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Dropbox Groups

Want to use Dropbox with your team? Learn more about Dropbox Business plans.

You can organize members of your team into groups. Share a folder or file with a group to grant access automatically to all group members. There are two types of groups:

  • Company-managed groups
  • User-managed groups

 

Company-managed groups

User-managed
groups

Group creation

Only admins can create

Admins and team members can create (if allowed by admins)

Ask to join

Team members cannot request to join

Team members can request to join

Leave a group

Team members cannot leave a group on their own

Team members can choose to leave a group

Add/remove members

Only admins can add/remove team members to a group

Both admins and group managers can add/remove members to/from a group

Transfer group ownership

Admins can change a company-managed group to a user-managed group, and assign a new manager

Admins can change a user-managed group to a company-managed group to take control of it

Sections in this article:

How to create a group

Create a user-managed group

Team members can create user-managed groups if their admin allows it

  1. Sign in with your work account on dropbox.com.
  2. Click your team name at the bottom left of the page.
  3. Click the button by your team name: Groups and members or # members.
  4. Click Create group.
  5. Enter a name for your group.
  6. Click Create group.

Create a company-managed group

Only Dropbox Business admins can create a company-managed group.

  1. Sign in to dropbox.com with your admin credentials.
  2. Click Admin Console.
  3. Click Groups.
  4. Click Create group.
  5. Enter a group name.
  6. Choose whether the group will be company-managed or user-managed.
  7. Click Create.

Back to menu

How to add members to a group

Adding a member to a group will invite them to all shared folders that were shared with the group.

Add members to a user-managed group

Group managers can add or remove members to a user-managed group at any time. 

  1. Sign in with your work account on dropbox.com.
  2. Click your team name at the bottom left of the page.
  3. Click Groups and members.
  4. Select the name of the group you'd like to add members to.
  5. Click Add members.
  6. Enter the name of the person you'd like to invite, and click Add members.

Notes:

  • Team members can see all groups created on their team, and they can ask to join a user-managed group, unless this ability was disabled by an admin.
  • Team members can only see other group members for groups that they are already in.

Add members to a company-managed group

Only admins can add members to a company-managed group. Team members cannot ask to join a company-managed group.

  1. Sign in to dropbox.com with your admin credentials.
  2. Click Admin Console.
  3. Click Groups.
  4. Select the name of the group you'd like to add members to.
  5. Click Add members.
  6. Enter the name of the person you'd like to invite, and click Add members.

Back to menu

How to remove members from a group

Remove members from a user-managed group

Group managers can remove or add members at any time.

  1. Sign in with your work account on dropbox.com.
  2. Click your team name at the bottom left of the page.
  3. Click Groups and members.
  4. Select the name of the group you'd like to add members to.
  5. Click the (ellipsis) icon beside the member's name, and choose Remove user.

Removing a member from a group removes the person from all shared folders and team folders the group has access to.

Remove members from a company-managed group

Only admins can remove members from a company-managed group.

  1. Sign in to dropbox.com with your admin credentials.
  2. Click Admin Console.
  3. Click Groups.
  4. Select the name of the group you'd like to remove members from.
  5. Click X next to the name of the member you would like to remove.
  6. Click Remove.

Back to menu

How to change the name of a group

Change the name of a user-managed group

Group managers can change the name of a user-managed group at any time.

  1. Sign in with your work account on dropbox.com.
  2. Click your team name at the bottom left of the page.
  3. Click Groups and members.
  4. Click the group you'd like to edit.
  5. Click Rename group.
  6. Enter the new group name, and click Save changes.

Change the name of a company-managed group

Only admins can change the name of a company-managed group.

  1. Sign in to dropbox.com with your admin credentials.
  2. Click Admin Console.
  3. Click Groups.
  4. Select the name of the group you'd like to change.
  5. Click Edit group.
  6. Enter the new group name, and click Save changes.

Back to menu

How to add or change group manager

Only user-managed groups have the ability to add or change group managers. Group managers can edit or delete a user-managed group. They can also add and remove members from the group. A group can have multiple managers.

