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
For a more detailed overview of shared links with regard to folders, refer to Dropbox: Folder Settings and Permissions.
To use a shared link to share a file or folder:
- Hover over the file or folder you wish to share and click the Share icon
- Click "Create then copy link" to create the shared link
To adjust the shared link settings:
- Click Settings to the right and above the text field
- 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)
- Adjust the settings as desired and click Save
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 editing or Link for viewing tab.
The options available can include:
- Anyone with link: Anyone with the shared link can edit or view the file/folder
- Team members: Anyone at the University of Michigan with a U-M Dropbox account can edit or view 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)
Tip: When sharing something in a Team Folder, it does not mean only Team Folder members.
- People with password: Anyone with the password to the shared link can edit or view the file/folder. This option is only available to select when adjusting the Link for viewing (Link for editing has this option as a separate setting to toggle on.)
- Only people invited: Only the individuals with which you have shared the file/folder can edit or view the file/folder using the shared link. (They must be manually invited.)
Caution: Do not choose this option if the user you intend to invite does not have a Dropbox account.
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. This option is not available for edit access links.
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 "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:
- Click Copy link
- We recommend sharing the link via email or direct message. To share via email:
- Go to your email account
- Paste the shared link into a new, blank email
- Send the email to the recipient you want to edit or view the file/folder
Additional Information
Dropbox Team Folders at the top 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 via links.
Additional Dropbox vendor documentation on shared links.
Need additional information or assistance? Contact the ITS Service Center.