Share files and folders internally from a Team Folder

Share files and folders internally from a Team Folder

  • By default, all files and folders within a Team Folder are shared to all its members. This avoids the necessity to share files and folders with individuals again.
  • Only the Admins and Organizers of a Team Folder can share its files and folders with other team members and external users.

Zoho WorkDrive allows you to share your files and folders internally from Team Folders in the following ways:
  1. Share a file or folder with members who are NOT part of your Team Folder
  2. Share a file or folder with your entire team

Share a file or folder with members who are NOT part of your Team Folder

1. Select a Team Folder in the left pane under TEAM FOLDERS.

2. By default, the FOLDERS tab will be displayed in your Team Folder.
3. Select a file or folder and click the share icon  in the top actions bar. A share dialog box will appear.
Alternatively, you can right-click a file or folder and select Share.

4. Enter the email address of your team member and assign an access level.



Permissions for files include:
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 can't edit it.
View and fill - Collaborators can read the file and fill the fields assigned to them.
View - Collaborators can only view the shared file.
Permissions for folders include:
Organize - Collaborators can create, edit, organize and share files inside the folder, and add comments to them.
Edit - Collaborators can create, edit, and add comments to files inside the folder.
View - Collaborators can view and add comments to files inside the folder.
  • To send a notification email, select the Notify People checkbox.
  • To send a customized message along with your notification, click Add Message.
5. Click Share.

Your users can find the shared files and folders under their Shared with Me section.

Share a sub-folder inside a Team Folder
You can share and give Edit access to a sub-folder or a file within a Team Folder for members with Viewer or Commenter role. This will be helpful when you need a Team Folder member with view/comment access to create, edit and comment on files available inside a Team Folder or its sub-folders.

Share a file or folder with your entire team

1. Select a Team Folder in the left pane under TEAM FOLDERS.

2. By default, the FOLDERS tab will be displayed in your Team Folder.

3. Select a file or folder and click the share icon  in the top actions bar. A share dialog box will appear.
Alternatively, you can also right-click a file or folder and select Share

4. Click Change Visibility next to Permalink in the share dialog box.



5. By default, Team Folder members and shared collaborators will be selected . Select Anyone in the Team and assign any of the below access permissions.

Permissions for files include:
Edit - Collaborators can edit and add comments to the file.
View and comment - Collaborators can only view and add comments to the file, but can't edit it.
View only - Collaborators can only view the file.
Permissions for folders include:
Edit - Collaborators can create, edit, and add comments to files inside the folder.
View - Collaborators can view and add comments to files inside the folder.


6. Mark the Set Expiration checkbox to set an expiration date for the shared file or folder. This makes your share link invalid after the set date.

7. Click Save.

8. Click Copy to copy the permalink and send it to your team members via email or chat.

Files shared with your entire team will NOT appear on your users' Shared with Me. If your users have accessed a file or folder via a permalink, then it will appear in their Recent Files.

Remove or stop sharing files or folders

Select a file or folder and click the share icon  in the top actions bar. A share dialog box will appear.
Alternatively, you can also right-click a file or folder and select Share
  • If you want to stop sharing a file or folder with individual collaborators, click  next to the collaborator's name.



  • If you want to stop sharing the file with your entire team, click Change Visibility next to Permalink and change your preference to Team Folder members and shared collaborators.



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