As more people move to remote working and handling large volumes of data, the need for a cloud-based sharing platform grows substantially. Using an online service like Dropbox can help you collaborate with others.
Sharing documents on Dropbox is convenient because you can access files without downloading them. So, how do you share documents on Dropbox? This guide covers the ins and outs of the process.
Key Takeaways
You can share documents on Dropbox using the web browser, mobile app or desktop app.
You can share documents with non-Dropbox users. However, they can only view them.
We recommend Dropbox for sharing large volumes of documents in real time.
How to Share Documents on Dropbox
One of the main reasons Dropbox is such a popular file-sharing option is it’s super simple to use. People share files in real-time, so waiting to receive them is unnecessary.
You can share files on Dropbox.com or the mobile or desktop app. Here’s how to use each:
Using the Dropbox Website
You can share files from a web browser using Dropbox's website. Here's how you can share files without downloading the Dropbox app.
Open your web browser of choice.
Type in dropbox.com and log in.
Select the "All Files" button on your screen's left side.
From there, scroll to find the folder you want to share.
Select the folder of your choice and then click the "Share" button.
In the drop-down menu, fill out the recipient information by adding the email addresses of those you're sending the folder to.
Once complete, hit the "Share" button again.
The recipients will receive this link to the folder in their emails.
If you're looking for an alternative method because you don't have a lot of storage space on your device, use this quick and easy method:
After selecting your folders, skip the filling in the recipient section and instead choose the "Create Link" button on the bottom right.
Select "Copy Link."
You can share this link to whatever messenger app you use, like email, WhatsApp or text messages.
That's how easy it is to share documents on Dropbox if you haven't downloaded the app to your device, especially if you don't have enough storage.
Using the Dropbox Desktop App
If you have the Dropbox app installed on your desktop or want to download it, follow these steps to share your documents. While mobile phones have replaced things like calculators and watches, sharing documents from a computer is much easier, especially for large documents.
Here's how:
Log in to your Google or Apple account.
Click the download button and follow your computer's prompt.
You can skip this step if you already have Dropbox on your desktop.
Open the Dropbox app.
Go to the user folder and select the Dropbox tab.
Choose the folder you want to share.
Right-click on that folder and click on the "Share" button.
After clicking the share button, a dialogue box will pop up.
In the "to" section, enter the email addresses of the people you want to send the files to.
You can also include a note in the dialogue box. This can include instructions or a description of the folder.
Then, select the permission settings to either edit or view only.
Finally, click the share button one more time.
This method is the most popular one for businesses that often share large volumes of documents.
Using the Dropbox Mobile App
Being out of the office or away from your computer shouldn't stop you from sending documents at the press of a button, which you can do with Dropbox's mobile app. While this method may not be the most efficient for sending large volumes of documents, it’s useful, nonetheless.
Here's how to share documents from the mobile app:
Download the mobile Dropbox app from either the Google Play Store or Apple App Store. It’s free.
If you already have the app installed, skip this step.
Open the Dropbox app on your phone.
Look at the bottom of the screen, and choose the "Files" option.
Scroll until you find the folder you want to share.
Under the folder, you'll see three small dots. Tap on them.
Tapping on the dots will bring up a menu.
Select “Share.”
Fill out the email addresses of the people you wish to share the document(s) with.
Select “Share” again.
Like the web browser method, you can create and copy a link to send on Messenger.
Can You Share a Document on Dropbox with Someone Who Doesn’t Have a Dropbox Account?
While it’s vastly easier to upload files straight to Dropbox, sharing a document with someone, even if they don't have a Dropbox account, is possible. However, there are some limitations.
You can share your Dropbox documents with non-Dropbox recipients via a link. However, until they create a Dropbox account, they can only view the document. Non-Dropbox recipients won't be able to edit or comment on the document, which is inconvenient if you need their input.
