File sharing with Writer

Sharing Options

Writer lets you share files with individuals and groups directly, avoiding the confusion of multiple email attachments. To keep your intellectual property safe and secure, we also provide a comprehensive range of privacy settings, which ensure that your documents are only visible to the people you choose.

Share files with people in my organization

Share files with individual colleagues or a group of collaborators while retaining control of your document.

To share a file,

  1. Click Share at the top right corner of the screen. A dialog box, titled Share Settings, will appear.
  2. Enter the name or email address of the person or group you want to share the file with.
  3. Set the permission level to Read Only, Read/Comment, Read/Write or Co-owner.
    • Read Only: Collaborators can view the file but cannot comment, make changes or share the file.
    • Read/Comment: Collaborators can add comments but cannot edit the text or share the file.
    • Read/Write: Collaborators can edit the document but cannot share it.
    • Co-owner: Collaborators can edit and share the document. However, they are unable to change the document visibility. This can only be modified by the original creator.
    • Read/Fill: Collaborators can read the document and fill the fields assigned to them. They cannot edit the content or comment on the document.
  4. Click Share.

Share documents

When you share a file, you can choose to notify your collaborators via email by checking the Notify through Email box. If your collaborators need any extra information, click Add Message just below the permission settings.

Share files within my organization

Share files with everyone in your organization by simply changing the file's visibility settings.

To share files with everyone in your organization,

  1. Click Share in the top-right corner of the window. A dialog box, titled Share Settings, will appear.
  2. Click the down arrow on the right side of the Visibility field.
  3. Click Everyone in <your organization>. A dialog box will appear containing your document link and its permission settings.
  4. Set your link permissions to Read only, Read/Comment, Read/Write, Read/Fill and click Share.

Share files within your organization

Share files with non-Zoho users or the public

You can use document links and easily share files with non-Zoho users. Your files won't be listed anywhere publicly, but anyone with the document link will be able to view the file. For added security, you can password protect your file so only users you choose have access. You can also set a password expiration date, after which outside collaborators will no longer be able to access the file.

To share your files with non-Zoho users,

  1. Click Share. A dialog box, titled Share Settings, will appear.
  2. Click the down arrow on the right side of the Visibility field.
  3. Click Public on the Web. A dialog box containing the file's unique access link will appear. Anyone with this link will be able to access this file without needing to log in to Zoho Docs.
  4. You can set a password for your file. Check the box below the document link labeled Password protect access . Enter your password in the Set Password field.
  5. Set an expiration date for your password by checking the box labeled Set expiry date if you want to restrict your contacts from accessing the file after a specific date.
  6. Click Share.

Share files with public

Share files with external contacts using protected link

Writer allows you to share protected files with your email contacts easily and securely. You can set a password and an optional expiration date for your document link. Simply add contact email addresses to send the document link and password to your external collaborators.

To share password protected files with external contacts,

  1. Click Share.
    Share Settings dialog box will appear.
  2. Click the down arrow on the right side of the Visibility field.
  3. Click Public on the web with password protection.
  4. Now enter the required password. Please note that, you have to share the password manually to your collaborators.
  5. Set an expiration date for your password by checking the box labeled Set expiry date if you want to prevent your contacts from accessing the file after a specific date.
  6. Click Save, to update the above settings.
    Share files with public with password protection
    The users with the document link and password can access your document. Please share the link and password with the members manually, so that they can access the document.

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