10 Best Document Sharing Softwares

What is Document Sharing Software?

In the digital age, the way we work and collaborate has been revolutionized. One of the key players in this revolution is document sharing software. But what exactly is it? Let's delve deeper into this fascinating topic.

Document sharing software is a tool that allows multiple users to access, edit, and collaborate on digital documents. It's like a virtual meeting room, where everyone can contribute their ideas in real-time, regardless of their geographical location.

Imagine you're working on a project with a team spread across different cities, countries, or even continents. Traditionally, you would have to send emails back and forth, wait for responses, and deal with countless versions of the same document. It's a time-consuming process, prone to errors and miscommunication, and without proper tools, it could also be challenging to maintain compliance with standards such as the Cybersecurity Maturity Model Certification (CMMC), which is crucial for organizations working with the Department of Defense.

But with document sharing software, all these hassles are a thing of the past. You can all work on the same document simultaneously, see each other's changes in real-time, and even discuss ideas right there on the document, with the added assurance that user authentication mechanisms are in place to prevent unauthorized access. It's a game-changer for team collaboration and productivity.

One of the most popular examples of document sharing software is Google Docs. With Google Docs, you can create a document, share it with your team, and everyone can start contributing immediately. You can see who's working on the document, what changes they're making, and even leave comments for each other. It's a seamless, intuitive, and efficient way to collaborate.

But Google Docs is just the tip of the iceberg. There are countless other document sharing software out there, each with its unique features and benefits. Some are designed for specific industries, like legal or medical, while others are more general-purpose. Some are free, while others come with a subscription fee. Additionally, with the rise of security threats such as unauthorized SIM swaps, many document sharing platforms are enhancing their security measures to protect users' data and privacy.

In essence, document sharing software is a powerful tool that can significantly enhance the way we work and collaborate. It's not just about sharing documents; it's about fostering teamwork, boosting productivity, and streamlining communication.

In the next section, we'll explore some key features to look for in document sharing software. But for now, let's appreciate the magic of this technology. It's truly a testament to how far we've come in the digital age.

Key Features to Look for in Document Sharing Software

When it comes to choosing the right document sharing software, there are several key features you should consider. These features can make or break your team's collaboration and productivity. Let's take a closer look at them.

1. Real-Time Collaboration

The heart and soul of any document sharing software is real-time collaboration. This feature allows multiple users to work on the same document simultaneously. Imagine a team of writers, each adding their unique touch to a story at the same time. It's like a symphony of ideas, all coming together in harmony. A prime example of this is Google Docs, where changes appear as they are made, fostering a dynamic and efficient work environment.

2. Version Control

Ever lost track of document versions? It's a common problem in traditional workflows. But with version control, that's a thing of the past. This feature keeps a record of all changes made to a document, allowing you to revert to any previous version if needed. It's like having a time machine for your documents!

3. Access Control

Not everyone on your team needs access to all documents. That's where access control comes in. This feature allows you to decide who can view, edit, or share a document, and is a crucial feature for maintaining privacy and security, including being prepared to mitigate risks associated with cyber threats.

4. Commenting and Annotation

Communication is key in any collaboration. With commenting and annotation features, team members can leave notes, feedback, or questions directly on the document. It's like having a conversation within the document itself, making collaboration more interactive and engaging.

5. Integration

In today's digital world, we use a plethora of tools and apps. Your document sharing software should be able to integrate with these tools for a seamless workflow. For instance, if you use Slack for communication, your document sharing software should allow you to share documents directly through Slack.

6. Offline Access

While we live in a connected world, there are times when we might not have internet access. In such cases, offline access can be a lifesaver. This feature allows you to view and edit documents even when you're offline, ensuring that your work doesn't come to a halt.

7. Mobile Access

In our fast-paced world, work doesn't stop when we leave the office. Mobile access allows you to view and edit documents on your smartphone or tablet, giving you the flexibility to work from anywhere, at any time.

Choosing the right document sharing software is a crucial decision. It can significantly impact your team's collaboration, productivity, and overall workflow. By considering these key features, you can ensure that you choose a tool that meets your team's unique needs and helps you achieve your goals.

