How to Share Files Between Ubuntu and Windows with Samba

Seamlessly sharing files between different operating systems is a must-have skill, especially for us IT admins. While Ubuntu and Windows are powerhouses in their own right, sometimes they need to play nice together. That’s where Samba comes in.

Samba is the magic ingredient that allows Ubuntu and Windows systems to share files and printers as if they were all part of the same family. Think of it as a translator, speaking both “Windows Networking” (SMB/CIFS) and “Linux/UNIX” fluently. This guide, will show you how to set up Samba to bridge that gap, making file sharing a breeze.

1. Quick Access: Browsing Windows Shares Directly from Ubuntu Desktop (No Server Setup Needed!)

Before we dive into configuring a Samba server, it’s important to know that Ubuntu can easily access existing Windows shares without any special server setup. This is done through the GNOME Files application (also known as Nautilus).

1. Open Files:
   Launch the “Files” application. You can usually find it in your Ubuntu Dock or by searching for “Files” in the Activities overview.
2. Go to “Other Locations”:
   In the left-hand sidebar, click on Other Locations.
3. Click “Windows Network”:
   In the main panel, you should see an icon labeled Windows Network. Clicking this will initiate a scan for Windows systems on your network.
4. Browse and Connect:
   You’ll see a list of Windows computers (and potentially other Samba servers) in your workgroup. Double-click on a computer to browse its shared folders. You might be prompted for Windows credentials (username and password) if the share requires authentication.

Personal Insight: This simple method is perfect for quick access to files on a Windows machine without setting up a full Samba server on Ubuntu. It’s great for home networks or small offices.

2. Samba Server vs. Samba Client: Understanding the Roles

To understand how Samba works, it’s helpful to know the key players:

• Samba Server (smbd): This is the service that allows your Ubuntu system to share its folders and printers with Windows clients (and other Samba clients). This is what we’ll be configuring in most of this guide.
• Samba Client (smbclient, cifs-utils): These are the tools that allow your Ubuntu system to access shares hosted on Windows systems (or other Samba servers). The GNOME Files application uses these tools behind the scenes. We’ll also look at using smbclient from the command line.

Read: How to install Samba on Ubuntu

3. Installing Samba on Ubuntu: Getting the Server Components

To share folders from your Ubuntu system, you need to install the Samba server packages.

1. Open a terminal:
   Press Ctrl+Alt+T.
2. Install Samba packages:

   sudo apt update  # Update package lists (always a good practice)
   sudo apt install samba samba-common

   apt will install the necessary Samba server components.

4. Configuring the Ubuntu Firewall to Enable Samba: Opening the Ports

Your firewall needs to be configured to allow Samba traffic. Ubuntu typically uses either ufw (Uncomplicated Firewall) or firewalld.

• Using ufw (recommended for most users):

  sudo ufw allow samba

  This single command opens the necessary ports for Samba.

• Using firewalld (more advanced):

  sudo firewall-cmd --permanent --add-port=137/udp
  sudo firewall-cmd --permanent --add-port=138/udp
  sudo firewall-cmd --permanent --add-port=139/tcp
  sudo firewall-cmd --permanent --add-port=445/tcp
  sudo firewall-cmd --reload

  • Ports 139 and 445: These are the standard ports used by Samba (SMB/CIFS protocol).
  • --permanent: Makes the changes survive reboots.
  • --reload: Applies the changes immediately.

Important Note: If you have a separate firewall (e.g., a hardware firewall or a cloud provider’s security group) between your Ubuntu server and your Windows clients, you’ll also need to configure that firewall to allow Samba traffic as well.

Read: How to set up a UFW on Ubuntu 22.04

5. Configuring Samba: The smb.conf File

The main configuration file for Samba is /etc/samba/smb.conf. This file controls how Samba behaves, which folders are shared, who can access them, and many other settings.

5.1 Configuring the [global] Section: Essential Settings

1. Edit smb.conf:

   sudo nano /etc/samba/smb.conf

   (You can use any text editor you prefer, but nano is a good choice for beginners.)

2. Find the [global] section.
3. Configure the following settings:

   [global]
       workgroup = WORKGROUP           # Replace WORKGROUP with your Windows workgroup name
       netbios name = MyUbuntuServer    # Replace MyUbuntuServer with a descriptive name
       server string = Samba Server %v  # Optional: A description of your server
       security = user                # User-level security (recommended for most setups)
   
       # --- Additional important settings (usually already set correctly, but check!) ---
       dns proxy = no                 # Usually 'no' unless you're doing advanced DNS integration
       log file = /var/log/samba/log.%m  # Location of Samba log files
       max log size = 1000            # Maximum log file size (in KB)
       syslog = 0                     # Disable syslog logging (use Samba's own logs instead)
       panic action = /usr/share/samba/panic-action %d  # Script to run in case of a Samba crash
       encrypt passwords = yes        # Enable password encryption (essential!)
       smb passwd file = /etc/samba/smbpasswd  # Location of Samba user password file
       unix password sync = Yes       # Keep Unix and Samba passwords synchronized (optional)
       passwd program = /usr/bin/passwd %u  # Command to change Unix passwords
       passwd chat = *Enter\snew\s*\spassword:* %n\n *Retype\snew\s*\spassword:* %n\n *password\supdated\ssuccessfully*  # Chat script for password changes
       map to guest = bad user        # Map invalid usernames to the 'guest' account
       name resolve order = lmhosts host wins bcast  # Name resolution order
       wins support = no              # Disable WINS server (usually not needed)