Share documents with a non-Dropbox user in one of two ways: through normal links or transfers. Sharing through links uses the same steps we explained above, except you'll need to use the “create and copy a link method” so you can send it via the messenger app of your choice.
Here's how to share your documents using the transfer method:
Open Dropbox.
Select the folders you want to share.
Click on the "Transfer" button.
On the lower right-hand side, select the blue "Create Transfer" button.
Then, either select the 'Copy Link" or "Send With Email" button.
It's as simple as that.
What Is the Easiest Way to Share a File on Dropbox?
The easiest and most efficient way to share a file on Dropbox is by using the Dropbox desktop app, especially if you're already on a Dropbox team account. If you're using a Dropbox team account, anyone you share a folder with will automatically join that folder without manually clicking on the received link. This is the fastest way to send a file on Dropbox.
Another reason using the desktop app is the easiest way to share files is that you can share large volumes of documents at once and in real time. With 3 Terabytes of storage to start with, the Dropbox app makes sharing your files as seamless as it gets.
The Dropbox desktop app is compatible with Windows File Explorer and Mac Finder, making it easy for most people to integrate. You can invite as many people as you like to view or edit your file.
Dropbox vs. Google Drive vs. OneDrive: How Does Dropbox Compare?
Dropbox, OneDrive and Google Drive are free-to-use storage solutions. But which one should you choose? To help you make an informed decision, we researched a breakdown of their features.
Ease of Use
The first thing people look for when choosing a storage solution is how easy it is to use. No one wants to spend an hour struggling to send documents. All three are simple, with neat and easy-to-read menus. If we had to pick one, Google Drive is the easiest out of all of them.
Collaboration Capabilities
While people use both Google Drive and Dropbox to collaborate on documents, Microsoft's OneDrive is the better of all three. It has improved version control and collaboration features, whereas Google Docs only has basic collaboration features.
What's more impressive is that OneDrive integrates with other Windows products like Excel. This is useful if multiple users need to input data. They can do so with OneDrive collaboration features.
Storage Space
If you're sharing large volumes of documents, you'll want a storage solution to keep up with the demand. Dropbox is the better choice with 3TB storage space. OneDrive offers 1 TB, whereas Google Docs only offers 15 GB.
Pricing
All three offer a free version with limited storage, which is more than enough for the average person. OneDrive is the most affordable, with 200 GB starting at $1.99 monthly, while Google Docs charges the same amount for 100 GB less.
However, it’s a different story if we’re considering free plans.
CEO of Cloudwards, Mauricio Prinzlau, advises: “When it comes to pricing, nothing beats free, and Google Drive wins the battle by a large margin with 15GB of free space versus OneDrive’s 5GB and Dropbox’s measly 2GB.”
Security
When you send, share, and receive important and sensitive information online, there's always the risk of cybercrime. You must choose a storage solution with the best security.
All three have built-in encryption, but Dropbox and OneDrive are strong in terms of security. Dropbox has an expiration date on shared links, while OneDrive has a vault feature for sensitive documents.
Related: How to Share Documents on Goodnotes
Frequently Asked Questions
How does Dropbox work?
Dropbox works by creating a hub where you can store all your folders, making it easy to share them with others via links or creating a shared folder. You can even share folders with non-Dropbox users.
Which is better, Dropbox or OneDrive?
If you're sending large volumes of folders, Dropbox is the better option for file sharing, whereas OneDrive is better if you're looking for more collaborative features.
What is the file size limit for Dropbox?
The limit for files sent via desktop and mobile apps is 2 TB. Files uploaded using the web browser can only be up to 50 GB.
Are Dropbox transfers free?
Yes, all Dropbox transfers are free, even if you don't have a Dropbox account. You can opt-in for a subscription for premium features, but you can do all the basic things with the free account.
What Is the downside of Dropbox?
One of the biggest downsides of Dropbox is the storage limit. Once you've reached the limit, you will have to pay for more.
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