Dropbox: Share Files Using Shared Links

Environment

U-M Dropbox

Issue

How do I share a file using a shared link in Dropbox? How do I share a file with someone who does not have a Dropbox account?

Resolution

You can share any file or folder with users, including those who don't have a Dropbox account, by using a Dropbox shared link.

To use a shared link to share a file or folder:

  1. Click the file or folder you wish to share
  2. Click the "Anyone with this link" drop-down menu and select Can view
  3. Click Settings to the right of the drop-down menu

Click the "Anyone with this link" drop-down menu and select Can view Click Settings to the right of the drop-down menu

  1. Click Create link under "People with this link can view" in the Link for viewing tab. If one already exists, move on to the next step

Click the "Anyone with this link" drop-down menu and select Can view. Click Settings to the right of the drop-down menu

  1. Select the appropriate access level from the Who has access drop-down menu. The options can include:
  • Anyone with link
  • Team members (i.e., anyone at the University of Michigan with a Dropbox account)

When sharing a subfolder in a Team Folder, the shared link permissions will default to "Team members." This means anyone with the link at the University of Michigan with a U-M Dropbox account can view the file. It does not mean only Team Folder members. If you would like the shared link to apply only for the Team Folder members, select "Only people invited."

Note: Choosing this option will require a user to sign in to a U-M Dropbox account.

  • People with password
  • Only people invited

Caution: Do not choose this option if the user you intend to invite does not have a Dropbox account.

Select the appropriate access level from the Who has access drop-down menu. The options can include: Anyone with link Team members (i.e., anyone at the University of Michigan) Note: Choosing this option will require a user to sign in to a U-M Dropbox account.  People with password Only people invited

  1. RECOMMENDED FOR USERS WITH NO DROPBOX ACCOUNT: Select Anyone with link or People with password if the user(s) you intend to invite do not have a Dropbox account

If desired, you can also choose an expiration date for when the link will stop working and/or whether the file/folder can be downloaded

Example of Settings for "Test" screen. Looking at Link for viewing tab. Who has access is set to People with password and Set password is highlighted.. Expiration is On. Disable downloads is On.

  1. Click Save
  2. Click Copy link to share the shared link

Shows the hand clicking on the Copy link text in the lower left of the Share this folder screen.

  1. Share the shared link

We recommend sharing the link via email or direct message if the user does not have a Dropbox account. To share via email:

  1. Go to your email account
  2. Paste the shared link into a new, blank email
  3. Send the email to the recipient you want to view the file/folder
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 address, name or group" field and click Share folder. 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.

Additional Information

Note: Dropbox Team Folders at the root/parent level cannot be shared via a link. Users will need to be added to the MCommunity group that owns the TF. Only the subfolders within the Team Folder can be shared.

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

Details

Article ID: 4900
Created
Wed 4/21/21 7:20 PM
Modified
Wed 10/6/21 6:39 PM