   • workgroup = WORKGROUP: Crucially important! This must match the name of your Windows workgroup.
   • netbios name = MyUbuntuServer: Change this to a descriptive name for your Ubuntu server. This is the name that will appear in Windows Network Neighborhood/File Explorer.
   • server string: An optional description of your server.
   • security = user: Enables user-level security so that users must authenticate with a valid username and password.
   • encrypt passwords = yes: Always enable this to avoid significant security risks.
   • wins support = no: Typically not needed unless you’re setting up a WINS server.

5.2 Configuring a Shared Resource: Creating Your First Share

1. Choose a directory to share: For this example, let’s share the directory /srv/samba/shared.
2. Create the directory (if it doesn’t exist):

   sudo mkdir -p /srv/samba/shared

3. Edit the smb.conf file again:

   sudo nano /etc/samba/smb.conf

4. Add a new section for your share: Append the following to the end of the smb.conf file. Replace [MyShare] and other values as needed:

   [MyShare]
       comment = My Shared Folder
       path = /srv/samba/shared
       browseable = yes
       writable = yes
       guest ok = no           # Set to 'yes' to allow guest access (no username/password)
       valid users = <user1> <user2>  # Replace <user1>, <user2> with allowed usernames or use @groupname for a group

   • [MyShare]: This is the share name seen by Windows users.
   • comment: An optional description.
   • path: The absolute path to the directory being shared.
   • browseable: If set to yes, the share will appear in network browsing lists.
   • writable: Allows write access if set to yes (assuming file permissions are correct).
   • guest ok: If yes, allows access without authentication (use with caution).
   • valid users: Specifies the allowed users or groups.

   Other Useful Options:

   • read only: Equivalent to writable = no.
   • create mask: Sets default permissions for new files.
   • directory mask: Sets default permissions for new directories.
   • force user / force group: Forces all connections to be made as a specific user/group.

5.3 Removing Unnecessary Shares: Cleaning Up

The default smb.conf file often includes sections for printer sharing ([printers], [print$]) and user home directories ([homes]). For better security, comment out these sections if they are not in use.

Example (commenting out the [homes] section):

#[homes]
#   comment = Home Directories
#   browseable = no
#   valid users = %S
#   writable = yes
#   inherit acls = Yes

6. Creating a Samba User: Granting Access with smbpasswd

Crucially Important: Samba uses its own user database, separate from Ubuntu system accounts. Even if a user exists on Ubuntu, they must be added as a Samba user.

1. Ensure the Ubuntu user exists.
   You cannot create a Samba user for a non-existent Ubuntu account.
2. Use the smbpasswd command:

   sudo smbpasswd -a <username>

   Replace <username> with the actual Ubuntu username. You will be prompted to enter and confirm a Samba password (which may be different from the Ubuntu password).

Example:

sudo smbpasswd -a jdoe

This command adds the user jdoe to the Samba database and prompts you to set a Samba password.

Read: Understanding Linux File Permissions: The Complete Guide to Securing Your System Files

7. Testing the smb.conf File: testparm to the Rescue

Before starting (or restarting) the Samba services, test your configuration for errors using testparm:

testparm

testparm will:

• Check for syntax errors in smb.conf
• Report any potential problems or inconsistencies
• Show a summary of your configuration

Tip: Pay close attention to any warnings or errors reported by testparm and fix them before starting Samba.

8. Starting the Samba and NetBIOS Name Services: Bringing Your Shares Online

Once you’ve configured smb.conf and created your Samba users, start the Samba services:

sudo systemctl start smbd
sudo systemctl start nmbd

Note:

• smbd: The main Samba daemon handling file sharing.
• nmbd: The NetBIOS name service daemon that makes your server visible in Windows Network Neighborhood/File Explorer.

Enable services to start on boot (recommended):

sudo systemctl enable smbd
sudo systemctl enable nmbd

Read: How to Manage Ubuntu Boot Services: List, Start, and Stop Systemd Services at Startup

9. Accessing Samba Shares from Windows: Connecting to Your Ubuntu Server

1. Open File Explorer.
2. Go to “Network”.
3. Look for your Ubuntu server:
   It should appear with the netbios name you configured in smb.conf.
4. Troubleshooting Tip:
   If you don’t see your Ubuntu server immediately, wait a few minutes as network browsing can be slow. Alternatively, type the server’s IP address directly (e.g., \\192.168.1.50).
5. Connect to a share:
   Double-click on your Ubuntu server and enter your Samba credentials when prompted.

Read: How to run Windows software on Linux

10. Accessing Windows Shares from Ubuntu: Using the Samba Client (Command-Line and GUI)

Just as Windows can access Ubuntu Samba shares, Ubuntu can access shared folders on Windows machines.

