File sharing is nothing new. In fact, its technology dates back to the early 1980s when point-to-point binary transfer mechanisms started to emerge and when FTP was standardized. But now, fast forward 40 years, and things have changed, especially thanks to cloud storage.
It has never been easier and more secure to share files, than today. Now, anyone can securely transfer files by just sending a link and adding security with a click of a button.
Here is our list of the best file sharing tools for businesses:
- Files.com – FREE TRIAL A robust cloud-based file management system. It allows file sharing via links and wide integration to file transfer mechanisms and external clouds. Files.com is our pick. Start a 7-day free trial.
- ExaVault – FREE TRIAL A cloud service that supports managed file transfers, team collaboration, and file distribution. All actions are secure and tracked for standards compliance. Start 30-day free trial.
- Dropbox Business One of the leaders and innovators of the file-sharing arena. Dropbox offers file sharing with wide integration and full collaboration.
- Drive from Google Workspace Use Drive along with other business-critical Google tools. You can securely share files via links, email, change permissions, and collaborate.
- Box Business A popular tool because of its wide integration with third-party tools. It is also robust and secure in its file-sharing options.
- Apple iCloud Synchronize files to all your Apple devices and use them with other platforms for sharing files.
- Synology Drive It allows you to create your private cloud with a Synology NAS and share files with anyone.
- OneDrive for Business Office 365 includes OneDrive as part of the bundle. It allows full collaboration, file sharing, and many other third-party integrations.
- Egnyte Business A cloud-based file synchronization and sharing tool, popular for its long list of third-party integrations and external cloud.
- Citrix ShareFile Comprehensive file storage, sharing, collaboration, and sync service built for businesses.
- FileCloud A simple yet powerful file sharing and sync solution for businesses of any size.
The Best File Sharing Tools for Businesses
Our methodology for selecting a secure file sharing tool for business
We reviewed the market for secure file sharing software and analyzed options based on the following criteria:
- A service that can be integrated into email systems to store attachments
- Encryption to protect data in motion and at rest
- An admin account that can create sub-accounts for individual users
- Link mailing for access invitations
- User access controls over files and folders
- A free trial or a demo that provides an opportunity to examine the system before buying
- Value for money from a tool that offers a secure file management solution at a fair price
With these selection criteria in mind, we identified a number of secure file sharing tools that reduce the cost of file management.
Files.com is a cloud-based file management system. It allows its users to share files from a cloud server while encrypting files in-transit and at-rest. For easier access, Files.com provides secure file exchange without the need for special “user accounts” via share links or file inboxes.
- Generate secure links to share data.
- Real-time collaboration via built-in MS Office.
- 2FA and encryption at-rest.
- Supports files up to 5TB in size.
One of the unique values of Files.com is its wide third-party integration to other file-sharing mechanisms, from SFTP, WebDAV, and other cloud storage services like AWS S3, Azure, and GCP. Everything, including “other clouds” can be viewed and controlled from a single interface.
- Cloud-based service with no lengthy onboarding process or complicated setup
- Cloud storage provides scalable storage and features without needing an on-premise setup
- Support file redundancy and backup
- Integrates well with other services like Dropbox or Google Drive, giving it more flexibility than similar products
- Takes security seriously, enforces 2FA
- Subscription tiered pricing makes this an accessible solution for any size business
- The platform offers many different features, which can require a time investment to learn them all
Price and trial. Files.com is a subscription-based service charged per month/user. Files.com offers a full 7-day free trial.
Files.com is our top pick for a secure file sharing tool for business because it offers encryption for files in motion and at rest. You can set up individual accounts for users and that lets them control their own files and who gets access to them. The service also lets the administrator create shared folders for team activities. The Files.com system can be used to eradicate the transfer of files by email attachment. This is particularly efficient for the distribution of large files or for files that need to be sent out to many people. The user uploads the file to Files.com and then mails out a link to access the file in that location.
Official Site: https://signup.files.com/signup/
OS: Cloud based
ExaVault is a cloud platform that provides a file service system for distributed businesses. The service includes an allowance of user accounts that can be set up From this identity management package, the tool can implement access rights management.
- Access controls through user accounts
- A facility for managed file transfers and automated data flows
- Mail-out links for external access to files
- A secure file area
- Grades of accounts with different storage capacities included
The administrators can control access to the system and to specific folders and users can grant access to folders and files for collaboration. Users can also upload files to the service with STFP and FTPS.
- Simple user interface
- Can integrate with other cloud-based storage platforms such as Google Drive
- Uses intelligence file sync to keep track of files and eliminate duplicates
- While the platform is easy to use, some of the more advanced features can take time to learn and implement
Price and trial: There are four plans: Essential with 1 TB of space for 10 users at $120 per month; Standard at 3 TB of space for 25 users at $250 per month; Advanced with 5 TB of space for 50 users at $400 per month; and Enterprise with 10 TB and no limit on the number of users, which is priced by negotiation. These prices are for customers who pay annually and include a 20 percent discount on the month-to-month payment plans. You can get a 30-day free trial of ExaVault.
