How to Share Files with External People

At work, you may often need to share files with external people. Sending files securely is important. This guide provides the recommended steps.

Method 1: Configure Permissions

Desktop

Open the DingTalk Drive home page, Team Files on the Docs home page, or My Files (from DingTalk Drive) under My Docs. Find the target file or folder, click … for more options, and select Permission Management. 截屏2026-06-11 16.44.34.png

Click Add Collaborator, select the member you want to add, choose the corresponding permission level, and click OK. The permission notification can be sent through one-on-one chat. Permission levels include Can manage, Can edit, Can view/download, and View only. 截屏2026-06-11 16.54.53.png

To better protect information security, if the external person does not need to edit the file, set the permission to View only. If they need to download the file, set the permission to Can view/download.

Method 2: Send a Link

Open the DingTalk Drive home page, Team Files on the Docs home page, or My Files (from DingTalk Drive) under My Docs. Find the target file or folder and click … for more options. 截屏2026-06-11 17.05.52.png

For online documents such as documents, sheets, and mind maps, click …, then click Share. The file share will be sent to the other party as a DingTalk chat message, and permissions can be adjusted in the chat interface. 截屏2026-06-11 17.43.29.png