Share selected files externally
An external file share link lets you send selected PDFs, PPTX, DOCX, XLSX, images, or CSV files without inviting the recipient to the Room. The shared page does not expose Room pages, messages, tasks, or analytics, and it has no download action.
Create a share link
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Open Files in the Room
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Use the link icon for one file, or select several files
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Open "External share link"
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Choose how viewers are verified and set an expiration
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Create the link and send it to the recipient
You can reveal, copy, or deactivate an existing link from the same dialog. A single link can contain multiple selected files.
Verify viewers
| Setting | Best for |
|---|---|
| Specific email addresses | Named recipients |
| Allowed domains | Members of a customer company |
| Room members | People already invited to the Room |
| Anyone with the link | Low-sensitivity material that needs no identity check |
Email verification asks the viewer for a one-time code sent to their inbox. Add a PIN and expiration when stronger protection is needed.
Links can be forwarded. Hiding the download action also cannot completely prevent screenshots or screen recording. For confidential files, avoid "anyone with the link" and use email or domain verification, a short expiration, and a hard-to-guess PIN.
Replacement, analytics, and deactivation
- Replacing shared items updates what the same link displays
- View counts and time are available from file analytics inside the Room
- External viewers only see shared files, never analytics or other Room data
- Deactivate the link when sharing ends; access stops immediately
Invite the recipient to the Room instead when you need ongoing collaboration across all Room content.