3. Dropbox Business
Dropbox is a file hosting service offering cloud storage, client software, and file synchronization. Its initial release dates back to 2007, but its popularity is only growing exponentially. Today, Dropbox saves an estimated 1.2 billion files every day.
- Preview Photoshop and Illustrator files without Adobe software.
- Request specific files to users in the contact list.
- Chat feature for live collaboration.
- JustCast service for Podcast hosting.
- Save screenshots and screen recordings.
Dropbox Business is the regular Dropbox optimized for high collaboration and integration. It allows you to integrate everyday tools such as Google Docs, Sheets, MS Office, Dropbox Paper, and Trello into a single platform. It also integrates with platforms such as Zoom and Slack.
- Allows for files transfers on mobile as well as desktop devices
- Supports automatic synchronization
- Is a scalable subscription-based platform
- Great for collaboration
- Could separate personal and work files better in the app
- Could make switching between accounts easier
- Permission management can be difficult to understand and implement at scale
Price and trial. Dropbox Business is charged on a per-user/month basis. Professional (3 TB for €16.58 for a single user), Standard, (5 TB for €10), and Advanced (€15, for unlimited storage). Start a 30-day free trial.
4. Drive from Google Workspace
Google Workspace, formerly known as G Suite, includes all Google’s tools and software for businesses, such as Gmail, Docs, Slides, Sheets, Drive, and more. The bundle includes Google Drive with flexible storage and added features like collaboration and file sharing.
- Share via email or shareable URL.
- Data loss prevention and data retention with Vault.
- Google Drive runs Google AI for recommendations and predictions.
- Shared drives to organize files according to teams.
- Drive file stream to access files from the cloud.
Google Drive gives you total control of how to whom, and when to share files from your cloud-based storage. You can adjust the access with fine-grain control by modifying policies.
- Easy to use – intuitive from the start
- Secure file or folder sharing
- Supports a wide variety of integrations into other platforms
- Email inbox counts as your drive space utilization
Price. All plans are charged on a per-user/month. Business Starter ($6), Business Standard ($12), Business Plus ($18), and Enterprise.
5. Box Business
Box is a popular cloud storage service used by many businesses. According to Box, 68% of the Fortune 500 are their customers. It is useful for storing and sharing files, collaborating, and even to help stay compliant with certain data regulations.
- Share files via links or directly from Box.
- Share any type of file and size.
- Preview files before downloading.
- Private key management, along with other security features.
- Built-in task manager and note-taking app.
Box is known for having a long list of integrations. The popular ones are Google Workspace, Office 365, and Slack, which are out-of-the-box, but Box can also be extended with Salesforce, Oracle NetSuite, Adobe, and more.
- Integrates with other cloud platforms, making migrations easier
- Simply monthly price for any sized organization
- Features controls for multiple industry compliance guidelines such as HIPAA, PCI, and FINRA
- The trial period could be longer
- Editing excel files through the web-app can be cumbersome
Price and trial: All plans are charged on a per/user/month basis. Starter(€4.50), Business (€13.50), Business Plus (€22.50), and Enterprise(€31.50). Sign in to get a 14-day free trial for any plan.
6. Apple iCloud
Apple iCloud is a cloud-based storage and computing service. It allows users to store content, share files with other users (on iOS, macOS, and Windows) and also helps you keep backups and file syncs up to date across all your Apple devices.
- Store files and share them via a private link or email.
- Allow collaboration on certain files.
- Share the Pages, Numbers, and Keynote files, and the media library.
Apple iCloud sync functionality is very powerful. When you add a new file to a device, it will automatically update to the cloud and be shown in all synchronized devices. iCloud comes with 5GB for free out-of-the-box for every Apple device.
- Designed to be as easy as possible to use, cutting down on the number of helpdesk tickets companies receive
- Works for both Mac and Windows devices allow cross-platform collaboration
- Easy sync settings
- Offers less free storage than most of its competitors
- No Android app
- Limited real-time collaboration features
Price: Free, Most Popular ($0.99/month for 50GBs), Lots of Photos ($2.99/month for 200GBs), and Great for Families ($9.99/month for 2TBs).
7. Synology Drive
Synology is quite popular for creating some of the best Network Attached Storage (NAS) solutions to centralize on-premise storage. Now, Synology has developed other solutions for storage and file-sharing that are considered some of the best.
- Sync on-demand.
- Intelligent versioning and backups.
- Access and share files via links.
- Configure cross-office file-sharing.
For cloud-based file sharing, Synology provides Synology Drive, which shifts the approach. Synology Drive helps you host your private cloud (via a Synology NAS), keeping 100% of data ownership and without paying any subscription. Browser, desktop, and mobile clients can connect to the NAS and upload/download files as if they were connected to a public cloud.
- Allows you to create a private cloud with your NAS
- Great for data ownership and privacy
- Price varies based on NAS models
- Supports quick share links
- No cloud hosting service option
Price: Synology Drive can be applied to a wide number of NAS models. To find what NAS is suitable for your file sharing, visit Synology.
8. OneDrive for Business
One Drive for Business is Microsoft’s cloud-based file storage, sharing, and collaboration service. One Drive comes as part of the larger cloud-based Microsoft 365 bundle, which includes Word, Excel, PowerPoint, and more.
