Dropbox: Share Files/Folders Using Shared Links

Environment

U-M Dropbox

Issue

How do I share a file or folder using a shared link in Dropbox?

Resolution

You can share any file or folder with anyone using a Dropbox shared link, including those who don't have a Dropbox account. (Some steps may differ slightly depending on the file type of content you're sharing, your access level/permissions, and where the content is located in Dropbox.)

For a more detailed overview of shared links for folders, refer to Dropbox: Folder Settings and Permissions.

Create a shared link

To create a shared link:

1. Hover over the file or folder you wish to share and click Share.
2. Click the gear icon in the lower right corner.
3. Click Link for editing or Link for viewing to select which shared link type you'd like to create (if you are given the option).
   • You may only be able to create a view link, as some file types in Dropbox don't allow for edit links.
4. Click Create link.
5. Adjust the link settings as desired and click Save.
6. Click Copy link at the top when your settings have been saved.

Change shared link settings

To adjust an existing shared link's settings:

1. Hover over the file or folder you wish to adjust settings for and click Share.
2. Click the gear icon in the lower right corner.
3. Click Link for editing or Link for viewing to select which shared link type you'd like to adjust (if you are given the option).
   • You may only have a view link, as some file types in Dropbox don't allow for edit links.
4. Adjust the settings as desired and click Save. (More details on adjusting specific settings can be found below.)

Who has access to edit/view

To change who can access the file or folder via the shared link, click the Who has access to [edit/view] drop-down menu under the Link for editing or Link for viewing tab.

Note: The type of access someone gains when using a shared link depends on the type of shared link (i.e., view or edit). Keep this in mind when adjusting your access settings.

The options available can include:

• Anyone with link: Anyone with the shared link can access the file/folder.
• Team members: Anyone at the University of Michigan with a U-M Dropbox account can access the file/folder using the shared link. (Choosing this option will require a user to sign in to their U-M Dropbox account to access the content.)
  • Sharing something in a Team Folder with this option selected does not mean it is only for Team Folder members. It means it is for any U-M Dropbox account.
• Only people invited: Only the individuals you have directly shared the file/folder with can access it using the shared link. This is the default setting when a shared link is created (unless you have changed your account's default sharing settings).
  • Do not choose this option if the person you intend to invite does not have a Dropbox account.

Share files/folders with users who do not have a Dropbox account

• If you intend to share a file/folder with someone who does not have a Dropbox account (U-M or non-UM), we recommend selecting Anyone with link beside Who has access to [edit/view] in the shared link settings.
• Warning: If the user you want to invite does not have a Dropbox account, do not enter the user's email address in the "Add an email, name, or group" field and click Share. This will require the invited user to sign in to a Dropbox account whenever they visit the shared link, which is not what you intended.

Set expiration

• To deactivate the shared link on a specific date, toggle Set expiration on, select a future date for when the link should expire, and click Save.
• Shared link recipients won't see the expiration date when accessing the content.
• The shared link will expire at 11:59 p.m. in your time zone on the date you choose.
• On expiry, all access to the file/folder via the shared link will be revoked.
  • Anyone who visits the link after it expires will receive an error: "This link is expired."
  • This does not include those who are already shared directly on the file/folder.

Require password

• To require individuals to enter a password when accessing a shared link, toggle Require password on, enter your desired password in the Set password field, then click Save.
• This setting used to be under the "Who has access" setting, and Dropbox has since moved it into its own setting toggle.
• When someone tries to access content via a shared link that requires a password, they will be prompted to enter it.
  • This does not include those who are already shared directly on the file/folder.

Disable downloads

• To prevent individuals from downloading the file using the shared link, toggle Allow downloads on dropbox.com off, then click Save.
  • This does not include those who are already shared directly on the file/folder. You cannot disable downloads when sharing directly with someone.
• This option is on by default for previewable files.
• The setting is only available for files (not folders) within Dropbox.
• The setting only applies to view links, except for Microsoft files with edit links.
• Shared link recipients will notice that the Download button will be grayed out and unclickable when previewing the file in Dropbox.
• Disabling downloads only prevents people from downloading the content through Dropbox. It doesn't prevent people from saving the content using other methods (e.g., taking screenshots, printing the webpage, etc.).
• You may not be able to disable downloads if:
  • The file type you’re sharing doesn’t support previews. You’ll may receive an error: “[file type] files can’t be previewed. Downloads must be enabled to share.”
  • It's an edit link for a folder or Dropbox Paper file.

Additional Information

• Dropbox Team Folders at the parent/root level cannot be shared via a link. Individuals must be added to the MCommunity group that owns the Team Folder. Only the subfolders within the Team Folder can be shared via links.
• If you receive a shared link, you'll only be able to access the file/folder at Dropbox on the web.
• Link settings, including passwords and other restrictions, apply only to people who access a file/folder through the shared link. Anyone added directly, or who already has access, keeps their existing permissions and isn’t affected by link settings.
• Dropbox Help Center documentation:
  • Create shared links
  • Manage shared link settings
  • Delete a shared link
  • Manage your default shared link settings

Need additional information or assistance? Contact the ITS Service Center.