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.



Also read:

    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 CRM Training
      Redefine the way you work
      with Zoho Workplace

        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 CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now


            Get started with Zoho Sign

            in a few quick steps!

            Download Help Guide





                      Still can't find what you're looking for?

                      Write to us:  support@zohoforms.com


                            




                          

                        Zoho Marketing Automation

                          Zoho Sheet Resources

                           




                              Zoho Forms Resources


                                Secure your business
                                communication with Zoho Mail


                                Mail on the move with
                                Zoho Mail mobile application

                                  Stay on top of your schedule
                                  at all times


                                  Carry your calendar with you
                                  Anytime, anywhere




                                        Zoho Sign Resources

                                          Sign, Paperless!

                                          Sign and send business documents on the go!

                                          Get Started Now


                                              Zoho SalesIQ Resources



                                                  Zoho TeamInbox Resources



                                                          Zoho DataPrep Resources



                                                            Zoho DataPrep Demo

                                                            Get a personalized demo or POC

                                                            REGISTER NOW


                                                              Design. Discuss. Deliver.

                                                              Create visually engaging stories with Zoho Show.

                                                              Get Started Now











                                                                                    • Related Articles

                                                                                    • Share files and folders externally from a Team Folder

                                                                                      When you share your team files with people outside of your team, it's important to retain control over the original files. WorkDrive allows you to share files and folders from a Team Folder with external users in the following three ways: 1. Share ...
                                                                                    • Duplicate a Team Folder

                                                                                      If you wish to create and manage different Team Folders with the same data for different clients or purposes, you can use this feature to copy a Team Folder effortlessly. When you duplicate a Team Folder:  Only the files and folders of a Team Folder ...
                                                                                    • Manage Team Folders

                                                                                      In Zoho WorkDrive, all Team Folders can be managed at the team level by the Team Admins. This allows them to have a complete control over all the Team Folders' settings from one central space.   To manage Team Folders: 1. Click Admin Console in the ...
                                                                                    • Team Folders: Overview

                                                                                      A Team needs a communal space where its individual members can create, upload, edit, and share files and folders to collaborate effectively on complex projects. Team Folders fill this need by helping you add specific people from your team and ...
                                                                                    • Share files and folders externally from My Folders

                                                                                      When you share your personal files with people outside of your team, it's important to retain control over the original files. WorkDrive allows you to share files and folders from My Folders with external users in the following three ways: 1. Share ...
                                                                                    Wherever you are is as good as
                                                                                    your workplace

                                                                                      Resources

                                                                                      Videos

                                                                                      Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                      eBooks

                                                                                      Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                      Webinars

                                                                                      Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                      CRM Tips

                                                                                      Make the most of Zoho CRM with these useful tips.



                                                                                        Zoho Show Resources