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Home › Start here › Store and share files
Start here · Team & projects

How to store and share files with your team in the cloud

To store and share files as a team, keep them in one cloud storage service with shared team folders, not in personal accounts or email attachments. You give access to folders by team or project, share outside links with limits where needed, and let the desktop and phone apps keep copies in sync. Sync is not a backup, so keep a separate copy of anything you cannot afford to lose.

By Bill Belcamino · Page updated September 19, 2026 · Our methodologyResearched and fact-checked by the HelpCompare team
How to store and share files with your team in the cloud

How to store and share files, step by step

The software this job takes

What to look for

Common mistakes to avoid

What to settle before you buy

Frequently asked questions

What is the best cloud storage for a small business?

Look for one that works with the office apps your team already uses, prices storage in a way that suits your file sizes and lets you control sharing by group. The table above shows the 2 cloud storage tools we track (Dropbox and Google Drive) with each one's verified entry price and billing unit.

How do I share files with team members?

Put the files in a shared team folder and give access to a group rather than to individuals. Everyone then works on the same copy, and a new hire gets access by joining the group. Avoid emailing attachments, which creates competing versions.

Google Drive vs Dropbox: how do I choose for a small business?

Start with your office suite, since storage that sits alongside the apps your team already uses is simpler to run. Then compare the per-user price, whether storage is pooled, sharing controls and how long version history lasts. The table above shows each tool's verified entry price and billing unit.

Is cloud storage enough for business backup?

Not on its own. Sync copies deletions and damaged files to every device, so you need a separate backup that keeps older copies. Check how long version history lasts on your plan, and test a restore.

How we built this page

We start from the job, not the product. The phrasings people search for this job (for example “best cloud storage for small business”) come from our research into how small and mid-size teams describe it. Which software categories the job takes is our editorial judgment. Every tool, entry price, billing unit and date comes from HelpCompare’s open dataset, recorded from each vendor’s own pricing page; nothing is estimated, and where a vendor publishes no price we say so. We take no affiliate commissions and publish no scores of our own. See our methodology or download the data from Open Data.

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From shortlist to switched

Built for the leader who owns the selection, answers for the spend, drives the rollout, and lives with the results. HelpCompare covers the whole decision, not just the first step.

01 · CompareWhich tool fits your team, side by side.75 comparisons 02 · Price & approveSourced, dated pricing and a one-page brief for sign-off.Decision brief 03 · SwitchWhat moves, what you rebuild, what it costs.150 guides 04 · ShareDownload and cite the data. CC BY 4.0.Open data
Bill Belcamino, founder of HelpCompare
About the author

Bill Belcamino

Founder and author, HelpCompare

Bill has worked in software and digital marketing for more than 20 years. He spent nine years as an engineer at HP, served as COO scaling a platform past 200,000 users, and ran Google’s $70M/year search syndication partnership at Alot.com. He has bought, trialled, integrated and cancelled more SaaS tools than he can count, and started HelpCompare because the real cost of switching tools is the part nobody covers.

“I’ve sat on both sides of the table: the agency recommending the tool and the client paying for it.”

Researched and fact-checked by the HelpCompare team. No paid sponsorships, no affiliate commissions.

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