The Best File Sharing Software to Simplify Work and Team Collaboration

Sharing files should be a seamless process. There are several file sharing sites and cloud storage providers on the internet. It can be difficult to determine the right one for a particular service.

In this article, you will get to know the various secure file sharing software and how to use them as well as each software’s pros and cons. You will also explore collaboration tools of multiple facets and for various file formats. 

Although many of these file sharing software come with paid plans, several offer free versions that can serve you just fine until an upgrade is essential. 

What Is File Sharing Software?

File sharing software facilitates collaboration among users either through the internet or via a local network and makes the file transfer process easier. This kind of software helps users exchange documents, images, videos, and other file formats. It’s basically a digital asset management system that works by sharing access to storage space where users can download and upload files for others to access. 

One meeting, whether physical or virtual, is not sufficient in order to share all the information required to complete a project. But frequent meetings can be expensive, time-consuming and unproductive. A team, especially nowadays, must have the right collaboration skills to enable them to work on projects remotely, share files, and collaborate seamlessly. This is the new flex.

Benefits of File Sharing Software

Some of the benefit of these sharing solutions outlined in this article include: 

Benefits of File Sharing Software

Easy to use

Most of these file sharing solutions are built with friendly, intuitive interfaces. You can navigate, organize your files, and grant access to stakeholders with ease. With the right tool that fits your organization’s needs, a file sharing solution can serve as an efficient brand asset management tool to house your digital assets.

It’s fast 

File sharing tools alleviate the struggles associated with endless email attachments and slow project completion. In a few clicks, collaborators can upload and share files with stakeholders. At the same time, they can limit the permissions granted to each stakeholder to ensure that each collaborator can only perform specific tasks. All these tasks, and more, can be done in the snap of a finger. 

Some of these solutions even offer in-app editing, markup, and annotation features. This makes for a speedy review and approval process for creative teams with an otherwise complex workflow. 

Allows sharing of very large files

In a rigid workplace, hundreds of emails bounce around monthly. Almost all of these come with one or more attached files with short notes that read something like “Kindly find the attached file.” 

Turns out that most of these “attached files” range between a few kilobytes and 30 megabytes in size. Traditional email servers do not offer the option to share large files as seen in some video sharing tools

However, with the right file sharing software, you can share very large files with ease without filling your inbox. Therefore, instead of limiting email attachments, you can explore ways to send large files online without glitches.

Secure file sharing

Regardless of each stakeholder’s role in the project, good file sharing software allows you to securely share files with anyone, giving appropriate permissions and keeping files confidential when necessary.   

Improved work-life balance

With about 25% of the United States’ population working remotely, it is almost impossible not to consider how document management and file sharing systems have improved employees’ work-life balance. A good file sharing system allows people to have access to the files needed for  their job without leaving home. 

10 Important Features of File Sharing Software

A crucial aspect of file sharing software is the package of features each offers. The differences in packages helps each software  stand out in the market and serve customers in a unique way. Below is a list of features that you should find in file sharing software. 

Important Features of File Sharing Software

1. Supported file formats

A quality file sharing software should support various file formats, including Word, PDF, Excel, and other document formats. 

The best file sharing tools also support video and image sharing. This way, teams can have all their files in one place, regardless of file type. Limiting the file formats accessible on a sharing software can reduce team productivity as it forces team members to bounce between softwares.  

2. Storage space

The best file sharing software offers secure cloud storage services to help teams store important brand assets. Depending on how many files you need to be able to share simultaneously,  you will need more or less storage space. 

Many tools offer a limited amount of cloud storage space for free to users. However, you can enjoy bigger or even unlimited storage if you purchase paid plans for most of these tools. 

3. File size limit

Some file sharing solutions have strict limits on the size of sharable files. So, using the best sharing tools can allow you to share large files through email by simply including a link or granting email-specific access to the cloud-based file. 

Tools with tight size limits can slow down collaboration, especially for creative teams that work with large files like videos. Therefore, when choosing the best file sharing software for your team, ensure that any limits permit sharing of your typical file sizes. 

4. Security 

The security of files is an important feature to consider when choosing a file sharing software. Whether you are working with your immediate team or external collaborators, a top tier file sharing system should allow you to securely share files with whomever necessary. Additionally, it must prevent unauthorized access to files, especially sensitive files. 

