Dropbox is a great way to share documents with co-workers and clients but I’ve recently found that you have to be very careful when you’re sharing folders with other people if you don’t want to them to see personal and confidential information.

Now if you’re like me, when you wanted to share a folder with someone else, you just sent them an invitation giving them access to that folder. Simple, right? Yes it is but it can also be downright dangerous. Because if that folder is a sub folder then not only do they have access to the folder that you shared with them, they also have access to everything within the parent folder. Yes, I mean everything!

For example you may want to share a project file with one of your clients – call them Client A – so you create a folder for that project called Project ABC within your main client folder which contains the files for all your clients. As soon as you share that project folder with Client A, you’re also giving them access to everything within your main client folder. Not only can Client A see the project files, they can also see all your client files, which could prove not only deeply embarrassing but could also have wider data protection implications.

How to share folders on Dropbox

So if you want to be sharing folders with other people on Dropbox, you need to make sure that you’re doing it the right way.

And the right way to share a folder on Dropbox is to make sure that the folder is created within your main Dropbox folder, and not within another folder. By doing this, the people you share the folder with will only be able to see what is in that folder; they will not be able to see what is in the other folders on your main Dropbox account.

How to share folders on Dropbox

So be careful when you’re sending out invitations to people on Dropbox – make sure that you’re only giving them permission to access the content that you want them to see. It’s important to get it right as it can have serious implications for your business.

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About Valerie Eaton

Valerie is the founder and owner of Smart VA who provides virtual PA services to self-employed professionals who are feeling overwhelmed by their workload and want more time to focus on growing their business.

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