Share files and folders internally from My Folders

Share files and folders directly with team members and groups

You can share files and folders with individual team members or groups and assign the right access to collaborate effectively. With flexible permission levels, private messages, and expiration settings, your files and folders can be shared securely and only with the right people.

This option is useful for sharing content directly with individual team members or groups who are not part of the Team Folder, or for assigning a different access level to a specific file or folder.

Files and folders also can be shared directly with Org Groups (groups created in Zoho One, Workplace, or Zoho Directory).


Share a file or folder directly with team members and groups  

  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 team member names or email addresses, or group names you want to share the file or folder with.
    NotesIf this is an email-enabled Workplace Group, enter the Group email address and assign an access level.
  4. From the Access level 
    dropdown, assign the role you want them to have.
    Notes
    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.
  1. After adding members, click Add a private message to include a short note or instruction along with the share notification.
  2. Enable Set Expiration if you want to limit access to a specific period, and choose the expiration date and time.
  3. Click Share.

Added members can access the shared files and folders from their Shared with Me tab.
To see files or folders shared only with a specific group, select or enter the group name from the filter dropdown in the top actions bar of the Shared with me page.

Notes
Note:
  • When a file or folder is shared with a Group, each team member in the group will receive both email and bell notifications. However, when a file or folder is shared with the email-enabled group (in Workplace), only an email notification will be sent to the group email address and not to individual team members.
  • If a member already has access to the file or folder in addition to the role added via the group, the higher ranking role of the member will apply.
 

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
  • 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.
  • 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.