Add or change a group manager for a user-managed group

  1. Sign in with your work account on dropbox.com.
  2. Click your team name at the bottom left of the page.
  3. Click Groups and members.
  4. Select the group you’d like to add a manager to.
  5. Click the (ellipsis) icon to the right of the user that you'd like to add as a manager
  6. Click Make manager.

If you’re transferring management, first add a manager with the steps above and then remove your management permissions, or remove yourself from the group entirely.

  1. Sign in with your work account on dropbox.com.
  2. Click your team name at the bottom left of the page.
  3. Click Groups and members.
  4. Select a group.
  5. Click the (ellipsis) icon to the right of the user that you'd like to add as a manager.
    • Select Remove manager permissions to revoke your manager status and remain in the group, or
    • Select Remove user to remove yourself from the group

Back to menu

How to delete a group

Deleting a group is permanent. If you’ve accidentally deleted a group, you’ll have to recreate the group as you created it initially. Deleting a group does not delete any of the files or folders that the group had access to.

Delete a user-managed group

Group managers can delete a user-managed group at any time.

  1. Sign in with your work account on dropbox.com.
  2. Click your team name at the bottom left of the page.
  3. Click Groups and members.
  4. Select the group you’d like to delete.
  5. Click Delete group.
  6. Click Delete.

Delete a company-managed group

Only admins can delete a company-managed group.

  1. Sign in to dropbox.com with your admin credentials.
  2. Click Admin Console.
  3. Click Groups.
  4. Select the name of the group you'd like to delete.
  5. Click Delete group.
  6. Click Delete.

Back to menu

How to leave a group

Members of user-managed groups can leave a group at any time. Only admins can remove members from company-managed groups.

Leave a user-managed group

  1. Sign in with your work account on dropbox.com.
  2. Click your team name at the bottom left of the page.
  3. Click Groups and members.
  4. Select the group you’d like to leave.
  5. Click Leave group.

Back to menu

How to share a folder with a group

Any team member can share a folder with any group, even a group you aren’t a member of.

Share a folder with a group

  1. Sign in to dropbox.com.
  2. Hover your cursor over the folder you want to share.
  3. Click the blue Share button that appears.
  4. In the "Invite members to share this folder" field, enter the name of the group you’d like to share with.
  5. Set viewing or editing permissions.
  6. Click Share folder

All members of the group will be invited to the folder.

Can people in a group have different permissions to a shared folder?

Yes. Group managers and folder owners can set permissions on a group or folder to view-only by default and can grant edit permissions to individuals. Users with edit permissions can edit contents of a folder, while the other users cannot.

Will group permissions override individual permissions?

Users are always given additional permissions rather than fewer permissions. If a group and individual's permissions are ever different, the user will always have the permissions that grant them the highest level of file and folder access.

What happens to permissions if a user is listed more than once in a group?

If users are listed in a shared folder more than once due to their group memberships, those users will default to the permissions that grant them additional functionality. For example, if the group is granted edit permissions but a user invited individually to that group has view-only permissions, then the group member will actually have the additional edit permissions granted to the group.

To limit a group member's access, first remove them from the group and then invite them as an individual shared folder member with "can view" access. Or, invite each member individually to set distinct view or edit permissions for each member.

Back to menu

Admin settings for groups

Control who can create groups

Dropbox Business admins can choose whether team members can create user-managed groups. By default, team members are allowed to create user-managed groups.

Note: Only admins can create company-managed groups. Users cannot ask to join a company-managed group.

  1. Sign in to dropbox.com with your admin credentials.
  2. Click Admin Console.
  3. Click Settings.
  4. Click Groups.
  5. Select No next to User-managed groups.

Edit your team's groups

  1. Sign in to dropbox.com with your admin credentials.
  2. Click Admin Console.
  3. Click Groups.
  4. Select the name of the group you’d like to edit.

View and manage a specific team member's groups

As the admin of your Dropbox Business team, you can also view and manage the groups of any single team member. This can be helpful when onboarding new employees, since you can easily add them to all of the correct groups, as well as when an employee changes roles and you need to adjust their groups.

  1. Sign in to dropbox.com with your admin credentials.
  2. Open the Admin Console.
  3. Click Members.
  4. Click the name of the team member’s account you’d like to view.

Under Group membership, you'll see a list of all the groups that team member is a part of.

Back to menu

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