10 Best Document Sharing Softwares

1. Dropbox

Best for: efficient teamwork and secure cloud storage.

Taking the lead in the ranks, Dropbox is an exceptional cloud-based service, simplifying your storage and sharing of files. It gives users many tools to make, manage, and track content easily. It is safe to use and has features for working together, so both people and businesses trust it.

Dropbox is special because it lets users see when and how long someone has opened a shared file. It also lets users edit PDFs directly, which is not common in similar services. This makes giving feedback and approving things easier. For businesses, Dropbox has tools like eSignature templates that make reusing documents faster.

Along with its safe storage and working together features, Dropbox is a good way to store, share, and work on documents. Dropbox is serious about safety. It has features like getting back lost files, password protection, watermarking, and viewer history. These all make sure that user data is safe and private.

Features:

• Secure Cloud Storage: Dropbox gives reliable and safe cloud storage. This makes sure that files are safe and can be reached from anywhere.
• Trackable Links: Users can make trackable links for shared files. This makes working together and giving feedback efficient.
• Direct PDF Editing: Dropbox lets users edit PDF files directly in the service. This means they don't need extra software.
• Automation Tools: Dropbox has tools like eSignature templates. These make manual processes simpler and save time.
• Viewer History: Dropbox has a viewer history feature. This lets users see who has looked at their shared documents and for how long.
• Password Protection and Watermarking: Users can put password protection and watermarks on their shared files. This makes sure that only allowed people can reach them and stops unauthorized use.

2. Google Drive

Best for: real-time collaboration and strong search capabilities.

Securing the second spot, we have Google Drive, a notable name for cloud storage coming straight from the tech giant, Google. It changes how users store, share, and work on files and folders.

Google Drive can be used on many devices, like mobile phones, tablets, and computers. This means users can get to their content from anywhere. It also has protections against harmful software and scams, making it safe for users to handle their files.

Google Drive works well with Google's other apps, like Docs, Sheets, and Slides. This lets users work together and make content in real time, changing how teams work. Google Drive also works with other tools and apps, like Microsoft Office files and over 100 other file types. This means users can work on many types of files without needing to change them.

Google Drive also has a strong search feature, with things like Drive search chips that help users find files fast by showing more useful results. Google Drive has changed how teams work. It has a simple and easy-to-use design, with real-time collaboration and AI-powered productivity features. The cloud storage gets rid of the need for local files, lowering risk to devices and making sure all content can be reached from any device.

Features:

• Secure Access: Google Drive lets users safely get to files from mobile devices, tablets, or computers. It has protections against harmful software and scams.
• Integration: It works well with Google's other apps (Docs, Sheets, Slides) for real-time collaboration and content creation. It also works with other tools and apps, like Microsoft Office files and over 100 other file types.
• Search Capabilities: Google Drive has a strong search feature for finding files fast.
• User Interface: It changes how teams work by having a simple and easy-to-use design.
• AI-Powered Features: Google Drive has AI-powered productivity features to help users focus on creating value.
• Cloud Storage: It has cloud storage, getting rid of the need for local files and lowering risk to devices.

3. Box

Best for: centralized storage and advanced security controls.

Not far behind at third place, Box stands proud as a commendable cloud-based platform, making managing and sharing of content a breeze. It gives users a safe place to store, share, and work on their documents and files. It puts all unstructured data in one place, so users don't need many systems or tools.

Many big companies trust Box, showing it's reliable and good at making document sharing easier. Box has strong security features, including smart threat detection and full information control. These features protect important files and keep data private and compliant with industry rules.

Box also makes teamwork easier by giving teams, customers, partners, and vendors a single place to work on important content. The platform's e-signature feature makes business processes faster by letting users sign sales contracts, offer letters, and vendor agreements digitally. Box also makes workflows easier by automating tasks like HR onboarding and contract management.

This, along with the platform's ability to work with over 1,500 apps, lets teams work how they want without risking security or manageability. Box also uses artificial intelligence to give insights that help productivity, helping teams make data-based decisions faster.

