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Share a Dropbox Paper doc, and adjust its access permissions

There are two ways to share individual Paper docs with other people:

  • By using the Invite button at the top of the doc
  • By sending a link to the doc, just as you would with a Dropbox shared link

Learn more about sharing with Paper folders and sharing notifications.

Sharing with the Invite button

  1. In a Paper doc, click the blue Invite button at the top of the doc.
  2. Type the email address of the person (or people) you’d like to share with, and include a message if you'd like.
  3. Choose the permissions access you'd like invitees to have:
    • Can comment allows others to leave comments on your content
    • Can edit allows others to directly add to, edit, or delete your content, and also to invite others to the doc
  4. Click the Send button.

Note: If you send an invite to someone's secondary email address, that person's primary email address will appear in the Invite dropdown menu.

Sharing within a team

There are a few ways to share within a company:

  • Add your doc to a new or existing folder in Paper
    • Adding a doc to a folder will automatically make it visible to the entire company and accessible through the folders view
  • Invite individuals to view or edit the doc
    • If you grant people edit permission, they will also be able to invite other users to the doc
  • Enter a mailing list in the sharing panel (what pops out when you click the blue Invite button) to share the doc with a large group
  • Send a link to the doc to relevant people in an email or chat app (like a Dropbox shared link)
    • If links to the doc were disabled, this option is not available

Sharing with others outside of your team

You can share with others outside of your team if the following are true:

  • You created the doc you want to share, or you have edit permissions on a doc that someone else created
  • Your team admin has enabled sharing outside of your team

If both of the following are true, you can invite non-team members to view or collaborate on a doc via the Invite button. If link access is enabled, you can also send a link. If the recipient does not yet have a Dropbox Paper account, they will be prompted to create one before viewing the document.

If you're a team admin, learn how to adjust these settings for your team.

Disabling link access

By default, a new doc is unshared and private. Once you begin sharing the doc with others, you have the option of restricting sharing by disabling link access. Doing so means that only people you have invited can access your doc.

  1. Click the blue Invite button.
  2. Click Link settings beside the link permission setting.
  3. Toggle the doc's sharing settings so that only those you invite can access.
  4. Select whether those with the link can edit or only comment.
  5. Click the blue Done button.

Removing a user from a doc

If you are an editor or creator of a doc, you have the ability to remove certain users. Keep in mind that if link access is enabled, a user with the link can still access the doc even after being removed. However, if a doc's permissions are set to invite-only, he or she will not be able to access the doc after being removed.

To remove a user from a doc:

  1. Click the blue Invite button at the top of your Paper doc.
  2. Scroll down to the relevant user.
  3. Toggle the sharing setting dropdown next to his or her name.
  4. Click the Remove button.

Default permissions for Paper docs

When you create a Paper doc, it comes with a default set of permissions that depends on where you created it. You can create docs that are:

  • Unfiled: Unfiled docs aren’t in folders
  • In folders: Folders can be invite-only or team folders (team folders are only available to Dropbox teams) 

You can change the permissions for individual files or folders by clicking Invite in your doc or Share in your folder.

The default permissions for your docs depends on what type of Dropbox user you are and where a doc is located.

Team members

 

Unfiled (not in a folder)

Team folder

Invite-only folder

Who can find this doc in search/browse?

Only doc creator

Anyone on the team

All members of the folder

Who can open the doc if they have the link?

Anyone on the team

Anyone on the team

Anyone on the team

What permissions will they have?

Can edit

Can edit

Can edit


Personal users

 

Unfiled (not in a folder)

Folder

Who can find this doc in search/browse?

Only doc creator

All members of the folder

Who can open the doc if they have the link?

Anyone

Anyone

What permissions will they have?

Can edit

Can edit

Change default permissions

Team admins

Dropbox Business team admins can change the default privacy setting for Paper docs. 

  1. Sign in to dropbox.com using your admin account.
  2. Click Admin console.
  3. Click Settings.
  4. Click Paper.
  5. Next to Default Paper doc privacy, choose either Anyone or Team only.
  6. Click Save.

Personal users and team members

There’s no way to change the default permissions for docs. You can change the permissions for individual files or folders by clicking Invite in your doc or Share in your folder.

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