Share files and folders using share links
Share links are used to share files and folders externally with added control and visibility. Similar to permalinks, but share links offer advanced options such as password protection, requesting user details such as name, email address, or phone number before access the file, access tracking and link expiration after a set date.
Share links are ideal when you need greater control while sharing content outside your team. For example, when working with clients, vendors, or third parties, or when sharing files for a limited duration or under specific access conditions.
This feature is available only on all paid plans
Create an external share link
- Select the file or folder you want to share.
- Click Share from the top action bar. The Share dialog box will open.
Alternatively, right-click the file or folder and select Share > New external share link. - Under the Who can Access section, click New external share link. The external share link dialog box opens.
- Enter a link name. This helps you to identify and manage this share link later, especially when multiple links exist for the same file or folder.
- In the Access level dropdown, choose the Access level for the file or folder you want to share externally.
- Once done, configure these settings to manage access, security, and usage of the share link.
- Turn on Set password to secure the share link with a password. If enabled, External users must enter the password to access the link.
- Turn on Set expiration to limit access with time. If enabled, the link becomes invalid after the selected date.
- Turn on Allow downloads to let external users download the file or folder. If disabled, downloads are restricted.
This setting is only available when your team folder admin enabled Show download and print option at a team folder level. - Turn on Request user details to require external users to provide details such as name, email address, or phone number. If enabled, users must submit these details before accessing the link.
- Click Create. A new share link will be created with the configured settings.
- Click Copy and share the link with external users through email, group chats, or social networking platforms.
You can also email your share link simply by clicking Email share link.
You can create multiple share links for the same file or folder, each with different security levels and settings, and use them based on your sharing requirements.
Manage share links
- Select the file or folder and click Share from the top action bar. All share links will listed in the Share dialog box.
- Click Actions next to the Copy link icon for the required share link.
You will see the following options:
- View stats: View the number of downloads by users, along with the date and time of the last download for this share link
Email share link: Send the share link directly through email. - Change settings: Update this share link settings, such as the expiration date, password, download options, and user data collection settings.
- Delete download link: Delete the share link if it is no longer required.
Permissions for files
- For Zoho format files, i.e., Writer, Sheet and Show, external users can be given view, view and comment, or edit access.
- For non-Zoho format files (documents, spreadsheets and presentations), and other file types such as images, videos and pdfs, external users can only be given view and edit access.
Permissions for folders
- View - Restricts an external user to only viewing and downloading files inside the folder.
- Upload - Allows an external user to do the following:
- Upload files (file upload limit will apply based on the WorkDrive plan)
- Preview and download files
- Edit - Allows an external user to upload and edit files inside the folder.
Admin controls for external sharing
- Team Folder Admins can enable or disable external sharing for the entire team.
- If external sharing is enabled at the team level, Team Folder Admins can further control it at the Team Folder level.
- When external sharing is enabled in a Team Folder, only Admins and Organizers in that folder can share files and folders externally.
- Team Admins can enable or disable external sharing for all members’ My Folders, or restrict it to specific team members and client members.
Limitations for share links
- The maximum file upload size is 10 GB in Starter plan, 50 GB in Team plan, and 250 GB in Business plan.
- Only files in Zoho's native formats (i.e., Zoho Writer, Zoho Sheet, and Zoho Show) can be edited.
- All external share links are public links, i.e., anyone with the links can access them. You can set passwords and expiration dates to restrict access to users.
- To access an externally shared file or folder, external users have to go to the email or app where they received it. The file or folder will not be listed anywhere in external users' folders, even if they have a Zoho account.
- Trial users can create a only a maximum of 50 share links for the entire team.
- Deleting external share links will remove access to files or folders for external users.
When you work together with external users for a long period (say, 6-12 months), you can add them as client users to your team with limited roles and permissions for better collaboration.
Access your files securely from anywhere
Zoho CRM Training Programs
Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.
Zoho DataPrep Personalized Demo
If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.
- Zoho Workerly Home
- Forums
- Connect With Us:
- Zoho Recruit Home
- Forums
- Connect With Us:
Zoho FSM Video Tutorials
Centralize Knowledge. Transform Learning.
All-in-one knowledge management and training platform for your employees and customers.
New to Zoho Writer?
Create. Review. Publish.
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.
New to Zoho Survey?
Zoho Sheet Resources
Zoho Forms Resources
New to Zoho Sign?
Zoho Sign Resources
Sign, Paperless!
New to Zoho TeamInbox?
Zoho TeamInbox Resources
New to Zoho ZeptoMail?
Design. Discuss. Deliver.
New to Zoho Workerly?
New to Zoho Recruit?
New to Zoho CRM?
New to Zoho Projects?
New to Zoho Sprints?
New to Zoho Assist?
New to Bigin?
Related Articles
Share files and folders to external users through email
You can share files and folders with external users, outside your team, through email and assign the appropriate access to collaborate securely. With flexible permission levels, private messages, and expiration settings, your files and folders are ...Find files and folders in Team Folders and My Folders
Easily find any files or folders in Team Folders or My Folders, share items directly with other members, and change access levels if required. Find files and folders in Team Folders Click Admin Console in the bottom-left corner of your WorkDrive ...External share settings in My Folders
Team admins can restrict individual users in their team from sharing files from My Folders with external users. When external sharing is disabled in My Folders for a user, they will not be able to set permalink visibility to anyone on the internet. ...Share Settings
External Sharing Share files and folders with clients or partners outside your team and allow your team members to exchange ideas by enabling external share settings. Disable them to prevent your company's data and team files from being shared ...Create and manage download links
Download links allow you to share files or folders for download-only access without adding users as collaborators or giving view or edit permissions. You can customize each download link with settings such as download limits and expiration, create ...
New to Zoho LandingPage?
Zoho LandingPage Resources