Share a file or folder through email to external users

1. Select the file or folder you want to share.
2. Click Share from the top action bar.The Share dialog box opens.
   Alternatively, right-click the file or folder and select Share > Add Members.
3. Enter the email addresses you want to share the file or folder with.
4. From the Access level dropdown, assign the role you want them to have.
   

   

   When you assign a role, all members added at once will receive the same access. If you want to assign different roles, add members separately and assign roles accordingly.

5. After adding members, click Add a private message to include a short note or instruction along with the share notification.
6. Enable Set Expiration if you want to limit access to a specific period, and choose the expiration date and time.
   
7. Click Share. Added members can access the shared files and folders through received mail, or in their Shared with me section if they are WorkDrive users.

When you share a file by entering the email address of a non-Zoho user, they can view the file. However, non-Zoho users can edit native Zoho files such as Writer, Sheet, and Show.

Manage shared access  

• Select the file or folder and click Share from the top action bar. All members and groups the file or folder is shared with are listed in the Share dialog box.
• Click the Access dropdown next to a member’s name.
• From here, you can update permissions, remove access, or change the expiration date at any time.
  
  

Access permissions for files

• Share - Collaborators can share, edit, and add comments to the file (Not supported for external users, only WorkDrive team users can share a file)
• Edit  - Collaborators can edit and add comments to the file.
• View and comment  - Collaborators can view and add comments to the file, but not edit them.
• Edit field values (Only for Zoho Writer files) - Collaborators can read the file and fill the fields assigned to them.
• View  - Collaborators can only view the shared file.
  
  

Access permissions for folders

• Organize - Collaborators can create, edit, organize, and share files inside the folder and add comments to them. (Not supported for external users, only WorkDrive team users can organize a folder)
• Edit - Collaborators can create and edit files inside the folder and add comments to them.
• View and comment  - Collaborators can view and add comments to the file, but not edit them.
• View - Collaborators can view files inside the folder and add comments to them.

Limitations

How sharing works for different external users

1. With a paid WorkDrive plan, each team member can share directly to a maximum of 500 unique email addresses.
2. During the trial period, each team member can share directly to a maximum of 50 unique email addresses.
3. WorkDrive individual (free) edition users can share directly to a maximum of 50 unique email addresses.

There is no limit on the number of files and folders a user can share with other users in WorkDrive.