Features:

• Centralized Storage: Box gives a single platform for storing and managing unstructured data, removing the need for many systems and tools.
• Advanced Security Controls: Box has strong security controls, smart threat detection, and full information control to protect important files and keep data private.
• Seamless Collaboration: Box makes teamwork between teams, customers, partners, and vendors easier, giving a single place to work on important content.
• E-Signatures: Box has a strong e-signature feature, letting users sign sales contracts, offer letters, and vendor agreements digitally, making business processes faster.
• Workflow Automation: Box makes workflows easier by automating tasks like HR onboarding and contract management, saving time and making work more efficient.

4. ShareFile

Best for: secure sharing, rapid client onboarding, and workflow automation.

ShareFile is a software designed to simplify and secure the process of document sharing. It is designed to keep data safe and is trusted by many industries. ShareFile makes it easier for clients to work by putting everything they need in one place. It also has a simple client portal, which means less need for emails.

ShareFile is known for being able to grow with a business and work well with other popular tools. It can be used by any size of organization and can work with tools like Microsoft 365, Google Workspace, QuickBooks, Salesforce, and Zapier. ShareFile is known for being very secure and has a rating of 9.1/10 for security on G2.

Users like ShareFile because it gives security alerts, can easily make emails and documents safe, and provides a secure way to submit documents.

Features:

• Secure sharing & collaboration: ShareFile lets users share and work on files safely. It makes sure sensitive information is protected.
• Intuitive client portal: The software puts everything a client needs in one place. This makes it easier for users to manage documents and reduces the need for emails.
• Fast & easy e-signatures: ShareFile lets users get e-signatures without needing to switch tools. This makes the document signing process faster and easier.
• Rapid client onboarding: ShareFile has features that make it easy and quick to bring on new clients. This includes special spaces for working together and a digital list for document requests.
• Integrated e-signature: The platform works well with e-signature functions. This lets users sign documents electronically without leaving the platform, saving time and making document workflows better.
• Workflow automation: ShareFile makes routine tasks easier by automating them. This reduces the need for manual work and makes users more productive.

5. Encyro

Best for: hassle-free document sharing and compliance with regulations.

Encyro sets the bar high with its user-friendly service for encrypted email and secure file sharing. It is designed to provide an easy and hassle-free option for document sharing, eliminating the need for clients to create accounts or shared folders. This is achieved through its unique feature of offering 16 layers of security, ensuring the utmost protection for sensitive information.

One of Encyro's main strengths lies in its ease of use. Users can send secure messages or files to any email address directly from their web browser, without requiring the recipient to sign up for an Encyro account. This feature simplifies the process of secure communication, making it accessible to a wider range of users.

In addition to this, Encyro also helps users stay secure and compliant with various regulations such as HIPAA, GDPR, GLBA, IRS Pub. 4557, PCI-DSS, and SOX. This makes it a suitable choice for businesses and professionals dealing with sensitive information.

Encyro also provides users with the ability to customize the upload page with their logo and colors, allowing them to showcase their brand. This feature, combined with the platform's seamless integration with preferred email applications through Outlook and Gmail add-ons, enhances the overall user experience.

Features:

• Hassle-Free Document Sharing: Encyro allows users to send secure messages or files to any email address directly from their web browser, without requiring recipients to sign up for an account. This makes the process of secure communication simpler and more accessible.
• Compliance with Regulations: Encyro helps users stay secure and compliant with various regulations such as HIPAA, GDPR, GLBA, IRS Pub. 4557, PCI-DSS, and SOX, making it a suitable choice for businesses and professionals dealing with sensitive information.
• Customizable Branding: Users can customize the upload page with their logo and colors, allowing them to showcase their brand. This enhances the overall user experience and helps businesses maintain a professional image.
• Seamless Integration: Encyro offers Outlook and Gmail add-ons, providing seamless integration with preferred email applications. This allows users to send and receive secure messages and files directly from their email, enhancing convenience and efficiency.

6. iCloud Drive

Best for: sharing files and folders with user control over sharing settings.

Developed by Apple Inc., iCloud Drive provides a comprehensive solution for storing and sharing files across numerous devices. It is designed to enhance collaboration by allowing users to share documents with others, who can view and edit these files as needed. iCloud Drive sets itself apart with a range of features that facilitate document sharing, including the ability to control access permissions, manage participants, and modify sharing settings.

