The fastest way to transfer files between your PC and a VMware virtual machine

The simplest method is to use drag-and-drop if you have VMware Tools installed on your virtual machine. Open the virtual machine window alongside your PC's file manager, then drag files directly from one to the other. The transfer happens in seconds for small files and works in both directions.

If drag-and-drop does not work, your second option is shared folders, which creates a folder on your PC that the virtual machine can read and write to. This requires one-time setup but then works automatically every time you start the virtual machine. A third option is to use a USB drive or external hard drive that both your PC and the virtual machine can access, though this is slower and less convenient for frequent transfers.

Key Takeaways

  • Drag-and-drop works when ready if VMware Tools is installed, and requires no setup beyond that.
  • Shared folders let you designate a specific folder on your PC that the virtual machine can access at any time, and you only set it up once.
  • VMware Tools must be installed on the virtual machine for either drag-and-drop or shared folders to work.
  • USB drives and external storage work without VMware Tools but are slower and require manual mounting each time.

Check whether VMware Tools is installed on your virtual machine

VMware Tools is software that runs inside the virtual machine and lets it communicate with your PC. Without it, drag-and-drop and shared folders will not work. To check, start the virtual machine and look at the taskbar or system tray (bottom right of the screen inside the virtual machine). If you see a small VMware icon, Tools is installed.

If you do not see the icon, you need to install VMware Tools first. Click the VMware Fusion or VMware Workstation menu at the top of the window, then select "Install VMware Tools" or "Reinstall VMware Tools". The virtual machine will mount a disc image. Open it, run the installer inside, and restart the virtual machine when prompted. The whole process takes about five minutes.

Transfer files using drag-and-drop

Once VMware Tools is installed, drag-and-drop is the fastest method. Position the virtual machine window and your PC's file manager (Windows Explorer or File Explorer) side by side on your screen. In the file manager, navigate to the folder containing the files you want to move. In the virtual machine window, open File Explorer and navigate to where you want the files to go.

Click and hold on a file in the PC's file manager, drag it over to the virtual machine window, and release. The file will copy to the virtual machine. You can drag multiple files at once by holding Ctrl and clicking each one, then dragging the group. For folders, drag the entire folder and it will copy with all contents inside.

To move files from the virtual machine back to your PC, reverse the process: drag from inside the virtual machine window to the file manager on your PC. The same Ctrl-click method works for selecting multiple items.

Set up shared folders for ongoing access

Shared folders are useful if you transfer files regularly or want the virtual machine to access the same folder every time it starts. In VMware Workstation or Fusion, open the virtual machine settings. Look for the "Sharing" or "Options" tab, then click "Shared Folders". Click the plus button to add a new shared folder.

Browse to a folder on your PC that you want to share—for example, a "Shared Files" folder on your Desktop. Give it a name (like "MySharedFolder"), then check the box that says "Enabled" or "Always enabled". Click OK and restart the virtual machine.

Inside the virtual machine, open File Explorer. In the left sidebar or address bar, look for "Network" or type \\vmware-host\shared and press Enter. You will see the shared folder you just created. Double-click it to open it, and you can now read and write files there just as if it were a regular folder on the virtual machine. Any file you put in the shared folder on your PC will appear inside the virtual machine, and vice versa.

Use a USB drive if VMware Tools is not available

If you cannot or do not want to install VMware Tools, a USB drive works as a backup method. Plug the USB drive into your PC, copy the files you want to transfer onto it, then connect the USB drive to the virtual machine. In VMware, click the virtual machine menu and select "Removable Devices" or "USB", then choose the USB drive from the list. The virtual machine will mount it and you can access the files.

This method is slower than drag-and-drop or shared folders because you have to physically move the drive between devices and wait for it to mount each time. However, it requires no software installation and works with any virtual machine setup. When you are done, right-click the USB drive inside the virtual machine and select "Eject" before unplugging it.

Troubleshoot when transfers are not working

If drag-and-drop is not working, the most common cause is that VMware Tools is not installed or not running. Restart the virtual machine and check the system tray again for the VMware icon. If it is still missing, reinstall VMware Tools using the steps above.

If shared folders are not showing up, make sure you restarted the virtual machine after setting them up in the settings menu. Also check that the folder path on your PC still exists and has not been moved or deleted. If the shared folder appears but you cannot write to it, right-click the folder on your PC, select "Properties", go to the "Sharing" tab, and make sure your user account has write permission.

If the virtual machine is running very slowly during a large file transfer, this is normal—the transfer is using system resources. Close other programs on your PC to speed it up, or transfer files in smaller batches. For very large files (over 1 GB), shared folders are usually faster than drag-and-drop.

Frequently Asked Questions

Can I drag and drop between the PC and virtual machine in any direction?

Yes. Once VMware Tools is installed, you can drag files from your PC into the virtual machine or from the virtual machine back to your PC. The direction does not matter—the feature works both ways.

What happens if I drag a file that already exists in the destination?

The virtual machine will ask whether you want to replace the existing file, keep both, or skip the transfer. You can choose which action to take before the transfer completes.

Do shared folders work if the PC folder is on an external hard drive?

Yes, as long as the external drive is plugged in and mounted on your PC. If you unplug the drive, the shared folder will become inaccessible inside the virtual machine until you plug it back in.

Is there a file size limit for drag-and-drop transfers?

No hard limit exists, but very large files (several gigabytes) may take a long time and could freeze the virtual machine window temporarily. For files larger than 5 GB, shared folders or a USB drive may be more reliable.

Can I use shared folders to back up files from the virtual machine to my PC?

Yes. You can copy files from inside the virtual machine to the shared folder, and they will appear on your PC in the same location you designated when setting up the shared folder.