How to quickly transfer files from one laptop to another wirelessly via WiFi

Transferring data between computers is a routine, yet often necessary, task faced by every user. Previously, this required flash drives, external hard drives, or long cables, which created unnecessary inconvenience and took time. Modern technologies make physical media a thing of the past, as transfer files via WiFi happens instantly and without the tangle of wires.

There are many scenarios where you might need to exchange data: you bought a new laptop and want to transfer documents from your old one, or you need to transfer a large video archive to a colleague in the next room. In this article, we'll cover proven methods that work on Windows 10 and Windows 11, as well as cross-platform solutions.

The main advantage of wireless data transfer is speed and convenience. You don't need to find a free USB port or buy an additional cable. Both devices need to be on the same network. Below, we'll discuss how to set up data exchange as efficiently as possible using built-in system tools or specialized software.

Network preparation and basic requirements

Before setting up sharing, make sure both laptops are properly connected to the local network. Ideally, both devices are connected to the same router. If you're using your laptop's WiFi, make sure the network profile is set to Private, and not Public, since in the public profile the system blocks detection of other devices for security reasons.

For stable transfer of large amounts of data, it's recommended that both laptops operate in the 5 GHz band. This will provide higher throughput than the 2.4 GHz standard. You can check the current frequency from the command line by entering the command netsh wlan show interfaces and finding the line "Channel".

⚠️ Attention: If one laptop is connected via cable and the other via WiFi, make sure that the router does not isolate wireless clients from wired ones (the AP Isolation function must be disabled).

It's also worth checking whether network discovery is enabled. In Windows, this is done through the Network Control Panel. Without this step, computers simply won't "see" each other, even if they're on the same network. This is a fundamental step, without which further configuration is pointless.

Method 1: Shared folder and local network (SMB)

The most classic and reliable method, which doesn't require installing any third-party software, is creating a shared folder. This method is built into the operating system and works reliably. To get started, select the folder you want to share with another laptop, right-click it, and go to Properties.

In the window that opens, go to the tab Access and press the button General access...In the drop-down list, select a user (for example, "Everyone" or a specific system user) and add them, setting the permission level to "Read and Write." The folder will then become visible in Network Neighborhood.

• 📂 Open File Explorer and enter the IP address of the receiving laptop in the address bar.
• 🔍 Find the shared folder in the list of available resources.
• 📥 Copy the necessary files to your disk using the usual drag and drop method.

It's important to know the IP address of the second laptop. You can find it by running the command line (Win + R, then cmd) and entering the command ipconfigLook for the "IPv4 address" line. If the system asks for a username and password when connecting, enter the credentials of the user logged in to the remote computer.

What to do if the folder is not visible?

If the folder isn't visible, check Windows Services. Press Win+R and enter services.msc. Make sure the "Function Discovery Resource Publishing" and "Computer" services are running and set to Automatic.

This method is especially convenient if you regularly need to transfer files between laptops. You can create a shortcut to the network folder on your desktop, and your data will always be within reach. The transfer speed in this case is limited only by the speed of your WiFi router.

Method 2: Nearby Sharing

Windows 10 and 11 introduce a feature similar to Apple's AirDrop called Nearby Share. It allows you to transfer files and links between nearby devices using a combination of Bluetooth for discovery and WiFi Direct for data transfer. It's one of the fastest methods for one-time transfers.

To activate the function, open Parameters (keys Win + I), go to the section System and select Shared folders or find the "Nearby Share" option, depending on your OS version. Make sure the toggle is enabled and "Everyone Around Me" or "My Devices" is selected.

The transfer process is as follows: you select a file, click the "Share" button in the context menu or in the app, and the system begins searching for available devices. A notification about the incoming file will appear on the second laptop, which you must confirm.

The advantage of this method is its simplicity and the lack of need to enter passwords or IP addresses. However, it's important to note that both laptops must support the WiFi Direct standard for this feature to work. If the devices are older, this method may not work or may be unstable.

Method 3: Using cloud storage

Cloud services have become the de facto standard for data synchronization. If both laptops have internet access, you can use OneDrive, Google Drive, Yandex.Disk, or Dropbox. A file is uploaded to the cloud from one device and instantly appears on the other after synchronization.

This method doesn't require devices to be on the same local network. You can transfer a file from your laptop while in the office and access it from your home laptop in the evening. This makes the cloud ideal for working on documents on the go.

