.

The key takeaways:

• Always install VMware Tools first
• Choose the right sharing mode for your use case
• Understand where shared folders appear in different guest OSs
• Know when to use alternatives like SSH or network shares

I hope this guide helps you avoid the mistakes I made when learning to share folders with VMware. If you run into issues not covered here, drop a comment below—I’m always learning new tricks and would love to hear about your experiences.

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Frequently Asked Questions

Q: Can I share folders between two VMs without involving the host? A: Not directly through VMware’s shared folders feature. You’d need to set up network sharing between the VMs or use the host as an intermediary.

Q: Do shared folders work with snapshots? A: Yes, but the shared folder content is from the host’s current state, not from when the snapshot was taken. This can sometimes cause confusion.

Q: Is there a size limit for shared folders? A: No hard limit from VMware, but performance degrades with very large folders (50GB+). The limit is really your host’s available storage.

Q: Can I share folders with VMware Player (free version)? A: Yes! The free VMware Player supports shared folders just like Workstation Pro.

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Related Resources:

• VMware Official Documentation

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