The best tools are usually GDPR (General Data Protection Regulation) compliant to ensure that user data is secure and inaccessible without users’ consent. Files are also secure with AES 256-bit encryption. Therefore, when working with the right tool, you can rest assured that your files are airtight and accessible only to authorized stakeholders.

5. Number of Users

As a project manager or team lead, you should consider the number of users allowed by any file sharing software. For instance, how many people can upload and access files at the same time? 

Carefully considering this feature will help you choose the best tool for sharing files with as many stakeholders as necessary.  

6. File version control

With several people working on a file, project completion is faster. However, there is always a need to refer back to previous versions of a file. With the top file sharing software, you can go back and view previous versions of a file and see the progression of changes. You can also revert to previous versions if you like. 

7. Access control 

You should be able to grant role-based access to a file when using file sharing software. With this access control feature, you can choose the individual users who can upload and share files, make edits, add comments and annotations, and/or view each file. This way stakeholders are not given more access than they need, preventing unwanted modification of files and facilitating the smooth completion of projects.

8. Collaboration features 

File sharing software is expected to be a component of a team environment. Therefore, it should allow stakeholders to post and discuss comments on documents as well as request changes or give approvals. Integration with external apps can further help improve efficiency and productivity. This way, the team can have everything done in one place. 

9. Workflow management 

With so much to do, a file sharing tool with workflow management features can make your team far more productive than you can even imagine. Being able to automate manual tasks, track the progress of each file and allow documents to move through different stages of the approval process without constant supervision can free up more time to focus on other, more important tasks.  

10. File availability

Some file sharing solution providers operate using limited storage space with each file cached with time. Because of this, some files are only available for a limited time. Upon expiration of that time, the file is deleted from the database to free up space for new files. When choosing a file sharing solution, you must consider the availability of the files. 

Some of the best tools for sharing files and collaborating can store your files for as long as you want. You will need to delete them yourself to remove them. Even after deletion, some files are stored in the trash for a period of time in case you deleted them by accident. 

20+ Great Cloud Based File Sharing Software Services

Technology advancement in the 21st century has successfully shifted users away from traditional storage and sharing systems. File storage has moved from shelf paper storage to hard drives and online server-based (cloud) storage systems.

Now, sharing files stored in the cloud with other internet users has never been easier. The tools outlined below are some of the greatest in the game. 

1. Filestage

Filestage - Cloud Based File Sharing Software Services

Filestage is an online proofing software that makes it easy to share, review and approve files with colleagues, clients and external partners. You can upload any file type – including images, videos, documents and audio files – to the platform and share a link with stakeholders. All invited reviewers can view, comment and/or approve the file without having to login. Filestage simplifies file sharing, feedback management and the approval process for teams of all sizes. 

Features

  • Upload and share any file type
  • Commenting and mentioning
  • Real-time collaboration
  • Integrated to-do list
  • Built-in security with AES 256-bit encryption
  • GDPR compliant 
  • Up to 250 GB and more storage space on paid plans
  • Automatic file versioning 
  • Advanced workflow management features 

2. Box

Box - Cloud Based File Sharing Software Services

Box is a cloud file management and sharing service. Security-wise, Box is well secured with end-to-end data encryption that complies with all data protection laws including GDPR and CCPA. Its multi-level permission feature ensures stakeholders only have the access they need and not more.

Features

  • Unlimited storage for paid plans 
  • Encrypted to prevent data leakage
  • Supports all file formats
  • Easy-to-use interface 
  • Content interaction 
  • Offline syncing
  • Hundreds of in-app integrations

3. Dropbox Business

Dropbox Business - Cloud Based File Sharing Software Services

Dropbox is similar to Box. The only significant difference is that it is best suited for individual users while Box is ideal for businesses. Nonetheless, Dropbox is also an excellent business solution, sharing the same features ranging from 2 GB free account space and security.

Features

  • Offers up to 3 TB storage for paid plans
  • Supports all file types
  • Ease of backing up data
  • 256-bit encryption security
  • Extend storage capacity

4. Google Drive

Google Drive - Cloud Based File Sharing Software Services

Google Drive is a cloud-based storage service owned by the renowned Alphabet Inc. It can store and backup files for up to 10 TB of data with its individual paid plan. Additionally, it supports a wide range of file formats including images, documents, videos and more. Its security features include SSL encryption with multilevel permission for collaborators. 