The service simplifies the process of document sharing. Users can share files and folders stored in iCloud Drive with others, granting them access to view and edit the documents. Sharing options are varied and customizable, with users having the ability to dictate who can access a file or folder, who can make changes, and whether participants can add more people to the shared file or folder.

iCloud Drive also supports sharing via email and link sharing, allowing users to send an email or generate a shareable link for a file or folder. When sharing a folder, only the participants can view the files within the shared folder. To invite more people to access the files, users need to change the settings of the shared folder.

Features:

• Share Files and Folders: iCloud Drive allows users to share files and folders stored in the drive with others, providing them access to view and edit the documents.
• Share Options: Users can customize who can access a shared file or folder, who can make changes, and whether participants can add more people to the shared file or folder.
• Email and Link Sharing: iCloud Drive supports sharing files and folders via email and link sharing, offering flexibility in how users share their documents.
• Folder Sharing: When sharing a folder, only the participants can view the files within the shared folder. Users can modify the settings of the shared folder to invite more people to access the files.
• User Control Over Sharing Settings: iCloud Drive provides users with control over sharing settings, including the ability to add or remove participants, change access levels, and stop sharing a file or folder.

7. Synology Drive

Best for: 24/7 file access and collaboration with Synology Office.

Synology Drive is a handy tool that ensures safe collaboration and file management. It helps people work better and faster. Users can get to their files anytime, anywhere, on a computer or mobile device. This makes sure files are always current and safe with strong sync and backup features.

Synology Drive is special because it works well with Synology Office. This lets users change spreadsheets, documents, and slides together at the same time. A special thing about Synology Drive is that it works on many platforms. Users can get to, change, and share files from any web browser through the online portal or by using apps for Windows and macOS.

The Synology Drive mobile app makes this even better by giving a good experience when on the move. Users can look at and change documents, see and share pictures, play music and videos, and back up data right from their phones or tablets. This makes Synology Drive a useful tool with many features for sharing documents. It gives users a safe and effective way to manage and work on files together.

Features:

• 24/7 File Access: Synology Drive lets users get to their files anytime, anywhere, on a computer or mobile device.
• Synchronization and Backup: It makes sure files are always current and safe with strong sync and backup features.
• Collaboration with Synology Office: Users can change spreadsheets, documents, and slides together at the same time, making working together easy.
• Cross-Platform Convenience: Synology Drive lets users get to, change, and share files from any web browser or through apps for Windows and macOS.
• Mobile App: The Synology Drive mobile app gives a good experience when on the move, letting users look at and change documents, see and share pictures, play music and videos, and back up data right from their phones or tablets.
• Versatile Document Sharing: Synology Drive gives users a safe and effective way to manage and work on files together, making it a useful tool for sharing documents.

8. Filemail

Best for: secure large file sharing and file tracking.

Filemail focuses on the secure and efficient transmission of large files, making it a sturdy file sharing service. With a focus on document sharing, Filemail offers a suite of features and benefits that cater to the needs of businesses and individuals alike.

The service allows users to share files up to 5 GB in size, either through email or a secure link, ensuring a seamless sharing experience. Filemail's standout feature, the UDP Transfer Acceleration protocol, enables users to achieve fast file transfer rates, making it an ideal solution for time-sensitive data transfers.

One of the distinguishing aspects of Filemail is its adherence to various regulations, including HIPAA and GDPR. This compliance makes Filemail a suitable choice for businesses with specific compliance requirements.

To further enhance user experience, Filemail provides customization and branding options, allowing users to tailor their Filemail account and subdomain to match their company's visual identity. The service also includes a unique file request feature, which enables users to privately ask someone to transfer large files to them.

This is complemented by a file tracking feature, which keeps tabs on file sharing activity, providing users with a comprehensive view of who has sent them files, who has accessed files they shared, and who has yet to respond to file requests.

