Are outdated operating systems and unsupported file formats getting in the way of working with online documents?
File-sharing software makes it easier for a hybrid workforce to collaborate with teams, stakeholders, and clients. From small businesses to global corporations, everyone benefits from a central location to access important work documents.
With a secure collaboration solution, your team can get hours back from time-consuming email exchanges and file transfers. The way we draft, store, and share documents online has a huge impact on our day-to-day workflows.
In this guide, we’ll unpack the top document-sharing software and dive into its key features to find the best solution for your team!
What is File-Sharing Software?
File-sharing software is a computer program or application that facilitates the exchange and sharing of files between multiple users or devices connected over a network. It allows users to upload, download, and transfer various types of files, such as documents, images, videos, and more.
What Should You Look for in Document File-Sharing Software?
Project managers should look for version control, file synchronization, and real-time collaboration features in their file-sharing software solution.
Does your team work with multimedia content such as images, presentations, markups, or databases? These special file types require certain editing tools directly within the software. From text editing to prototyping and everything in between, your team will benefit from having productivity tools within reach to edit and manage their files.
Here are other features to consider when choosing file-sharing software:
- Security: Permissions, user authentication, and end-to-end encryption to protect confidential documents
- Storage capacity: All files are accommodated and stored safely in one place, no matter the size or volume to avoid project delays
- Intuitive interface: Easy to adapt to current systems and workflows without disruption
- Backup and recovery: Automatic backups at regular intervals and recovery functions to reverse accidental deletion or corruption
- Integrations: Project management software or cloud storage solutions can access files safely and securely to improve collaboration and workflows
File sharing is an invaluable asset for modern teams to access the most updated version of materials and work no matter where they are or what device they’re on.
It also gives teams peace of mind when sending sensitive files or editing a significant document with multiple people at the same time!
10 Best File-Sharing Software in 2023
ClickUp is a productivity platform designed for teams of any size to collaborate better and manage work all in one place. The native Docs feature makes it easy to format, update, and share internal and external documents with anyone. Use nested subpages in a single Doc to organize related documents and set protection levels to prevent unwanted changes.
ClickUp Docs are perfect for real-time and asynchronous remote work. With access to relevant documentation within the context of tasks and projects, there’s no need to toggle between different apps!
Plus, ClickUp integrates with over 1,000 work tools so teams can connect their most-used apps and streamline workflows!
ClickUp best features
- A detailed online Help Center, webinars, and support to help you use the platform to its fullest extent
- Bi-directional linking in Docs to connect one Doc to another
- Project templates to speed up the writing process and keep team Docs consistent
- Assigned and threaded comments in any ClickUp Doc, task, or Whiteboard
- Drag-and-drop pages to quickly reorder and nest them inside other pages
- Over 15 customizable views to manage tasks from every angle
- Tons of visual collaboration features available on every pricing plan
- Rich text formatting, embeds, and attachments in Docs
- Easy-to-use user interface with online and offline mode
- Doc cover images and page icons to add visual cues
- Actionable messages with video clips in ClickUp
- So many powerful collaboration tools can pose a learning curve for some users
- Not all views are available in the mobile app—yet
- Free Forever
- Unlimited: $7/month per user
- Business: $12/month per user
- Enterprise: Contact for pricing
ClickUp ratings and reviews
- G2: 4.7/5 (6,500+ reviews)
- Capterra: 4.7/5 (3,500+ reviews)
2. Google Docs/Workspace
Google Docs is an online document editor within the Google Workspace suite. It offers real-time collaboration features so multiple users can edit a document at the same time, making it easy to work together on projects or provide feedback. Collaboration is also made more efficient and effective with the in-document chat feature and comment and suggestion capabilities. All changes are automatically saved, so you never have to worry about losing progress!
The integration with other Google Workspace tools is convenient. Quickly import data from Sheets or Slides, and vice versa. There are also different formatting options available, like changing fonts, adding images, creating bulleted and numbered lists, and more. Collaboration is also made more efficient and effective with the in-document chat feature and comment and suggestion capabilities.
Google Docs best features
- Text styles like titles, headings, and a table of contents
- Revisions are automatically saved and can revert back
- Comments, action items, and emoji reactions
- Easy file sharing with access control
- Offline access for all or specific files
Google Docs limitations
- Inaccurate formatting when importing from Word and other file types
- Large files make Google Docs sluggish
Google Docs pricing
- The basic version of Google Docs is free forever. For businesses, additional features can be purchased as part of Google’s Workspace product
Google Workspace ratings and reviews
- G2: 4.6/5 (40,000+ reviews)
- Capterra: 4.7/5 (27,000+ reviews)
Notion is a digital workspace for teams to store, organize, and share documents. With its intuitive interface and suite of tools, Notion provides teams with an efficient and secure platform for collaboration. Notion’s file-sharing capabilities make it easy to access files from any device so team members stay in sync and collaborate on tasks. Its built-in sharing features help teams save time by granting permissions for specific people or groups who need access.