Features

  • 750 GB daily upload limit
  • Grant access to select few
  • Granular access function
  • Supports all file types
  • SSL encryption
  • Easy-to-use interface

5. WeTransfer

WeTransfer - Cloud Based File Sharing Software Services

WeTransfer is an online application that facilitates the sharing and collaboration of data via email. It can be used without opening an account and is therefore accessible to all users. All that is required is to select the file you need to transfer and type the sender and recipients’ email addresses. Then, sit back and watch your file share. It’s that simple.

Note that entering an activation code sent to your email is compulsory for sharing the file successfully. 

Features

  • Allows 2 GB maximum data transfer at a time 
  • Supports all file formats
  • Use without opening an account
  • Password protected transfer
  • Support Android, iOS and Mac apps
  • Emails and URLs can be customized

6. Microsoft OneDrive

Microsoft OneDrive - Cloud Based File Sharing Software Services

OneDrive features vary from one version to another (personal or business account). It integrates perfectly with Microsoft Office 365 and the Microsoft Office mobile app and supports real collaboration of office documents. Moreover, it has adequate security measures in place for handling documents securely.

Features

  • Offers up to 6 TB storage for paid plans
  • Password-protected sharing
  • Ransomware detection and recovery
  • Supports all file types
  • Visual customization
  • Easy sync with different devices

7. HighTail

HighTail - Cloud Based File Sharing Software Services

Formerly called Yousendit, Hightail is known for its well-suited platform for group collaboration. For instance, when you create a new space, you are at liberty to change your name and define the project. Moreover, Hightail works well with almost all existing files sharing services. It is flexible and easy to use.

Features

  • Offers unlimited storage on paid plans
  • Supports all file types
  • 100 MB size limit per file
  • Content lifecycle management
  • Role-based access controls

8. Filecloud

Filecloud - Cloud Based File Sharing Software Services

With Filecloud, file transfer gets easier. Its interface is user-friendly and easy to operate. You don’t need a tutorial to start using this application, and some even claim it was created for dummies. 

Features

  • Access and share data at any time
  • Files are well-secured with SAS70 and HIPAA security regulation
  • Offers free platform developer plans with up to 10 GB storage.
  • Endpoint Backup
  • Branch Office File-Sharing
  • Customization/Branding
  • Data Loss Prevention
  • Two-factor Authentication (2FA)

9. GoAnywhere MFT

GoAnywhere MFT

GoAnywhere is an enterprise file security solution committed to helping users move files with ease with the highest level of security.

Features

  • Capable of translating and moving X12, XML, and EDIFACT quickly and safely.
  • Enterprise-level security to protect files from all sorts of risk.
  • Supports external cloud and web applications
  • Auditing and reporting options
  • Security and compliance
  • Provides business activity monitoring

10. NetFiles

NetFiles - Cloud Based File Sharing Software Services

Netfiles is a virtual data space for secure data exchange and collaboration. This tool protects confidential and business-critical data from cybercrime and corporate espionage through its  Netfiles Professional plan.

Features

  • Automatic indexing
  • View documents directly from browser
  • Encrypted file storage
  • 2-factor authentication

11. Send Anywhere

Send Anywhere - Cloud Based File Sharing Software Services

Send Anywhere is a file-sharing tool that provides an unlimited approach to file sharing. This platform promises fast and easy ways to share large files.

Features

  • Send files of any size
  • Attach large files to email
  • Offers free plan
  • Play video and audio
  • Links have expiration of 48 hrs
  • Requires 6-digit authorization key
  • Up to 1 TB cloud storage 
  • Unlimited link storage 

12. Digital Pigeon

Digital Pigeon - Cloud Based File Sharing Software Services

Digital Pigeon is a well-designed software solution for creatives, with an effective tool to manage the storage capacities of media producers and creatives. 

