File sharing with Writer

Sharing Options

Writer lets you share files with individuals and groups directly, avoiding the confusion of multiple email attachments. To keep your intellectual property safe and secure, we also provide a comprehensive range of privacy settings, which ensure that your documents are only visible to the people you choose.

Share files with people in my organization

Share files with individual colleagues or a group of collaborators while retaining control of your document.
To share a file,
  1. Click Share at the top right corner of the screen. A dialog box, titled Share, will appear.
  2. Enter the name or email address of the person or group you want to share the file with.
  3. Set the permission level to Share/Edit/View and comment/Edit field values/View as per your requirements.
  4. Click Share.




When you share a file, you can choose to add a private message to the collaborators if there was anything extra to be shared. Click Add a private message just below the field in which you entered the collaborator(s) name/email.

Share files within my organization

  1. Share files with everyone in your organization by simply changing the file's visibility settings.
  2. To share files with everyone in your organization,
  3. Click Share in the top-right corner of the window. 
  4. In the Share dialog that opens, click Change Visibility under "Who can access".
  5. In the dialog that follows, click the down arrow on the right side of the Who can access this file via permalink? field.
  6. Click Anyone in <your organization>. A dialog box will appear containing your document link and its permission settings.
  7. Set your link permissions to Edit/View and comment/View.
  8. Set an expiration date for your document by checking the box labeled.
  9. Set expiry date if you want to restrict your organization members from accessing it after a specific date.



Share documents with external collaborators with an OTP

Zoho Writer lets you securely share documents with collaborators who don't have a Zoho account with an one-time password (OTP). This allows collaborators without a Zoho account to view and edit documents, track changes, and add comments. The comments and changes suggested by them will be mentioned with their email address in the document.

Steps to share documents with users without a Zoho account:

1. Click Share button in the top-right corner.
2. Enter the email address of the user in the Share dialog and choose the appropriate access permission for the user.
3. Click Share. The user will be requested to authenticate via OTP when they access the document for the first time.