With the ability to track changes, provide comments, and assign tasks, Notion displays the latest version of a file, making it simple to work together without worrying about miscommunication or data loss.
Notion best features
- Granular permissions at the file or page level for access control
- Collaborative editing with multiple users in the same document
- Integration with cloud storage services to move data around
- Version history to revert to an earlier version if needed
- Mobile access to open and send files on the go
- High degree of flexibility can also be challenging to know where to start or how to organize information effectively (check out Notion alternatives)
- Limited access to file sharing advanced controls unless you’re on the Enterprise plan
- Free version
- Standard: $8 per user per month
- Premium: $15 per user per month
- Enterprise: Contact Notion for details
Notion ratings and reviews
- G2: 4.7/5 (1,700+ reviews)
- Capterra: 4.7/5 (1,400+ reviews)
Quip is a tool designed for Salesforce customers to standardize their documents and file-sharing processes. Quip’s collaborative documents make it easy for teams to share information, provide feedback, and work together to meet sales goals.
The platform also provides powerful automation features for teams to streamline their workflow, reduce errors, and improve overall efficiency. And with embedded spreadsheets, it’s possible to manipulate data and save time when comparing multiple sheets or creating graphs for presentations.
Quip best features
- Chat and messaging to communicate with teammates within the app
- Granular permissions to set user rights at the file or folder level
- Android and iOS apps to access files stored on the go
- Task lists and project management tools
- Salesforce integration for file storage
- Steep learning curve for non-Salesforce customers as a standalone file sharing platform
- Limited customization and personalization
- Starter: $10/month per user
- Plus: $25/month per user
- Advanced: $100/month per user
Quip ratings and reviews
- G2: 4.2/5 (1,000+ reviews)
- Capterra: 4.4/5 (190+ reviews)
For more check out these sales apps!
nTask is a project management tool helping teams work together effectively by maintaining accountability and transparency in their projects. With nTask, teams can improve communication, visibility, and collaboration, enabling them to execute tasks more successfully. The platform provides a range of features, including task management, time tracking, team collaboration, and reporting, making it easy for teams to manage their projects from start to finish.
The tool provides a centralized location for all project-related information, ensuring that everyone is on the same page and has access to the latest updates. This makes it easy for team members to collaborate, provide feedback, and ensure that tasks are completed on time.
nTask best features
- Multiple integrations with file-sharing software, including Google Drive and Dropbox to extend platform functionality
- Multiple task views to organize work in different ways
- Chat tools connect with team members
- Timesheet reporting and time tracking
- File and document management
- Lacks native integrations compared to other file-sharing solutions on this list
- Limited customization and formatting options for enterprise file sharing
- Premium: $3/month per user
- Business: $8/month per user
- Enterprise: Contact nTask for details
nTask ratings and reviews
- G2: 4.4/5 (10+ reviews)
- Capterra: 4.2/5 (100+ reviews)
6. Zoho Docs
Zoho Docs is an online file management software providing a secure, shared workspace for teams to manage and share files. The platform provides a comprehensive suite of features, including project management, team collaboration, task tracking, and reporting, making it easy for teams to manage their project documentation from start to finish.
There are multiple ways to search for files, including by file name, keywords, location, or file type. Teams can quickly find the file they need without having to sift through a cluttered system. With this feature, file management is less hands-on, making it easier to track important documents and collaborate effectively.
Zoho Docs best features
- Integrated office suite with a word processor, spreadsheet editor, and presentation builder
- Advanced search functionality to easily find files in the Zoho Docs account
- Android and iOS apps make it easier to work from anywhere
- Granular permissions to control user access to content
- Two-factor authentication and data encryption
Zoho Docs limitations
- Limited mobile functionality compared to the web version
- Working with files from Microsoft Word is challenging
Zoho Docs pricing
- Free version
- Standard: $4/month per user
- Premium: $6.40/month per user
Zoho Docs ratings and reviews
- G2: 4.4/5 (200+ reviews)
- Capterra: 4.5/5 (170+ reviews)
Dropbox Paper is a file-sharing software designed to help teams simplify the process of creating, organizing, and collaborating on documents across multiple devices. With Dropbox Paper, users can quickly collaborate on tasks by sharing and editing documents with team members in real-time.
