Whimsical offers several ways to share and manage access to files, folders, and teams.

Access to workspace sectionsCopied!Link to this section

Workspace sections are the primary way of managing access to files for workspace members. To change access to files, you can move them from one section to another.

The primary sections for managing access are 👇

PrivateCopied!Link to this section

Files and folders located under Private are private to you by default, nobody else can access your private files unless you choose to share them. 

Under Private, you'll also find: Shared with me, which contains files and folders that others have shared with you directly. You may have different permissions per file, such as editor or viewer. When you share files with others, this is where they will see them.

TeamCopied!Link to this section

A team is a subset of workspace members. Each workspace team gets its own workspace section, and only existing workspace members can join a team. By default, only workspace members invited to the team can access its content.

You'll also see:

• Recent (Files you've accessed recently)
• Favorites (Files you've "starred" to mark as a favorite)

Sharing files and foldersCopied!Link to this section

Shareable links for Private files aren't enabled until you choose to allow them. To give others access, click the Share button on the top right. From there, you can toggle the settings for Anyone with a link to let people view, comment, or edit files. Or you can disable their access entirely:

Getting around the share menuCopied!Link to this section

The share menu has a tab for each way of getting a file out of Whimsical:

• Share: permissions, shareable links, and guests. Available for every file and folder.
• Export: download or copy the file as an image or as Markdown. Boards and docs.
• Embed: grab the embed code to put the board in another tool. Boards only.
• Print: opens your browser's print dialog, where you can choose "Save as PDF". Boards and docs.

You can open the menu straight at the tab you want, rather than clicking through:

• Share…: Command + Shift + S (Mac) or Control + Shift + S (Windows/Linux). Command + Option + S and Control + Alt + S also work, and are the ones to use in Firefox, which reserves the Shift version for its own screenshot tool.
• Export…: Command + Shift + E (Mac) or Control + Shift + E (Windows/Linux).
• Print…: Command + P (Mac) or Control + P (Windows/Linux).

All four (Share…, Export…, Embed… and Print…) are in the command menu too (Command + K or Control + K). Tabs that don't apply to what you have open are hidden, and if the share menu is already open, using one of these switches it to that tab.

Sharing "Private" files with people in your workspaceCopied!Link to this section

Files created under My files are only accessible to you by default, but you can make them accessible by sharing in the same way.

To do so, open the “Share” menu in the top right, and choose a level of access for members of your workspace.

• Files shared this way will still only be accessible by direct link and will not appear in the “Everyone at” section or when searching.
• When a file is shared with all workspace members, you’ll see this icon on the share button:

Here are the permission settings in more detail:

• Has no access - won't allow anybody to access the file or folder unless it's located in a shared section of your workspace (in that case, other workspace members will have access by default)
• Can view - lets anyone view the file if they have the shareable link
• Can comment - lets anyone view and comment on the file if they have the shareable link
• Can edit - lets anyone edit the file if they have the shareable link

The other sharing settings are:

• Include board position - toggling this will open the board in the same exact position when the link was created (only available in boards)
• Require password - enable if you want to protect the file with a password
• Allow anonymous comments (and edits) - If you've allowed Anyone with a link to comment or edit, you can optionally enable this to extend that permission to folks who don't yet have a Whimsical account:

You can also add guests from the Share menu - to learn more about adding guests, please read this article.