Option 1: Using GNOME Files (GUI)

1. Open Files.
2. Go to “Other Locations” > “Windows Network”.
3. Browse for Windows computers:
   You will see a Windows Network icon.
4. Connect to a Windows share:
   Click on a Windows computer, browse its shared folders, and enter credentials if prompted.
5. Direct Server Connection:
   Use the “Connect to Server” option and enter the address in this format: smb://workstation01/share.

Option 2: Using the Command Line (smbclient and mount)

• Using smbclient:
  • List shares on a server:

    smbclient -L <windows_computer_name_or_ip> -U <windows_username>

    Replace <windows_computer_name_or_ip> with the target machine’s hostname or IP, and <windows_username> with a valid username.

  • Connect to a share interactively:

    smbclient <windows_computer_name_or_ip>/<share_name> -U <windows_username>

    This will provide an smb:> prompt to run commands such as ls, cd, get, put, and lcd.

• Using mount.cifs:Mount a Windows share as a directory on your Ubuntu filesystem:
  1. Create a mount point:

     sudo mkdir -p /mnt/windows_share

  2. Mount the share:

     sudo mount -t cifs <windows_computer_name>/<share_name> /mnt/windows_share -o username=<windows_username>,password=<windows_password>

     – -t cifs: Specifies the filesystem type as CIFS.
     – <windows_computer_name>/<share_name>: The UNC path to the Windows share.
     – /mnt/windows_share: Local mount point (ensure it exists).
     – Security Note: Storing passwords in the command line is insecure. Consider using a credentials file instead.

11. Summary: Connecting Ubuntu and Windows

Samba is a powerful tool for integrating Ubuntu and Windows systems, providing seamless file sharing. This guide has covered:

• Fundamental concepts of Samba and SMB/CIFS.
• Installing the Samba server and client components.
• Configuring the /etc/samba/smb.conf file.
• Creating Samba users.
• Testing your Samba configuration.
• Starting and stopping Samba services.
• Accessing Samba shares from Windows.
• Accessing Windows shares from Ubuntu (both graphically and via the command line).
• Troubleshooting common problems.

With this knowledge, you can confidently set up file sharing between your Ubuntu and Windows systems, creating a more efficient and collaborative network environment.

FAQ

Q: Why can’t I see my Ubuntu server in Windows Network Neighborhood/File Explorer?

A: Common reasons include:

• Workgroup mismatch: Ensure the workgroup in /etc/samba/smb.conf matches your Windows workgroup.
• nmbd not running: Verify the nmbd service is running (sudo systemctl status nmbd).
• Firewall issues: Confirm your firewall allows Samba traffic (ports 137, 138, 139, and 445).
• Network discovery issues: Sometimes network browsing is slow. Try accessing the server directly by IP (e.g., \\192.168.1.50 or \\MyUbuntuServer).

Q: Do I need to create Samba users for every Ubuntu user?

A: No. Create Samba users only for accounts that need to access Samba shares from Windows.

Q: Can I use Samba to share printers too?

A: Yes! Samba supports printer sharing. The smb.conf file contains sections for printer configuration, though this guide focuses on file sharing.

Q: Is Samba secure enough for sensitive data?

A: For basic file sharing on trusted networks, Samba with user-level security and password encryption is generally secure. For highly sensitive data or internet sharing, consider additional measures such as:

• Using a VPN.
• Restricting access by IP using hosts allow and hosts deny options.
• Integrating with Active Directory for centralized user management.

Q: How can I access Samba shares from the command line?

A: Use the smbclient command as demonstrated in the “Accessing Windows Shares from Ubuntu” section.

Q: I made changes to smb.conf, but they don’t seem to be taking effect.

A: Restart the Samba services to apply changes:

sudo systemctl restart smbd
sudo systemctl restart nmbd

Q: What does the “server string” setting in smb.conf do?

A: The “server string” provides a human-readable description of your Samba server in the [global] section.

Q: Can I prevent anonymous or guest access to my Samba shares?

A: Yes. Ensure security = user is set in [global] and use guest ok = no in share definitions. Avoid using guest account = nobody.

Q: I’m getting “access denied” errors even with correct credentials. Why?

A: This may be due to file permission issues on the Ubuntu side. Verify:

• Linux file permissions using ls -l and adjust with chmod/chown if needed.
• The valid users setting in your share definition.
• SELinux/AppArmor configurations if applicable.
• Restart Samba services after any changes.

Q: I want to access a Windows share from Ubuntu without entering my password every time. How can I do that?

A: There are several methods:

• Credentials File (Recommended):
  1. Create a file (e.g., ~/.smbcredentials) with the following content:

     username=<your_windows_username>
     password=<your_windows_password>

  2. Secure the file:

     chmod 600 ~/.smbcredentials

  3. Mount the share using:

     sudo mount -t cifs <windows_server>/<share> /mnt/windows -o credentials=~/.smbcredentials

• Mount with Username and Password (Less Secure):

  sudo mount -t cifs <server>/<share> /mnt/winshare -o user=myuser,password=mypass

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