Sharing Files and Projects

Heads up! We recommend you read our Understanding Sharing Permissions article first, before you read this one. This covers our different permission levels in detail.

You can share your Figma Files and Projects, as soon as you're ready to collaborate. You can invite others to:

  • A File in your Drafts folder
  • Your Team, which gives them access to all Team Projects
  • A specific Project within a Team
  • A File within a Team Project

In this article, we'll take you through the process of sharing Files and Projects. We'll cover how to:

  1. Share Files from your Drafts Folder
  2. Share Team Projects
  3. Share Files from within Projects
  4. Share Components and Styles with Team Library
  5. Share Files via Public Link Access

Note: Figma has an optimal capacity of 50 current collaborators on a File. You may encounter issues with memory or multiplayer features if you reach this limit.


Share Files from your Drafts

Every Figma user will have a Drafts folder. From here, you can create Personal Files to develop your own designs.

When you're ready to share your designs, you can invite collaborators to your Files. You can invite someone to a Personal File via the Sharing Modal.

Head to your Drafts folder by clicking on Drafts in the File Browser: 

You can open the Sharing modal:

  • From the File in your Drafts folder
    1. Click the three ellipses in the File Preview: 
    2. Select Share from the options: 
  • When viewing the File in the Editor:
    1. Click the Share button in the toolbar: 

The Sharing Modal allows you to see who has access to a specific File. You can all add, update or remove collaborator's permissions.

Team or Project Permissions

At the top, you can see the current Team or Project access:

  • In a Team, this determines how members of your Team will be able to interact with this File.
  • Within your Drafts, Files, or Shared Projects, this will determine how members of that Project can access the File.

Link Sharing or Public Link Access

Files also support Link Sharing or "Public Link Access". This allows you to share the File anyone, via a link. 

You can choose what level of access link sharing allows i.e.  Can View or Can Edit. Within an Organization, you can use this to define how other members of your Organization can interact with your Files.

Learn more about Public Link Access below.

Collaborators

You can then view a list of collaborators and their access to the File. This will include the File Owner, as well as anyone else who has been invited to the File.

This allows you to:

Add New Collaborators

  1. Enter the email address of the collaborator in the field provided.
  2. Choose which Permissions to give them. You can choose from Can View or Can Edit:
  3. Click Invite to send an invitation. They will need to accept this by following the link in their invitation email: 
  4. They will now show up as a Collaborator on the File:

Update a Collaborator's Access

  1. Click on the arrow next to their current permissions: 
  2. Select a new permission from the options: 

Remove a Collaborator's Access

  1. Find the collaborator you wish to remove.
  2. Click on the arrow next to their current permissions:
  3. Select Remove from the options:
  4. The collaborator will no longer have access to that File.

Sharing Team Projects

Teams are great for collaborating as a group, or for managing your team of one.

They allow you to create and share resources, so you can reuse them across your Files.

When you invite someone to a Team, you can determine their permissions. This will define how they can interact with Team Projects:

  • If they are a Viewer on the Team then they will be able to View all Projects within the Team.
  • If they are an Editor or Admin on the Team then they will be able to Edit all Projects within the Team.

You can add and manage collaborators permissions from the  Members section of the Team Page. Learn more about Teams:

Generally, any Projects created within a Team will be accessible to all Team Members. Team Members will be able to interact with any Team Projects based on their permissions

You can also adjust the permissions of each Project. This allows you to update a specific collaborator's permissions. Or, share a Project with someone outside of the Team.

In this section, we'll cover:

  1. Accessing the Project Sharing Modal
  2. Advanced Project Permissions
  3. Creating a Project with Advanced Project Permissions
  4. Updating a Project's Permissions

Accessing the Project Sharing Modal

The Sharing modal allows you to control who has access to a Project. From the sharing modal you can:

  • View or update the Team's Access to the Project.
  • See who currently has access to the Project.
  • Update or remove a collaborator's permissions.
  • Invite collaborators from outside the Team to the Project.

You can open the Sharing modal from a couple of places:

  • In the Project Space: Click the Share button in the menu bar: 
  • In the Project Space: Click the Project name in the menu bar and select Share
  • In the Team Panel: Right-click on the Project name and select Share

This will open the Sharing Modal for that Project: 

  • Next to " Members of Team Name" you can see the Team's current permissions. By default this will be set to Can Edit.
  • The Sharing modal also allows you to see everyone who has been invited to the Project. This includes the Project Owner and a list of collaborators.
  • You can also use the Sharing modal to invite Team members to a Project at a different level than their Team Permissions. For example: you may have someone on the Team as a Viewer, but you need them to be able to Edit Files in this specific Project.

Advanced Project Permissions

If you are a member of a Professional Team, then you also have access to  Advanced Project Permissions

These additional permissions allow you to create both "View only" and "Private Projects" within a Team.

View Only Projects

When you share a Project as  Can View, only the Project Creator will be able to Edit the Files within that Project.

Team Members will only be able to  View that Project and any Files within it. Even if they have Can Edit access to the rest of your Team Projects.

Tip! You can still invite specific Team Members, or other collaborators outside of the Team, to Edit the Project. You can do this by adding their email address to the Invite field in the Sharing modal.

Private Projects

Private Projects are Projects that aren't available to all Team Members. You can only access a Private Project if someone has explicitly invited you to it.

This is perfect for Projects which require a smaller group of collaborators.  For example: when compiling and maintaining a design system.

Tip! You can still publish Components from Private Projects to your Team Library.

Only collaborators with explicit access to that File or Project will be able to use those Components.

