12 Best File Sharing & Collaboration Tools for Remote Teams [2025]
Expert reviews of the best cloud storage and file collaboration platforms. Compare Google Drive, Dropbox, Notion, and more for seamless remote work. Updated for 2025.
Remote work depends on seamless file sharing and collaboration. The right tools enable your team to access, edit, and share documents from anywhere while maintaining security and organization.
We've tested and reviewed 12 leading file sharing platforms based on storage capacity, collaboration features, security, integrations, and value. Whether you need simple cloud storage or a complete knowledge management system, you'll find the right tool here.
Quick picks: Google Drive for Google Workspace users, Dropbox for reliable syncing, Notion for all-in-one workspaces, Box for enterprise security, and Sync.com for privacy-focused teams.
Quick Comparison
| Tool | Best For | Price Range | Free Storage | Rating |
|---|---|---|---|---|
| Google Drive | Teams using Google Workspace | Free - $18/user/month | 15GB storage | ★4.7 |
| Dropbox | Simple file syncing and storage | Free - $20/user/month | 2GB storage | ★4.5 |
| Notion | All-in-one workspace and documentation | Free - $18/user/month | Unlimited pages/blocks for individuals | ★4.7 |
| Microsoft OneDrive | Microsoft 365 users | Free - $22/user/month | 5GB storage | ★4.5 |
| Box | Enterprise security and compliance | $10 - $47/user/month | N/A | ★4.4 |
| Slack | Team communication with file sharing | Free - $15/user/month | Limited message history, 5GB team storage | ★4.6 |
| Confluence | Technical documentation and wikis | Free - $11/user/month | Up to 10 users | ★4.3 |
| Sync.com | Privacy-focused teams | Free - $20/user/month | 5GB storage | ★4.6 |
| pCloud | One-time payment lifetime plans | Free - $9.99/month | 10GB storage | ★4.5 |
| Nextcloud | Self-hosted, full control | Free (self-hosted) - Custom | N/A | ★4.4 |
| SharePoint Online | Large enterprises on Microsoft 365 | Included with Microsoft 365 | N/A | ★4.2 |
| Tresorit | Maximum security and compliance | $10.42 - $24/user/month | N/A | ★4.5 |
Detailed Reviews
Google Drive
Best For: Teams using Google Workspace
Google Drive is a comprehensive cloud storage and collaboration platform integrated with Google Workspace. It offers seamless real-time collaboration on documents, spreadsheets, and presentations with automatic saving and version history.
Key Features:
- 15GB free storage (Google account)
- Real-time collaborative editing
- Offline access to files
- Powerful search and AI features
- Integration with Google Workspace apps
- Advanced sharing and permission controls
- Version history and file recovery
- OCR and AI-powered document scanning
Pros:
- Excellent real-time collaboration
- Generous free tier
- Seamless Google Workspace integration
- Powerful search capabilities
- Works across all devices
Cons:
- Privacy concerns with Google
- Can be confusing to organize files
- Shared file limits can be restrictive
Pricing:
Dropbox
Best For: Simple file syncing and storage
Dropbox is one of the original cloud storage platforms, known for its reliable file syncing and simple interface. It excels at keeping files synchronized across devices and provides solid collaboration features for teams.
Key Features:
- 2GB free storage
- Automatic file syncing
- File recovery and version history
- Shared folders and links
- Dropbox Paper for collaborative docs
- Smart Sync for selective syncing
- Integration with 300+ apps
- Dropbox Transfer for large files
Pros:
- Extremely reliable syncing
- Simple, intuitive interface
- Excellent file recovery features
- Strong third-party integrations
- Works on all platforms
Cons:
- Limited free storage
- More expensive than competitors
- Collaboration features lag behind Google/Microsoft
Pricing:
Notion
Best For: All-in-one workspace and documentation
Notion is an all-in-one workspace that combines notes, documents, databases, wikis, and project management. It's become incredibly popular with remote teams for creating comprehensive knowledge bases and collaborative workspaces.
Key Features:
- Flexible blocks-based editor
- Databases and tables
- Templates and wikis
- Real-time collaboration
- Unlimited pages and blocks (paid)
- API and integrations
- Web clipper for saving content
- AI writing assistant (add-on)
Pros:
- Incredibly flexible and customizable
- Beautiful, modern interface
- Great for documentation and wikis
- Strong free tier for individuals
- Active community and templates
Cons:
- Steep learning curve
- Can be slow with large databases
- Mobile app lacks some features
Pricing:
Microsoft OneDrive
Best For: Microsoft 365 users
OneDrive is Microsoft's cloud storage solution, deeply integrated with Windows and Microsoft 365. It offers seamless file syncing, real-time collaboration in Office apps, and enterprise-grade security features.
Key Features:
- 5GB free storage
- Real-time co-authoring in Office apps
- Personal Vault for sensitive files
- Automatic photo and video backup
- Offline file access
- Version history and file recovery
- Integration with Microsoft 365
- Advanced threat protection (business)
Pros:
- Excellent Office 365 integration
- Built into Windows 10/11
- Strong security features
- Good value with Microsoft 365
- Personal Vault for sensitive files
Cons:
- Mac experience is less polished
- Confusing folder structure
- Sync issues occasionally reported
Pricing:
Box
Best For: Enterprise security and compliance
Box is an enterprise-focused cloud content management platform with advanced security, compliance, and workflow automation features. It's particularly popular in regulated industries like healthcare and finance.
