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.
  

  

  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.

7. Click Create. A new share link will be created with the configured settings.
   
   
   
   
8. 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.
   
   

 
Manage share links

• 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.
  
  

Limitations for share links

• The external sharing feature can be enabled or disabled at both the team and Team Folder levels.
• If external sharing is enabled in a Team Folder, only Admins and Organizers in the Team Folder can share files and folders externally.
• Team Admin can enable or disable external sharing links in team members' My Folders.
• 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.
• Deleting external share links will remove access to files or folders for external users.