Features:

• Secure Data Transfer: Filemail uses end-to-end data encryption, 2-factor authentication, password protection, and virus scanning to ensure secure data transfer and storage.
• Large File Sharing: Users can share files up to 5 GB in size without requiring the recipient to register or install anything.
• UDP Transfer Acceleration: This unique protocol enables fast file transfer rates, making Filemail an efficient solution for large file sharing.
• File Request Feature: This feature allows users to privately ask someone to transfer large files to them, simplifying the process of receiving large files.
• File Tracking: Filemail provides a tracking feature that allows users to monitor the status of their shared files, including sender information and access history.
• Compliance: Filemail is compliant with regulations such as HIPAA and GDPR, making it suitable for businesses with specific compliance requirements.

9. FileCloud

Best for: secure file collaboration and compliance features.

FileCloud offers a practical solution for remote work and file sharing. It is designed to safely store, manage, and work together on documents for all types of organizations. FileCloud is easy to use and is a better option than older VPN and FTP systems. It allows workers, partners, and customers to safely access and share files from any device, like web browsers, sync clients, mobile apps, and Microsoft add-ons.

FileCloud can be set up in different ways. It can be used on-site, in a mixed environment, or as a cloud service. It works well with existing file servers like Network Shares and NTFS permissions. This makes it easy for organizations to add FileCloud to their current setup. FileCloud also has strong security features, like protection against ransomware, encryption, anti-virus scanning of uploaded files, and FIPS 140-2 compliance. These features provide many layers of protection for important business data.

FileCloud is also good for working together and being productive. It allows for easy collaboration with file locking, workflows for automating business processes, smart notifications, and comments for file discussions. FileCloud also has built-in support for rules like HIPAA, GDPR, ITAR, and more. It provides content lifecycle management, classification, and data loss prevention (DLP) capabilities to help organizations keep their data safe and meet regulatory requirements.

Organizations can change FileCloud to match their brand, including logos, login pages, emails, messages, and newsfeeds. It also supports multiple languages, making it accessible to users worldwide. In summary, FileCloud is a very safe, flexible, and easy-to-use tool for sharing documents and working together. It has many unique features and capabilities that make it stand out.

Features:

• Secure file collaboration: Access files from any device with real-time sync for easy collaboration.
• Zero Trust File Sharing: Makes sure files can only be accessed by trusted parties for better security.
• Compliance Features: Built-in support for rules like HIPAA, GDPR, ITAR, and more.
• Advanced File Security: Provides ransomware protection, encryption, and anti-virus scanning of uploaded files.
• Granular Permissions: Allows for safe file sharing with full control over user access and permissions.
• Hybrid Cloud Deployment: Provides flexibility and scalability with on-site, hybrid, or cloud deployment options.

10. Filecamp

Best for: personalized branding and granular access control.

Filecamp operates as a cloud-based system, aiding in file sharing and digital asset management. It is made for marketing professionals and businesses. It provides a place to store, organize, and find different types of digital marketing materials like images, logos, videos, documents, and presentations. Users can find these materials easily with the help of tagging and search features.

Filecamp lets users personalize the system with their own background images, logos, colors, and URL. This helps to strengthen their brand identity. Users can also download the right version of an image without needing extra training or experience. The system is easy to use for everyday file sharing tasks and as a corporate media library system.

Filecamp has a professional media library software. This acts as a main place for organizing, viewing, sharing, and tracking company images and brand assets. This helps with teamwork and organization, and makes sure the brand is consistent across marketing teams and businesses.

Filecamp also has an online brand manual and interactive style guide. This makes the review and approval process for creative assets easier with its commenting and approval tools.

Filecamp also has a feature that lets users control access in detail. Users can give password-protected access to specific folders or send download links directly from the system. This, along with the system's secure data center with 24/7 surveillance and secure HTTPS protocol for file transfers, makes sure files are shared and distributed securely.

Features:

• Personalized Branding: Filecamp lets users personalize the system with their own background images, logos, colors, and URL.
• On-the-Fly Renditions: Filecamp lets users download the right version of an image without needing extra training or experience.
• Professional Media Library Software: Filecamp has a main place for organizing, viewing, sharing, and tracking company images and brand assets.
• Granular Access Control: Filecamp lets users control access in detail, making sure files are shared and distributed securely.

Frequently Asked Questions (FAQs)