- Full access to Microsoft 365 suite.
- Create file libraries for specific teams.
- Share folders via a link or give custom permissions via email.
- Set the expiration date on a shared link.
The OneDrive service allows you to access, share all your Microsoft 365 files from any device, and collaborate in real-time with other users. It also enables you to edit documents offline and sync the changes automatically, once you are back online.
- Simple synchronization settings for both small and large teams
- Reliable offline files access
- Files access can be set to expire, great for projects with limited scope
- Mobile documents scanning works well for teams on the move
- Microsoft reserves the right to scan your files for content that may ‘objectionable content’ (Illegal, copyrighted, etc.)
- Collaborative features aren’t as easy to use as other solutions
Price and trial: All plans are charged on a user/month basis, Plan 1 ($5.00) and Plan 2 ($10.00) only include OneDrive. The Basic ($5.00) and Standard ($12.50) include Microsoft 365 bundle. Test a free trial of Microsoft Business Basic for 30 days.
9. Egnyte Business
Egnyte develops cloud-based enterprise file synchronization and sharing software. It offers storage, sharing, and collaboration via a cloud service where users can access remotely and from a wide range of devices.
- Support for Microsoft Office and G-Suite.
- Other integrations, like Slack, DocuSign, Autodesk Forge, and more.
- Amazing speed and security.
Egnyte Business is popular for having a wide range of file sharing options, from shareable links that can be secured with passwords and expiry dates, folder sharing with levels of permissions, link download limits, and more. The service also offers the best sync options, from sync folder, bandwidth throttling, and more.
- Cloud-based file sharing
- Built for enterprise environments
- Offers a variety of controls (download limits, permissions, etc)
- Not the best option for small businesses
10. Citrix ShareFile
ShareFile was originally created by a single programmer in 2005. Six years later (2011), ShareFile was included on the Inc. 500 list of the “Fastest-Growing Private Companies”, and later it was acquired by Citrix, one of the most popular SaaS and virtualization providers.
- Shareable links and file sync.
- Encryption at rest and in transit.
- Unlimited storage.
Now, Citrix ShareFile has turned into robust cloud-based file storage, share, collaboration, and sync service tailored for businesses. The service offers real-time collaboration on documents from Office 365, and support from other cloud storage like Google Drive, Box, Dropbox, and more.
- Comes with an email plugin that empowers users to send larger files without creating helpdesk tickets
- Encryption during both in transit and at rest for maximum file security
- Easy to understand pricing
- Any ‘unlimited’ storage plan is never truly unlimited.
- Larger organizations may find managing files and users at scale to be difficult
Price: All plans come with unlimited storage but vary in functionality. Standard ($50/month), Advanced ($77/month), and Premium ($122/month). Try any ShareFile plan for free for 30 Days.
FileCloud is a cloud-based file sharing and sync solution tailored for businesses of any industry and size. It comes with many integrations, customizable features, and compliant with regulations such as HIPAA or SAS70.
- Integration with MS Office and Outlook.
- Define permission-based access levels.
- Protect files with passwords.
- (Optional) additional customizations like multi-tenancy, automation, branch office replications, third-party integrations, and more.
FileCloud allows users to share files from any device, or set remote backups or file sync policies. The service includes a dashboard where IT admins can see file analytics like usage trends, peaks, or even user’s geography.
- Built-in ransomware and virus protection is convenient for sysadmins
- Has both on-premise and cloud-based versions for organizations that want more control
- Highly customizable look at feel can make the platform seem it was built for your business needs
- Designed specifically for larger organizations
- Requires a minimum of five users per month at $10 per month
Price: FileCloud is charged on a per/user/month basis. Level 1 20 GB ($129/month), Level 2 30 GB($199/month), and Level 3 50 GB ($279/month).
Choosing a file-sharing tool for your organization
The file-sharing tools shown in this post will help you store, share, sync, and collaborate. To help you get started, almost all tools will give GBs of free storage.
Our favorite tools are Files.com, ExaVault, and DropBox Business, both services are dedicated to sharing files and are the best for a wide size of businesses. Additionally, both offer fantastic performance, security, integrations, and speed.
Secure file sharing FAQs
Is Dropbox a secure way to share files?
Dropbox offers a secure way to store and share files because the storage environment is protected by encryption that uses the Advanced Encryption Standard (AES with a 256-bit key, which is the security used by the secret service and banks. Dropbox enables the creation of individual user accounts and outsiders can be invited to access files through a link. All access events are logged and permissions can be limited to prevent outsiders from editing or copying files.
What is the most secure file sharing?
For a secure file sharing platform, try any of the following:
- Dropbox Business
- Drive from Google Workspace
- Box Business
- Apple iCloud
- Synology Drive
- OneDrive for Business
- Egnyte Business
- Citrix ShareFile
What is secure file share?
Secure file sharing provides a storage location that has encryption and access controls for files and folders. Each user on the system needs to have an individual account that provides activity logging and access rights management. Outsiders can be invited to access the files through a link whether than by mailing the file out. This process ensures that all access events are logged and controlled.