Share files and folders externally from My Folders

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.
Info
This feature is available only on all paid plans


  1. Select the file or folder you want to share.
  2. 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.
  3. Under the Who can Access section, click New external share link. The external share link dialog box opens.
  4. 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.
  5. In the Access level dropdown, choose the Access level for the file or folder you want to share externally.
  6. 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.
      Notes
      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.
  1. Click Create. A new share link will be created with the configured settings.



  2. 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.
  • 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:
    1. 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.
    2. Change settings: Update this share link settings, such as the expiration date, password, download options, and user data collection settings.
    3. 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:
  1. Upload files (file upload limit will apply based on the WorkDrive plan)
  2. Preview and download files
  • Edit - Allows an external user to upload and edit files inside the folder.

Admin controls for external sharing

  1. Team Folder Admins can enable or disable external sharing for the entire team.
  2. If external sharing is enabled at the team level, Team Folder Admins can further control it at the Team Folder level.
  3. When external sharing is enabled in a Team Folder, only Admins and Organizers in that folder can share files and folders externally.
  4. Team Admins can enable or disable external sharing for all members’ My Folders, or restrict it to specific team members and client members.

  • 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 5 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.