Features

  • Fast and reliable file sharing
  • Supports all file formats
  • Supports up to 50 GB size uploads
  • Handle files 200 GB+ and more
  • Offers speed and reliability 

13. ShareFile

ShareFile - Cloud Based File Sharing Software Services

ShareFile is another service for cloud-based data storage that offers unique features like streamlining, co-editing and co-authoring. ShareFile also allows users to automate the approval and feedback process as well as automate any document-centric processes with customizable workflows. Users can skip messy data migration and gain secure access to files and folders stored on the legacy data system. The shared document is completely safe in all spheres and easy to set up.

Features

  • Allows co-editing
  • Up to 100 GB storage limit
  • 10 GB file sharing limit
  • Good security
  • Supports all file types
  • Prime automated system
  • Offers data recovery options
  • Granular access

14. Files.com

Files.com - Cloud Based File Sharing Software Services

Files is known for its secure file sharing and workflows for business. The software has updated integrations to connect via FTP and WebDAV. Plus, with a secured file link via email, Files ensures that only intended recipients have access to that file.

Features

  • Supports all files
  • Syncing across devices
  • Faster uploads
  • Supports up to 5 TB storage
  • Highly secured
  • Provides alerts and notifications
  • Offers drag-and-drop features

15. Apple iCloud 

Apple iCloud - Cloud Based File Sharing Software Services

iCloud is a cloud storage application readily built-in to all Apple devices that helps keep files safe and up to date. It offers 5 GB free storage to start and supports virtually all files.

Files on iCloud Drive are easy to access from multiple locations, whether through the file app on iOS and iPadOS, the finder on your Mac, the file explorer for Windows PCs, or through iCloud.com. 

It offers two-factor authentication to help keep data safe. Only you can access your account and only through a trusted device. 

Features

  • Easy file access from all devices
  • Secured, two-way authentication
  • File sharing limit of 50 GB
  • Up to 2 TB storage space
  • Supports all file types
  • Family sharing
  • Increased storage plans
  • Encrypted files

16. OneHub

OneHub - Cloud Based File Sharing Software Services

OneHub is an enterprise file sharing service provider. It is usually used by businesses  to securely share and control files in the cloud due to its reliable security robustness.

OneHub can upload hundreds of files simultaneously. It has no limit on the number of times a file can be shared. However, it does not offer any free plans. 

Its features include uploading files quickly and easily, creating and editing files via Google Drive, and offering integratable and previewable files directly in the browser.

Features

  • Supports all file types
  • Customize your document appearance
  • Unlimited storage and sharing
  • Ability to revoke access
  • Role-based permissions
  • Two-level authentication

17. Citrix

Citrix - Cloud Based File Sharing Software Services

Citrix makes sharing files with clients, partners, and co-workers easier than expected. It offers a variety of appealing features for business users.

The security is top-level with customizable permission settings. Android, iOS, and Windows support the app, but it offers no free plan.

Features

  • Strong security
  • Unlimited storage
  • 100 GB max file share
  • Supports all file types
  • Accelerated sync and sharing
  • Granular access
  • Easy to use

18. Egnyte

Egnyte - Cloud Based File Sharing Software Services

Egnyte will help you control your critical content, giving you an edge in document management. Moreover, you can access files in Egnyte from any device. 

Features

  • Supports all files
  • Protects against ransomware attack
  • Drag-and-drop feature to easily edit files
  • Syncing and permissions
  • Storage of up to 3 TB available
  • Cloud archiving

19. Wire

Wire - Cloud Based File Sharing Software Services

Wire is one of the most secure collaboration platforms; it provides modern security with an improved user experience. 

Features

  • End-to-end encryption
  • Compliant with GDPR and other privacy laws
  • Supports voice and video files
  • End-to-end encrypted messaging
  • Provides a guest room interface for authorized spectators
  • Offers role management and multilevel permissions
  • Group message deletion

20. Pydio

Pydio - Cloud Based File Sharing Software Services

Pydio is open-source file-sharing software that caters to organizational needs. This software prioritizes privacy while enabling team members to work simultaneously in one place.

Features

  • Internal communication with comments and mentions
  • Annotations and markups 
  • Good customer support
  • GDPR compliant
  • Storage of up to 5 TB on the Pro version
  • SSL/TLS encryption

21. Bitrix24 My Drive

Bitrix24 My Drive - Cloud Based File Sharing Software Services

Bitrix24 My Drive comes with unique features that will help you create a drive in the Bitrix24 My Drive dashboard. Then, you can choose how you want your files to be sorted and stored.