However, this method has limitations. Transfer speed depends on your provider's plan and server load. Furthermore, free plans often limit storage space. For transferring files tens of gigabytes in size, this method may be too slow.

If you frequently work with large files, it might be worth considering paid plans or using the cloud only for important documents, and transferring videos and archives locally. Also, keep privacy in mind: don't store passport scans or crypto wallet keys in the cloud without additional encryption.

Method 4: Setting up an FTP server

For advanced users who require complete control over data transfer, setting up their own FTP server on one of their laptops is an excellent solution. This allows file transfers at any supported WiFi speed and bypasses Windows interface limitations.

The easiest way to set up an FTP server is to use a free program FileZilla Server Or even built-in IIS (Internet Information Services), although the latter is more difficult to configure. After installing the server, you'll need to specify a download location and configure access rights.

Status: Successful authorization
Team: USER Admin
Answer: 331 Password required for Admin
Command: PASS 
Answer: 230 Login successful

On the receiving laptop, simply open any FTP client (such as FileZilla Client or even Windows Explorer) and enter the server's IP address. You'll have access to the file system as if it were a regular drive. This is especially convenient when transferring thousands of small files, as FTP handles job queues better than the standard Windows copy tool.

⚠️ Attention: When setting up an FTP server, be sure to set a password. Open FTP access on your local network can allow any connected guest to access your data.

This method requires initial setup, but it provides better performance in the long run. You can set up the server to start automatically so your laptop is always ready to receive files over the network.

Method 5: Third-party utilities (Shareit, Send Anywhere)

If the built-in Windows tools seem too complicated or unstable, specialized programs can help. Applications like Send Anywhere, Feem or Resilio Sync create their own network for data transmission, ignoring system limitations.

The principle is simple: you install the program on both laptops. One device generates a unique key (often a 6-digit code or QR code), which you enter on the second device. A direct connection is then established via WiFi.

• 🚀 High speed, often faster than using SMB.
• 📱 Cross-platform: you can transfer a file from your laptop to your phone.
• 🔒 Encryption of the connection during transmission.

The downside of such solutions often includes ads in free versions or file size limitations. Furthermore, some programs may require registration or a constant internet connection for authorization, even when transferring over a local network.

However, for one-off operations or work in a heterogeneous environment (like an office where everyone has different laptops), this is often the only viable solution. They handle all the technical aspects of configuring ports and the firewall.

Troubleshooting and Frequently Asked Questions

Even with proper configuration, errors may still occur. Most often, the problem lies with the Windows Firewall, which is blocking incoming connections. If one laptop can't see another, try temporarily disabling your antivirus or adding an exception rule to the network profile.

Another common cause is different versions of the SMB protocol. Older laptops may use SMBv1, which is disabled by default in newer versions of Windows due to vulnerabilities. Enabling it is not recommended; it's better to update the network drivers on your older device.

⚠️ Attention: Windows settings interfaces and menu item names may vary depending on the update version (21H2, 22H2, 23H2). If you can't find the option, search for it in system settings.

Transfer speed also depends on signal quality. If the router is in a distant room, speeds may drop to 1-2 MB/s. For larger files, it's best to move laptops closer to the access point or use a signal extender.

Why is the WiFi transfer speed much lower than what is stated on the router?

Actual WiFi speed is always lower than theoretical due to protocol overhead, interference in the air, and half-duplex operation (a device cannot simultaneously receive and transmit data at full speed). Furthermore, the speed is limited by the weakest device in the chain.

Is it possible to transfer files if one laptop is distributing WiFi and the other is connected?

Yes, this is possible. If one laptop shares the internet (modem mode or mobile hotspot), they form a local area network. You can use IP address methods or third-party programs, but standard Windows network discovery may not work without additional configuration.

Is it safe to share passwords and personal information through a shared folder?

Within your home network, yes, it's safe. However, if you're on a private WiFi network (like a cafe or airport), using shared folders is strictly prohibited. In such circumstances, use only encrypted cloud services or a VPN tunnel between devices.

How to speed up copying of many small files?

Small files take a long time to copy due to the overhead of opening and closing each file. Before transferring, pack them into a single archive (ZIP or RAR). This will speed up the process significantly, as it will transfer one large data stream.