How to Share a Dropbox Folder (and Pick the Right Access)

A shared Dropbox folder is one of the easiest ways to work with a client, a freelancer or your team. Everyone sees the same files, changes sync almost instantly, and nobody has to email attachments back and forth. Sharing takes a minute, but the permission you choose matters more than people think. Here's how to share a folder, what each permission allows, and why the person sometimes can't see it.

Share a folder on dropbox.com

1. Sign in at dropbox.com.
2. Hover over the folder and click Share.
3. Type the email, name or group of the people you want to share with, and pick them from the results.
4. Choose can edit or can view.
5. Add a message if you like, then send.

Dropbox says each person gets an email with a link to the folder, and you can invite as many people as you like.

Share from your computer or phone

• Desktop: open your Dropbox folder in File Explorer or Finder, right-click the folder and choose Share, then follow the same steps.
• Mobile: tap the more options icon next to the folder, type names under Send to, choose Can edit or Can view and send.

Can edit or can view?

Permission	What they can do	Use it for
Can edit	Add, edit, download, delete and share files	Your team, trusted collaborators
Can view	Look and comment, but not edit	Clients reviewing work, reference folders

Here's the bit to take seriously. Dropbox says that sharing a folder with edit access gives that person the ability to add, edit, download, delete or share files via shared links. That's a lot of power. Give edit access to people you'd trust with the originals, and use view access for everyone else.

Why they can't see the folder

This catches people out. Dropbox says that if you share with someone who has an individual Dropbox account, they need to explicitly join the folder before it shows up in their Dropbox. Ask them to open the invitation email and join, and to check their spam folder if they can't find it. If they're on the same Dropbox team as you, they join automatically. And to work in a shared folder through an invitation, Dropbox says the person needs a Dropbox account and must be logged in.

Sharing with people who don't use Dropbox

If someone doesn't have a Dropbox account and just needs to look at or download files, send a link instead of an invitation. A view-only link lets anyone preview and download without signing up. For ongoing collaboration, they'll need to create a free account and join the folder.

Collaborators can share too

Dropbox notes that anyone invited to collaborate in a file or folder can share it with others. So when you invite someone with edit access, they can bring in more people. If that worries you, use view access, or check who's in the folder from time to time and remove anyone who shouldn't be there.

Links versus invitations

	Invitation	Shared link
Who can open it	Only the people you invite	Anyone with the link
Needs a Dropbox account	Yes, to join and edit	No, to view
Best for	Ongoing collaboration	Quick viewing or downloading

Dropbox adds that link settings such as passwords apply only to people using the shared link, not to people you've added directly, who keep their own permissions.

Removing someone from a shared folder

When a project ends or a freelancer moves on, remove them from the folder rather than leaving access open. Open the folder's sharing settings on dropbox.com, find the person in the member list and remove them, or change them to view access. It's a two-minute job that keeps your client files private, and it's good practice to review shared folders every few months. I put a reminder in my calendar at the end of each quarter to check who still has access to what, and I'm always surprised by how many old collaborators are still hanging around.

A tidy setup for client folders

1. Create one folder per client.
2. Inside it, create a folder for files they send and one for finished work.
3. Share the client folder with view access, or edit access only where they need to upload.
4. When the project ends, remove them from the folder or move it to an archive.

If you're tightening how your business shares files, my piece on why manual file sharing becomes a risk as you grow is worth a read, and if you use Google as well, how to transfer ownership in Google Drive covers the same handover problem there.

My verdict

Hover over the folder, click Share, add people and choose can edit or can view. Use edit access sparingly, because it lets people delete and reshare files, and remind people on individual accounts to join the folder from their invitation. For one-off viewing, send a link instead.

Frequently asked questions

How do I share a folder in Dropbox?

On dropbox.com, hover over the folder, click Share, add email addresses, choose can edit or can view and send.

Why can't someone see a Dropbox folder I shared?

Dropbox says people with individual accounts need to join shared folders from the invitation.

What can people do with edit access in Dropbox?

They can add, edit, download, delete and share files via shared links.

Can I share a Dropbox folder with someone who doesn't have Dropbox?

Yes, with a link. They can view and download. To edit in a shared folder they need an account.

Can people I share with invite others?

Yes. Dropbox says anyone invited to collaborate can share the folder with others.