Dropbox: Share Files/Folders Using Shared Links

Environment

U-M Dropbox

Issue

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

Note: Some steps may differ slightly depending on the type of content you're sharing, your level of access, and where the content is located in Dropbox.

Create a shared link

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

  1. Hover over the file or folder you wish to share and click the Share icon
  2. Click "Create then copy link" to create the shared link

Tip: If you are sharing a folder, you may have the option to click the "Anyone with this link" drop-down menu and change whether the link provides view or edit access.

To adjust the shared link settings:

  1. Click Settings to the right and above the text field
  2. Adjust the settings as desired and click Save

Sharing dialog box for a file in Dropbox

Change shared link settings

Some steps may differ slightly depending on the type of content you're sharing, your level of access, and where the content is located in Dropbox.

Who has access

To change who can access the file/folder with the shared link, click the Who has access drop-down menu found in the Settings under the Link for viewing tab.

The options available can include:

  • Anyone with link: Anyone with the shared link can view the file/folder
  • Team members: Anyone at the University of Michigan with a U-M Dropbox account can view the file/folder using the shared link. (Choosing this option will require a user to sign in to a U-M Dropbox account to access the content.)

Tip: When sharing a subfolder in a Team Folder, the shared link permissions when set to "Team members" means anyone with the link at the University of Michigan with a U-M Dropbox account can view the file/folder. 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."

  • People with password: Anyone with the password to the shared link can view the file/folder. (You will have the ability to set the password and change it if this option is selected.)
  • Only people invited: Only the individuals with which you have shared the file/folder can view the file/folder using the shared link. (They must be manually invited via the sharing text field.)

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

Shared link settings, link for viewing tab, who has access drop-down is open, and only people invited is selected.

Expiration

To deactivate the shared link on a specific date, turn the toggle button beside Expiration to On and choose a date in the future for when the link will expire.

Disable downloads

To prevent individuals from downloading the file/folder using the shared link, turn the toggle button beside Disable downloads to On.

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 or People with password beside Who has access 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.

To share the shared link:

  1. Click Copy link

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

  1. We recommend sharing the link via email or direct message. 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

Additional Information

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 Team Folder. 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
Thu 2/10/22 11:21 AM

Related Articles (3)

This article provides additional information for adding a shared folder to your account or viewing a shared file in U-M Dropbox.
This article provides instructions for sharing files and folders in Dropbox on the web, desktop, and mobile apps.
This article explains what happens when you try to share a file/folder in U-M Dropbox with large MCommunity groups.