Creating a Project with Advanced Project Permissions

Anyone with Can Edit access (or above) can create a Project.

  1. Go to the Team page in the File Browser.
  2. Click + New Project in your Team Projects section: 
  3. Enter a Project name in the field provided: 
  4. Click on the arrow next to the "Everyone at Team Name can Edit" setting.
    1. Select "Can edit" to allow Team members to access the Project based on their Team permissions: 
    2. Select "Can view" to create a Project that Team members can only view by default: 
    3. Select "Invite only — let me choose who has access" to create a Private Project:
  5. Click Create Project to finish: 

If you've created a Private Project, you can choose which Team Members you want to invite to that Project via the Project's Sharing modal: 

Updating a Project's Permissions

You can change a Project's permissions via the Project's Sharing modal

  1. Add New Collaborators
  2. Update a Collaborator's Permissions
  3. Remove a Collaborator's Access 
  4. Adjust the Team's Access

Add New Collaborators

  1. Enter the email address of the collaborator in the field provided.
  2. Choose which permissions to give them:
  3. Click Invite to send an invitation. They will need to accept this by following the link in their invitation email. 

Update a Collaborator's Permissions

  1. Click on the arrow next to their current permissions:
  2. Select the new permission from the options: 

Remove a Collaborator's Access

  1. Find the collaborator you wish to remove.
  2. Click on the arrow next to their current permissions:
  3. Select Remove from the options:
  4. The collaborator will no longer have access to that Project and any Files included within it.

Adjust the Team's Access

  1. Click on the arrow next to Members of Team Name:
  2. Select the appropriate permission from the list:
    1. Select "Can edit" to allow Team members to access the Project based on their Team permissions:
    2. Select "Can view" to create a Project that Team members can view by default:
    3. Select "Remove Team Access" to change the Project to a Private Project:

Sharing Team Files

You can share a File in a Team Project, with someone outside of the Team. To do so, you will need to invite them from the File itself.

You can determine who has access to a File via the Sharing modal. This applies to Files within your Drafts, as well as those within Team Projects.

You can use this to share a File with someone outside of a Team. Or, give someone a different level of access than their Team Permissions.

Note: It's not possible to give someone Can View access to a Team File, if they are an Editor on the Team. This is only possible if you are adding them to an "Invite-Only" or "View only" Project.

You can access the Sharing modal for a File in a couple of places:

  • From the File in the Project's folder:
    • Open the Project in the File Browser.
    • Click the three ellipses in the File Preview and select Share:

  • When viewing the File in the Editor:
    • Click the Share button in the toolbar: 

From the File Sharing Modal you can then:

  • View the File Name.
  • See which Project the File is included in.
  • View the Team's Access to the File.
  • See who the File Owner is.
  • See who else has access to the File.
  • Update Access Permissions for Collaborators.
  • Invite Collaborators to the Project.
  • View and Update the Public Link Access settings.

Learn more about how to use the File Sharing modal in the Sharing Files from your Drafts folder section.


Share Components and Styles with Team Library

Professional Teams can also share Components and Styles within the Team.

To do so, you can publish them to the Team Library.

  • You can publish a File from a View Only Project to the Team Library. Everyone on the team will be able to view and use (but not edit) related Styles and Components.
  • You can publish a File from a Private Project to the Team Library. Only people with access to the Private Project, or File, will be able to see and use those components.
  • If you are part of a Figma Organization, you can share Team Libraries with other Teams. Learn more in our Figma Organization: Shared Resources article.

Learn more about Publishing Components and Styles in our Team Library article.

Need a Refresh?

Components are UI elements that you can reuse across your designs. This could be a button, navigation menu, gallery, or layout. To reuse a Component you can create an Instance. Learn more about Components.

Styles are sets of properties that you can reuse across your designs. You can create styles for colors, font formatting, effects or layouts. Learn more about Styles.


Share Files via Public Link Access

You can also share a File publicly. This allows anyone with the link to view or edit your File.

Public Link Access is set per File, so you have control over which Files you share. You can view your Public Link Access settings from the Team Access section of the Sharing modal.

Enable Public Link Access

  1. Click the Share button from the File.
  2. Click Enable Link Access to share the File via the File URL:
  3. You can choose what permissions Public Link Access has. You can select can view or can edit:
  4. If you have a Frame selected, you can choose to Link to selected Frame
  5. To share the link: Click Copy Link to copy the URL to your clipboard: To embed the File: click Public Embed to grab the code for a Public Embed. Then click Copy to add the code to your clipboard.

    Tip! When using Figma in the browser, you can also copy the link from the address bar.

  6. To remove Public Link Access, click the arrow next to "Anyone with this link" and select Remove link access:

Keep in mind

  • You can copy a link to the currently selected frame by checking the box next to Link to selected Frame
  • If you have a Figma account and view a File (via Public Link), you will show up in the Sharing modal as a collaborator. To make a File private again, you may also need to remove collaborators added via Link access. You won't be able to see anyone without a Figma account that viewed the File.
  • You can add </duplicate> to the end of the File. This will create a copy of this File which viewers can access instead. Bear in mind, collaborators will still be able to view the original File via the URL.
  • The URL for Public Link Access will always be the same. Even if you disable and re-enable Public Link Access, the same URL will be used.
  • You will need to have Public Link Access enabled to embed Figma files in web pages. Learn more about using live embed in our Figma Live Embed article.
  • You can add /duplicate to the end of a File's URL. This will create a duplicate of the original File whenever the link is opened. This allows collaborators to interact with the File, without making changes to the original.
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