Learn how to upload files to Dropbox and share them with others. The guide covers uploading files on dropbox.com, the Share dialog, adding people by email with Can view or Can edit access, creating a share link, and managing access later. Duration: 5 min.
Video Transcript
In this tutorial we show you step by step how to upload files to Dropbox and then share them with other people. First, lets upload. Sign in to dropbox.com in your browser.
Click the Upload button near the top right, then choose Files to upload single files, or Folder to upload a whole folder. Pick the items from your computer and Dropbox uploads them into the current folder. You can also just drag files from your computer straight into the Dropbox window.
Now lets share. Hover over the file or folder you want to share and click the Share button that appears, or click the three dots and choose Share. The sharing window opens.
To share with specific people, type their email addresses in the To field. For each, choose Can view, which lets them view and comment, or Can edit, which lets them change the file. Add an optional message and click Share file. They get an email with access.
To share with a link instead, click Create link, or Copy link if a link already exists. You can click Manage or Settings to switch the link between view and edit, and on paid plans set a password or an expiration date. Paste the link anywhere, like an email or WhatsApp.
One thing to know, an edit link still requires the recipient to sign in with a Dropbox account, while a view link works for anyone. To change access later, open the share window, click Manage permissions, go to the People tab and switch someone between Can view and Can edit, or remove them.
That is how you upload and share files on Dropbox.
Watch the full video above to see exactly where to click, then follow the written 8 steps underneath.
What you'll see in this video
- Signing in at dropbox.com and opening a folder
- Clicking the Upload button to add files or folders
- Hovering over a file and clicking Share
- Setting Can view or Can edit for each person
- Creating and copying a share link
Two Ways to Share on Dropbox: People or Link
Once your files are in Dropbox you can share them two ways, and they suit different needs. You can invite specific people by email and give each one Can view or Can edit access, which is best for private collaboration where you want to control exactly who gets in. Or you can use a share link, which is quicker and works for anyone you send it to. The key detail, explained in Dropbox Help, is that a view link opens for anyone even without a Dropbox account, but an edit link requires the recipient to sign in with a Dropbox account. Can view lets people view, comment and download, while Can edit lets them change the file. We cover uploading first, then both sharing methods, so you can pick whichever fits.
8 Steps to Upload and Share Files on Dropbox
Follow along with the video above as you work through these steps. As shown in the clip, watch the difference between Can view and Can edit, and where the Manage permissions option appears.
- In your browser, go to dropbox.com and sign in. Open the folder where you want your files to go.
- Click the Upload button near the top right and choose Files or Folder. Or just drag files from your computer straight into the Dropbox window.
- Hover over the file or folder you want to share and click the Share button, or click the three dots and choose Share. As shown in the video, the Share button appears when you hover, or you can use the three-dot menu.
- To share with specific people, type their email addresses in the To field. You can add more than one recipient.
- For each person, choose Can view (view and comment) or Can edit (make changes). Add an optional message and click Share file.
- To share by link instead, click Create link, or Copy link if one exists. Paste it into an email, chat or document, even for people without a Dropbox account. Watch where the Create link button sits in the video above, with the link settings just beside it.
- Click Manage or Settings to switch the link between view and edit. On paid plans you can set a password, an expiration date, or disable downloads.
- To change access later, open the share window, click Manage permissions, go to the People tab, and switch someone between Can view and Can edit, or remove them.
Things to Keep in Mind
- An edit link requires the recipient to sign in with a Dropbox account. A view link works for anyone, even without an account. Keep this in mind when choosing how to share.
- Can view still allows downloading and commenting. If you need to stop downloads, you need link settings on a paid plan, where you can disable downloading.
- Copy link shares broadly. On a team account, anyone in your team with the link may be able to open it, so for sensitive files invite specific people by email instead.
- Passwords and expiration dates are paid-plan features. On a free account you can create view and edit links, but advanced link controls are limited.
- Sharing a folder shares everything inside it. People you add to a folder can access all the files and subfolders within it at the access level you set.
Tips for Safe Sharing
- Use Can view unless the person genuinely needs to edit. It is the safer default and still lets them open, comment on and download the file.
- For sensitive files, invite people directly by email rather than using Copy link, so only named recipients can get in.
- On a paid plan, add an expiration date to links you share with temporary collaborators so access ends automatically.
- Review who has access from time to time. Open Manage permissions on important files and remove anyone who no longer needs access.
Frequently Asked Questions
What is the difference between Can view and Can edit on Dropbox?
Can view lets people open, preview, comment on and download the file or folder, but not change it. Can edit lets them view, comment and make changes to the content. Choose Can view for sharing finished files and Can edit when you want others to collaborate on the file with you.
Do recipients need a Dropbox account to open my shared file?
It depends on the access level. A view-only link works for anyone, even without a Dropbox account, opening as a preview on dropbox.com. An edit link, however, requires the recipient to sign in with a Dropbox account, because editing needs an account. People who are not signed in cannot use edit permissions even if they have the link.
How do I share a file by link instead of by email?
Hover over the file and click Share, then click Create link or Copy link. This copies a link using your default permissions. Click Manage to switch it between a view link and an edit link, then paste the link into an email, chat or any app such as WhatsApp.
Can I set a password or expiration date on a Dropbox link?
Yes, on paid Dropbox plans. Open the share window, click the link settings, and you can add a password, set an expiration date, or disable downloads. On free accounts these advanced link controls are limited, but you can still create basic view and edit links.
How do I stop sharing a file or change someone access?
Open the share window and click Manage permissions, then the People tab. From there you can switch someone between Can view and Can edit, or remove them entirely. To turn off a shared link, open the link settings and delete the view link or edit link, after which the link stops working.