A Guide to Optimizing Dropbox Sharing Permissions

One of the beauties of using a file sharing service like Dropbox is that it lets you share certain files and folders with others in a secure and private way. This is made possible by sharing permissions that allow you to fully control every step of the way. But how exactly do Dropbox share permissions work? That’s what we’re going to cover in this guide.

In this guide, you will learn how to share files and folders and how to restrict others from making unwanted changes or sharing with unauthorized users. So grab a coffee and relax.

Let’s start.

How to Share Files on Dropbox

Let’s first understand the sharing process. How to find the files you want to share and then share.

Stage 1: In the upper right corner is a search bar that you can use to quickly find the file you want to share with someone. If you know which folder to look in, double-click it to enter the folder.

Step 2: Hover over the file you want to share and you will see some buttons on the right. Click the Share button.

Stage 3: This will reveal a drop-down menu with some settings and options. Enter the email id of the people you want to share the file with and click the Share file button.

Step 4: By default, the person you’re sharing the file with can edit the file. However, you can quickly change this by selecting “can view” from the drop-down menu next to “Anyone with this link.”

Step 5: Finally, you also have the option to share the link to the file via social messaging apps instead of entering an email id to send the invitation. To do this, click on ‘Create and then copy link’.

Step 6: Now, click the Setting button.

Step 7: If you have created a link for sharing with view only permissions, select the View link tab. Here you can choose whether anyone with the link can access the file or only the people you invite, set an expiration date when the link will no longer work, and disable downloads.

Step 8: If you have created a link for sharing with Edit permissions, click on Link for editing tab where you will find additional permission. You can set a password to further protect the file from unauthorized access and editing.

Users of the Professional or Business plans also have the option to share the file brand logo.

How to Delete Share Link or Unshare Files in Dropbox

If you no longer want to share the file with others or delete the link, this is easy to do. Return to the same menu as in the point above (file sharing menu) and click the Share file or Delete link under Link to edit it.

Confirm the decision when prompted.

How to Manage Permissions After Sharing Files in Dropbox

You are in full control even after a file is shared via invitation or link. Permissions can be updated or revoked at any time you choose.

Stage 1: Click the Share button next to the file whose permissions you want to manage.

Step 2: Just below the document name in the drop-down menu, you will see the number of people who have access to the file. Click on it.

Stage 3: Anyone who has access to the file will be listed here. Click the dropdown next to the name to change the view or edit permissions or ‘Remove’ or revoke access.

Step 4: Similarly, you can change other settings such as password, downloadability, and set expiration dates for links.

How to Create and Share Folders in Dropbox

Like files, you can share folders in Dropbox. Again, in addition to what we saw above in file sharing permissions, you get a few different options for managing folders, which we’ll discuss below.

Stage 1: You can create an offline folder on your computer and add it to Dropbox, or create a folder directly inside. Dropbox also lets you create a Shared folder directly. Click the Create button to find this option.

Step 2: A popup will open asking if you want to create and share a new folder or share an existing folder. Let’s create a new one and share. Click Next.

Stage 3: Name the folder, add the email IDs of the people you want to add to the folder, add notes if any, and set folder permissions such as ‘can view’ or ‘can edit’.

Step 4: Now back in the folder’s Sharing menu, you can choose who can add new members to the shared folder under Settings > Folder settings. Owner only or someone added to the folder.

Permitted Access

If you want to give someone access to a file or folder but don’t want them to make changes or edit the file, share the link to the file or invite them via email with the ‘can view’ option selected. Set a password so that only those with the password can access the file. And finally, if you want a set-and-forget shareable link, set a date for the link to expire.

Dropbox offers many ways to share files and folders with others and gives you full control over permissions. So you have full control. Dropbox isn’t the only cloud storage service provider, however. Google Drive offers an equally good experience if you’re interested.