Managing shared folders in Zoom Docs

Shared folders in Zoom Docs provide a central space for your team to collaborate on docs. Use shared folders to organize, manage, and share docs with your team. Each shared folder features designated roles, with managers handling sharing settings and members contributing to and accessing shared folders. Account owners and admins with the appropriate Docs management permissions can control external sharing of shared folders to ensure confidential information remains internal. They can also manage permissions for creating new shared folders within the account.

Requirements for using shared folders in Zoom Docs

Table of Contents

How to create or delete a shared folder

Windows | macOS | Linux

Create a shared folder

  1. Sign in to the Zoom desktop app.
  2. Click the Docs tab .
  3. In the left sidebar, next to Shared folders, click the plus icon.
  4. Enter your folder name, then click Create.

Delete a shared folder

  1. Sign in to the Zoom desktop app.
  2. Click the Docs tab .
  3. In the left sidebar, under Shared folders, hover over the shared folder, then click the More icon .
  4. In the drop-down menu, click Settings .
  5. Click Delete shared folder.
  6. A confirmation window will appear, click Delete.
    Note: Users lose access to the folder immediately upon deletion. Admins can restore the shared folder within 30 days.
 
Web

Create a shared folder

  1. Sign in to the Zoom web portal.
  2. Click Docs in the left sidebar.
  3. In the left sidebar, next to Shared folders, click the plus icon.
  4. Enter your folder name, then click Create.

Delete a shared folder

  1. Sign in to the Zoom web portal.
  2. Click Docs in the left sidebar.
  3. In the left sidebar, under Shared folders, hover over the shared folder, then click the More icon .
  4. In the drop-down menu, click Settings .
  5. Click Delete shared folder.
  6. A confirmation window will appear, click Delete.
    Note    : Users lose access to the folder immediately upon deletion. Admins can restore the shared folder within 30 days.

How to configure shared folder settings

Windows | macOS | Linux

Add a shared folder member

  1. Sign in to the Zoom desktop app.
  2. Click the Docs tab .
  3. In the left sidebar under Shared folders, hover over the folder, then click the More icon .
  4. In the drop-down menu, click Manage members.
  5. Click Invite to search by user name or email address.
  6. Click Send.
    Note: The added member will automatically receive a notification confirming the invitation.
  7. (Optional) Click the checkbox next to Send invitation email to send an email to the added member.

Remove a shared folder member

  1. Sign in to the Zoom desktop app.
  2. Click the Docs tab .
  3. In the left sidebar under Shared folders, hover over the folder, then click the More icon .
  4. In the drop-down menu, click Manage members.
  5. Next to the manager, click the Role drop-down menu, then select Remove.

Manage shared folder member roles

  1. Sign in to the Zoom desktop app.
  2. Click the Docs tab .
  3. In the left sidebar under Shared folders, hover over the folder, then click the More icon .
  4. In the drop-down menu, click Manage members.
  5. Next to the member, click the Role drop-down menu, then select Manager.

Restrict or grant external access to shared folders

  1. Sign in to the Zoom desktop app.
  2. Click the Docs tab .
  3. In the left sidebar under Shared folders, hover over the folder, then click the More icon .
  4. In the drop-down menu, click Settings .
  5. Click the Security tab, then click the Allow external users to access docs in this folder. toggle to enable or disable it.
Web

Add a shared folder member

  1. Sign in to the Zoom web portal.
  2. Click Docs in the left sidebar.
  3. In the left sidebar under Shared folders, hover over the folder, then click the More icon .
  4. In the drop-down menu, click Manage members.
  5. Click Invite to search by user name or email address.
  6. Click Send.
    Note: The added member will automatically receive a notification confirming the invitation.
  7. (Optional) Click the checkbox next to Send invitation email to send an email to the added member.

Manage shared folder member roles

  1. Sign in to the Zoom web portal.
  2. Click Docs in the left sidebar.
  3. In the left sidebar under Shared folders, hover over the folder, then click the More icon .
  4. In the drop-down menu, click Settings .
  5. Click the Members tab.
  6. Click the Role drop-down menu, then select Manager.

Restrict or grant external access to shared folders

  1. Sign in to the Zoom web portal.
  2. Click Docs in the left sidebar.
  3. In the left sidebar under Shared folders, hover over the folder, then click the More icon .
  4. In the drop-down menu, click Settings .
  5. Click the Security tab, then click the Allow external users to access docs in this folder. toggle to enable or disable it.

Restrict or grant cross-organization access to docs

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management, then Account Settings.
  3. At the top of the page, click the Docs tab.
  4. Under Docs Access, click the Allow users to collaborate on other organization’s docs toggle to enable or disable it.

How to manage shared folders as an admin

Admins can view, manage, delete, and restore shared folders in their account using the All Shared Folders tab. This includes viewing folder details such as name, manager(s), member count, creator, and creation date, as well as searching for specific shared folders by name. Admins can filter by manager to display folders managed by a specific user or identify unmanaged folders. The All Docs tab can be used to manage documents within shared folders, with the owner field showing the account name and the location field indicating the folder containing each document. Documents can also be filtered by folder location for efficient management.

User management roles for shared folders

Admins must have the Docs management permission to view and manage shared folders. These permissions are divided into the following categories:

Windows | macOS | Linux

Add a shared folder manager

  1. Sign in to the Zoom desktop app.
  2. Click the Docs tab .
  3. In the left sidebar under Shared folders, hover over the folder, then click the More icon .
  4. In the drop-down menu, click Manage members.
  5. Click Invite to search by user name or email address.
  6. Click Send.
    Note: The added manager will automatically receive a notification confirming the invitation.
  7. (Optional) Click the checkbox next to Send invitation email to send an email to the added manager.

Remove a shared folder manager

  1. Sign in to the Zoom desktop app.
  2. Click the Docs tab .
  3. In the left sidebar under Shared folders, hover over the folder, then click the More icon .
  4. In the drop-down menu, click Manage members.
  5. Next to the manager, click the Role drop-down menu, then select Remove.
    Note: Shared folders must have a manager. If a shared folder has only one manager, they cannot be removed.
Web

Add a shared folder manager

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management, then Docs Management.
  3. Hover over a shared folder and click the More icon .
  4. Select Manage managers to view a list of the shared folder’s current managers.
  5. In the pop-up window, click Add managers to search by user name or email address.
  6. Click Add.
    Note: A notification and email will be sent to the added user.

Remove a shared folder manager

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management, then Docs Management.
  3. Click the All Shared Folders tab.
  4. (Optional) Search for a specific shared folder by name or filter by manager.
  5. Hover over the shared folder and click the More icon .
  6. Select Manage managers to view a list of the shared folder’s current managers.
  7. In the pop-up window, hover over an existing manager, then click the Trash icon .
  8. A confirmation window will appear, click Remove.
    Note: Shared folders must have a manager. If a shared folder has only one manager, they cannot be removed.

Restore or permanently remove a deleted shared folder

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management, then Docs Management.
  3. Click the Deleted Shared Folders tab.
  4. (Optional) Search for a specific shared folder by name or filter by manager.
  5. (Optional) Click the checkbox to select multiple shared folders.
  6. Next to the shared folder, click the More icon , then select Restore or Delete forever.
  7. A confirmation window will appear, click Restore or Delete.
    Note: After 30 days, shared folders are permanently deleted and cannot be restored.