Features

  • Supports all file types
  • Multiple share options
  • Multi-user editing
  • File syncing
  • Offline access
  • 5 GB of online storage

22. MediaFire

MediaFire - Cloud Based File Sharing Software Services

Mediafire is not among the most common software names when talking of cloud storage services. Still, it offers one of the most economical solutions in terms of cost due to its generosity to users. 

Features

  • 4 GB upload size
  • Supports all file types
  • Virus scan
  • Recover deleted files
  • Non-shareable one-time links 

8 Free File Sharing Software Tools 

There are lots of file sharing software that offer certain free sharing privileges to share documents. And here is a list of 8 free versions; however, note that these software also have Pro versions where they provide additional, even better, functions.

1. Google Drive – up to 15 GB cloud storage

Google developed Google Drive to help store and synchronize users’ files across all its services. It provides up to 15 GB free of storage space for use. Small organizations can do a lot with this free version. Additionally, Drive supports files of various formats including documents and high graphic files. It’s home to the widely-used Google Docs, Slides, Sheets, Forms, and more.

2. Hightail – up to 100 MB of uploaded files and 2 GB of storage

Hightail is a creative collaboration software that allows users to store their files in a customizable environment. Its free version allows file sharing of up to 100 MB and syncs with other storage tools like Dropbox, Google Drive, and Microsoft OneDrive with up to 2 GB storage space. This software allows limited previews with files available for only seven days. 

3. MediaFire – up to 10 GB storage

The free version of MediaFire provides 10 GB storage space with 4 GB per file. However, in its free version, the software features ads that can be a bit intrusive. Also, one-time links included as a feature in the paid version are not available in the free version.

4. OneDrive Basic – 5 GB free storage

OneDrive offers 5 GB of free storage. Unfortunately, that’s the only feature that’s free on this application. The expiring share links, ransomware protection, and file restoration options are only available with the paid, premium version.

5. Box – up to 10 GB storage

With the free version of Box, you can share files and work on documents collaboratively and on-the-go. Box integrates with Office 365 and Google Workspace (formerly G Suite), making it possible to keep all your files in one place. However, this free version offers 10 GB secure cloud-based storage and with a 250 MB upload limit, you can share basically anything from files of various formats to folders. Version tracking, though, is limited to just one previous version. 

6. WeTransfer – share up to 2 GB of files

WeTransfer offers a great file sharing tool secured by 2-factor authentication. It also allows you to create a great presentation in just minutes. This software allows users to share up to 2 GB of files and create three folders. However, in the free version, files do not sync across devices; to enable this feature, you have to opt-in for a paid plan.

7. Pydio – inclusive online preview feature

Pydio is a privacy-centered file sharing platform for teams to keep all their work in one place. It allows users to integrate other storage tools through API for easy access and automation. Its free version also has an online preview feature for documents. However, the number of users allowed in the free version is limited.

8. Bitrix24 My Drive – 5 GB of storage

Bitrix24 My Drive is a centralized access point for different kinds of files but is primarily used as a document management tool. With this software, all your personal files stored in different storage spaces can be accessed conveniently from any location. You can synchronize the ‘My Drive’ feature with any device you have as well as grant access to members of your team. Note that the free version allows just two users to view files and offers only 5 GB of storage. 

Conclusion

File sharing software is an innovative space for completing our daily office tasks. Even for onsite businesses, files are constantly changing hands, and many of these tools will come in handy for the effective transfer of files. 

Using any of these file sharing tools will make your work faster and more productive. Hence, you can choose any of these good options for your organization. As your business grows, you can expand to the paid, Pro version in order to meet the increasing demands of your company. Additionally, some of the tools provide more features that go far beyond file sharing and that can even streamline your review and approval process for all files. 

Get your best work approved with Filestage

4.8 out of 5

4.8 out of 5

4.8 out of 5

✓ Free personalized demo ✓ Free 7-day trial ✓ No credit card needed

Join over 5,000 PM (project managers) and marketing enthusiast

Receive actionable creative project management advice straight to your inbox on a bi-weekly basis.