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Default Sharing Options for Dropbox and Google

To improve the security of shared files and links across UF’s Dropbox and Google environments, UF Information Technology is implementing new measures that will take effect on Thursday, April 10.

Currently, Dropbox’s default sharing settings allow users to share files and links with “edit” access to anyone indefinitely. 

Beginning Thursday, April 10, 2025, the option to share externally to "anyone" will be disabled. Previously existing "anyone" links will also no longer be accessible to people outside of the University of Florida. Previously existing "anyone" links will continue to work for people within the University of Florida.

Beginning April 10, the only way to share to an external recipient outside of the University of Florida will be to enter their email address within the "dialog box." There is no link expiration for Dropbox links. 

Dropbox sharing settings will default to “view-only” access beginning April 10, but you may manually change the access type when sharing to people within the University of Florida or when sharing directly to an external recipient(s) by entering their email address.

The current default sharing settings for the Google suite allow shared files to be set to “public” access without authentication.

Beginning Thursday, April 10, 2025, UF members will need to enter the specific recipients they intend to share the link or file(s).

This means that public sharing will no longer be an option in Google Drive.

An image for Google Suite Share Options displaying Restricted, University of Florida, and Anyone with the link. 'Anyone with the link' is circled in red. With an arrow displaying, 'After April 10, this sharing option will not be available.

Only UF members will be allowed to create new links to shared content when the content is available to external users. External users who have been previously granted “edit” access to content will no longer be able to generate links or share the content with additional people. External users will be required to ask a UF account owner with the appropriate access permissions to share the content with additional people. External users or “guests” will be required to authenticate with their email address when attempting to view shared content.

There is no option for tenantwide link expiration. Links previously created will still be active after the new default settings take effect.