The platform also allows users to access their documents from any device, including mobile devices. Additionally, Dropbox Paper makes it easy to store documents securely in the cloud and access them from anywhere. And with Dropbox Annotations, users can highlight specific areas of an image and add comments, making it easy to provide feedback and share ideas.
Dropbox best features
- iOS and Android apps for sharing files and providing feedback on the go
- Smart templates for different project use cases
- Doc converter to quickly build presentations
- Invision, Sketch, or Dropbox file embeds
- Task management tools within a doc
- Expensive plans compared to other top file sharing software
- Robust set of features may be hard to navigate
- Plus: $9.99/month for 1 user
- Family: $16.99/family per month for up to 6 users
- Professional: $16.58/month for 1 user
- Standard: $15/user per month for 3+ users
- Advanced: $24/user per month for 3+ users
- Enterprise: Contact Dropbox for details
Dropbox ratings and reviews
- G2: 4.1/5 (4,400+ reviews)
- Capterra: 4.4/5 (100+ reviews)
Check out these Dropbox alternatives!
PandaDoc is a powerful document management tool giving teams real-time access to approvals, comments, and version tracking. With PandaDoc, users can create, edit, and collaborate on documents, so everyone is on the same page and can access the latest updates. The platform also includes a range of smart features, such as variables and conditional logic, which help users eliminate errors and streamline their document workflows.
The tool makes it easy for teams to create accurate, error-free documents and achieve success. By leveraging PandaDoc, teams can streamline their workflows, reduce errors, and improve their overall productivity.
PandaDoc best features
- Custom branding to personalize documents with branding, including logos and color schemes
- Analytics for a detailed look at how recipients interact with the documents
- Templates to create and save documents in different formats and styles
- Real-time collaboration to work on large files with other team members
- Electronic signatures to sign and send files
- Fewer integrations and expensive pricing than other file-sharing software
- Limited mobile app functionality compared to the web version
- Free version
- Essentials: $19/month per user
- Business: $49/month per user
- Enterprise: Contact PandaDoc for details
PandaDoc ratings and reviews
- G2: 4.7/5 (2,000+ reviews)
- Capterra: 4.5/5 (900+ reviews)
Box’s Content Cloud is a powerful tool that provides businesses with a secure platform for collaboration on important content. With so many people involved in a typical business, from teams and customers to partners and vendors, having a centralized location for collaboration is crucial.
One of the key benefits of the Content Cloud in Box is its security features. The platform is designed to keep all content secure, ensuring that sensitive information is protected at all times. This gives businesses peace of mind that their content is safe and allows them to focus on achieving their goals.
Box best features
- Advanced machine learning tools for native data leak protection and cyber threat detection
- Integrations with other work apps like ClickUp, Microsoft Teams, and Oracle NetSuite
- Box Notes to create project plans and schedules
- Box Sign for unlimited e-signatures
- One-click function to send large files
- Attempting to open multiple PDF files from the Box Drive search interface may cause an error
- Private key encryption is a paid feature
- Contact Box for details
Box ratings and reviews
- G2: 4.2/5 (4,800+ reviews)
- Capterra: 4.4/5 (5,000+ reviews)
Microsoft OneDrive is a powerful tool for team collaboration and file sharing. With its intuitive interface and intuitive features, it allows teams to easily store and share files from anywhere with an internet connection.
The platform also offers secure file sharing and enterprise-grade security settings to ensure data is kept safe and secure. File-sharing software work is essential for collaboration between teams, so OneDrive makes it easy to set user permissions at different levels and provides encryption for peace of mind.
OneDrive best features
- Advanced security, including encryption, two-factor authentication, and expiration date for shared links
- Seamless integration with other Microsoft Office applications
- Automatic document backup and version history number of digital files
- Block downloading of shared files file sharing software work
- Sharing controls to authorize specific users
- Potentially limited value if teams aren’t using other Microsoft Office products
- No live chat or 24/7 support line
- OneDrive for Business (Plan 1): $5/month per user
- OneDrive for Business (Plan 2): $10/month per user
- Microsoft 365 Business Basic: $6/month per user
- Microsoft 365 Business Standard: $12.50/month per user
OneDrive ratings and reviews
- G2: 4.3/5 (9,098 reviews)
- Capterra: 4.5/5 (10,526 reviews)
Find the Best File-Sharing Software for Your Team
Ready to take your team’s collaboration to the next level? ClickUp is the perfect solution with an intuitive interface and powerful features. Organize all types of content, assign tasks and deadlines, store documents, plan project schedules, and track progress—all in one place.
If you’re part of a small team or large enterprise, ClickUp is here to simplify even the toughest parts of effective file sharing. Create a free account today!