Manage shared links

Shared links are perfect for sending copies of your work to team members and clients.

Key Points:

  • Shared links let you send files to others, even if they don't have a Dropbox account.
  • You can share files or folders of any size with shared links.
  • You can limit who can access a shared link by setting a password and/or expiration date.
  • Admins can set team-wide default access settings for newly shared links.
  • Admins can remove links shared by team members.

This article provides a quick overview of shared links in Dropbox Business. If you want to learn more, make sure to read the Send links to your work article in the Dropbox Business User Guide.


Understanding shared links

Anyone on your team can create shared links to files or folders within their Dropbox. Shared links are similar to email attachments, but are more versatile.

Here are a few important things to remember about shared links:

  • They're dynamic, which means whenever they're accessed online they link to the most current version of your file or folder.
  • They have no file-size limit, so they can attach to really large files, or even entire folders.
  • They can be given passwords and/or expiration dates.
  • Access to a link can be restricted to team members only.

Read more about how to create shared links in the Send links to your work article in the Dropbox Business User Guide.


Controlling access to shared links

All Dropbox Business users have a few ways to restrict access to the shared links they create:

  • They can limit who can see the link by restricting access to team members only or by giving the link a password.
  • They can add an expiration date to the link so access will be removed after a certain period of time.

Read more about creating and setting permissions on shared links in the Send links to your work article in the Dropbox Business User Guide.

Team admins can set team-wide access settings for newly shared links from within the Admin Console:

  • You can decide whether members of your account can share links with people outside your Dropbox Business account.
  • If you allow external sharing, you can also specify the default privacy setting for new links.

Read more about team-wide sharing settings in the Configure sharing settings article in this guide.


Monitoring shared links

Team admins and user management admins can monitor when people create shared links by using the Activity tab inside the Admin Console.

To monitor sharing activity:

  1. Sign in to Dropbox with your admin account and click on Admin Console in the left-hand sidebar.
  2. Click on the Activity tab on the left-hand side of the page.
  3. Click on the drop-down menu at the top of the page and select Sharing.

The sharing log keeps track of every sharing action across your Dropbox Business account. The view on the Admin Console does not display every event, but you can create a full sharing report if you need more detailed information.


Removing shared links

Admins can remove links shared by members of their Dropbox Business team through the Admin Console or the shared link preview page.

To remove a link from the Admin Console:

  1. Sign in to Dropbox with your admin account and click on Admin Console in the left-hand sidebar.
  2. Click on the Members tab on the left-hand side of the page.
  3. Select the member whose sharing activity you want to see.
  4. Click the blue "remove link" text beneath the link you want to remove.

To remove a link from a shared link preview page:

  1. Click on the small light-blue button with three dots on the upper right side of the screen.
  2. Click "remove link created by [Team Member]."

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