- Every link setting at a glance
- Which plans get password, expiry and download controls
- How to set a password on a Dropbox link
- The 11:59 pm expiry rule
- Disable downloads: what it blocks and what it can't
- Anyone with the link or team members only
- What team admins can and can't control
- Links other people make from your files
- Which setting to use when
- My verdict on Dropbox shared links
- Frequently asked questions
A Dropbox shared link opens a file or folder for whoever you send it to, and its link settings decide how far that goes: a password, an expiry date, a block on downloads and who has access. As of October 2026 password, expiry and disable downloads are listed for Professional, Essentials, Standard, Advanced, Business, Business Plus and Enterprise plans, and the free Basic plan isn't on that list.
Here's the catch. Link settings only apply to people who open the link. Anyone you've added directly to the file or folder keeps their existing permissions, so a password on the link won't keep them out. And disable downloads is a preview block, not security: Dropbox itself warns it doesn't stop people saving the content by other methods.
Every link setting at a glance
| Setting | Where you find it | What happens |
|---|---|---|
| Require password | Link for editing or Link for viewing | The recipient has to enter it, and Dropbox never shows it back to you |
| Expiration | Link settings | The link stops at 11:59 pm your time on the day you pick; the recipient sees 'This link is expired' |
| Disable downloads | Link for viewing only | Preview works, the Download button is greyed out; some file types can't be blocked |
| Who has access | Link settings | Anyone with the link, or Team members on team accounts |
| Link restrictions | Folder settings tab | A blanket rule on the folder and everything in it; non-members have to request access |
Think of these as rules on the link itself, not on the file. That one idea explains almost every surprise people run into with Dropbox sharing, and it's why the same file can be locked down for one person and wide open for another.
Which plans get password, expiry and download controls
Dropbox lists password protection, expiration and disable downloads for Professional, Essentials, Standard, Advanced, Business, Business Plus and Enterprise. Basic, the free plan, isn't in that list. If you're on Basic and you need to send something sensitive, that's the moment to check whether the free plan still fits how you work. My guide to how Box and Dropbox compare for business storage covers that bigger decision.
How to set a password on a Dropbox link
- Open dropbox.com, hover over the file or folder and click Share.
- Click the settings icon at the bottom right.
- Choose Link for editing or Link for viewing.
- Turn on Require password and type the password you want.
- Click Save, then copy the link and send it.
The same settings screen holds Expiration and Disable downloads, so you can set all three in one visit. Dropbox never displays an existing password. If you forget it, you can't look it up: you either set a new one or disable the link. My advice is to keep the password somewhere you'll find it again and send it through a different channel from the link, so one forwarded email doesn't hand over both.
The 11:59 pm expiry rule
An expiring link works until 11:59 pm on the day you choose, in your own time zone. That matters if your client sits somewhere else in the world, because the cut-off is your midnight, not theirs. Someone a few hours behind you will lose access earlier in their day than the date suggests.
Recipients can't see the expiry date. They only find out when they click and get 'This link is expired'. So if a deadline matters, tell them the date and time in your message. The good news is that editing the date brings the link back to life, so you can reopen access without making and resending a new link.
Disable downloads: what it blocks and what it can't
Disable downloads only appears under Link for viewing. Recipients can still preview the file, but the Download button is greyed out and shows 'Downloads disabled'. File types that Dropbox can't preview show an error instead, and downloads can't be disabled on those at all.
Dropbox is upfront that this doesn't stop people saving the content by other methods. I'd treat it as a polite signal for drafts and previews, not as protection for anything you can't afford to see copied.
Anyone with the link or team members only
Who has access gives you two choices: Anyone with link, or Team members, which is there on team accounts. For a whole folder there's a stronger option. The folder's settings tab has a Link restrictions toggle that applies a blanket rule to the folder and all its content, and anyone who isn't a member has to submit an access request. That's a cleaner approach than setting each file's link one by one. If you're deciding between a link and adding people to the folder itself, here's my walkthrough on sharing a Dropbox folder with the right access.
What team admins can and can't control
On a team account, admins can't set passwords on your links. They can control whether you're allowed to set them, they can restrict all shared links to team-only, and they can assign a default expiration date for team shared links. So if a setting is missing or a link won't open for someone outside the company, check with your admin before assuming Dropbox is broken.
Links other people make from your files
Your settings only apply to links you create. If someone you've given access to makes their own link to the same file, your password, expiry and download block don't carry over to it. That's the gap people miss most often. Locking down your link is only half the job if other people already have access and can share it onward.
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Here's the related guide: my Dropbox Replay breakdown.
Which setting to use when
- Sending a contract or a report for a short review: Link for viewing with an expiry date, and tell the recipient the cut-off.
- Sharing a draft you don't want passed around as a file: Link for viewing with Disable downloads, as long as the file type previews.
- Anything confidential: a password, sent separately, plus a check of who's already been added directly.
- Internal team files: Team members only, or Link restrictions on the folder.
For the next step, see the Dropbox vs iCloud guide.
My verdict on Dropbox shared links
I'd use link settings for everyday client sharing, because a password and an expiry date take seconds and cover most mistakes. I wouldn't rely on them for anything sensitive without also checking who's been added to the folder directly, because those people sit outside every link rule. And if you're on Basic, don't expect the password, expiry or download controls at all.
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Frequently asked questions
Can I put a password on a Dropbox shared link?
Yes, on Professional, Essentials, Standard, Advanced, Business, Business Plus and Enterprise, as of October 2026. Basic isn't listed for passwords.
When does an expiring Dropbox link stop working?
At 11:59 pm on the day you choose, in your own time zone. Recipients see 'This link is expired' after that.
Can I see the password I set on a Dropbox link?
No. Dropbox never displays an existing password. To change it, set a new one or disable the link.
Does disabling downloads stop people saving a file?
No. Recipients can preview but the Download button is greyed out, and Dropbox warns this doesn't stop people saving the content by other methods.
Do link settings apply to people already added to a folder?
No. Anyone added directly to a file or folder keeps their existing permissions.