Key Features:
- Unlimited storage (business plans)
- Advanced security and compliance
- Content workflow automation
- E-signature integration (Box Sign)
- Granular access controls
- Watermarking and classification
- 7 years version history (Enterprise)
- 1,500+ app integrations
Pros:
- Excellent security and compliance
- Strong enterprise features
- Robust admin controls
- Great for regulated industries
- Unlimited storage on business plans
Cons:
- More expensive than alternatives
- No free plan for businesses
- Steeper learning curve
Pricing:
Slack
Best For: Team communication with file sharing
While primarily a communication tool, Slack excels at file sharing within conversations. Files are searchable, organized by channel, and easily accessible by team members, making it a powerful collaboration hub.
Key Features:
- Drag-and-drop file sharing
- File search and preview
- Channel-based organization
- Integration with cloud storage
- Code snippet sharing
- File comments and threads
- External file sharing
- Retention policies (paid)
Pros:
- Seamless sharing in conversations
- Excellent search functionality
- Great for quick collaboration
- Strong integrations ecosystem
- Context preserved with messages
Cons:
- Not a traditional file storage solution
- File storage limits on free plan
- Can become disorganized
Pricing:
Confluence
Best For: Technical documentation and wikis
Confluence is Atlassian's team collaboration and documentation platform, designed for creating, organizing, and sharing technical documentation, project plans, and meeting notes in a structured wiki format.
Key Features:
- Hierarchical page structure
- Rich text editor with templates
- Page tree navigation
- Inline commenting and @mentions
- Integration with Jira
- Macro system for extending functionality
- Version history and comparisons
- Advanced search
Pros:
- Excellent for documentation
- Strong Jira integration
- Powerful template system
- Good for knowledge management
- Enterprise-ready features
Cons:
- Can feel slow and bloated
- Overwhelming for small teams
- Expensive for full feature set
Pricing:
Sync.com
Best For: Privacy-focused teams
Sync.com is a privacy-focused cloud storage provider with end-to-end encryption and zero-knowledge architecture. Your files are encrypted before leaving your device, ensuring maximum privacy and security.
Key Features:
- 5GB free storage
- End-to-end encryption
- Zero-knowledge privacy
- Automatic file syncing
- File versioning (30-365 days)
- Remote device wipe
- Granular sharing controls
- GDPR and HIPAA compliant
Pros:
- Excellent privacy and security
- Zero-knowledge encryption
- Good free tier
- Canadian company (not US jurisdiction)
- Simple, clean interface
Cons:
- Fewer integrations than competitors
- No native document editing
- Smaller ecosystem
Pricing:
pCloud
Best For: One-time payment lifetime plans
pCloud offers secure cloud storage with a unique lifetime purchase option. Based in Switzerland, it combines strong security features with competitive pricing and the option to pay once for lifetime storage.
Key Features:
- 10GB free storage
- Client-side encryption option
- File versioning (30-365 days)
- Built-in media player
- Direct upload from URLs
- Crypto folder (add-on)
- Backup and sync
- European data centers
Pros:
- Lifetime plan available
- Swiss privacy laws
- Good value for money
- Built-in media features
- Fast upload speeds
Cons:
- Encryption costs extra
- Limited collaboration features
- Smaller app ecosystem
Pricing:
Nextcloud
Best For: Self-hosted, full control
Nextcloud is a self-hosted file sharing and collaboration platform that gives you complete control over your data. It's open-source, highly customizable, and can be hosted on your own servers or through managed providers.
Key Features:
- Self-hosted or managed options
- File sync and share
- Collaborative editing
- Calendar and contacts
- Video conferencing (Talk)
- End-to-end encryption
- Extensive app marketplace
- GDPR, HIPAA compliant
Pros:
- Complete data control
- No storage limits (depends on your server)
- Open-source and extensible
- Strong privacy features
- Active community
Cons:
- Requires technical expertise
- Self-hosting overhead
- Performance depends on your server
Pricing:
SharePoint Online
Best For: Large enterprises on Microsoft 365
SharePoint Online is Microsoft's enterprise content management and collaboration platform. It provides intranet capabilities, document management, and workflow automation for large organizations deeply invested in Microsoft 365.
Key Features:
- Document libraries and management
- Team sites and intranets
- Workflow automation (Power Automate)
- Version control and check-in/out
- Compliance and eDiscovery
- Information Rights Management
- Integration with Microsoft 365
- Customizable with Power Apps
Pros:
- Powerful for large enterprises
- Deep Microsoft 365 integration
- Strong compliance features
- Extensive customization options
- Robust workflow automation
Cons:
- Complex and overwhelming
- Steep learning curve
- Requires Microsoft 365
Pricing:
Tresorit
Best For: Maximum security and compliance
Tresorit is an ultra-secure cloud storage solution with end-to-end encryption, designed for organizations that prioritize security above all else. Based in Switzerland, it offers bank-level security with user-friendly features.
Key Features:
- End-to-end encryption
- Zero-knowledge architecture
- Secure file sharing with expiration
- Watermarking and DRM
- Activity monitoring and reporting
- Two-factor authentication
- Compliance certifications (GDPR, HIPAA, ISO)
- Swiss data protection laws
Pros:
- Military-grade encryption
- Excellent security features
- Strong compliance support
- Swiss privacy protection
- User-friendly despite security focus
Cons:
- Expensive compared to alternatives
- Smaller feature set than rivals
- No free plan
Pricing:
How to Choose the Right File Sharing Tool
1. Storage Needs Assessment
Calculate your actual storage needs before committing to a plan:
- Small teams (5-10 people): 500GB-1TB usually sufficient
- Medium teams (10-50): 2-5TB depending on file types
- Large teams (50+): Consider per-user storage (1TB+ per user)
- Media-heavy teams: Budget 2-3x standard storage needs
2. Collaboration vs. Storage Focus
Different tools excel at different aspects:
- Pure storage: Dropbox, Sync.com, pCloud - focus on reliable file syncing
- Balanced: Google Drive, OneDrive - good storage + collaboration
- Collaboration-first: Notion, Confluence - built for teamwork with storage secondary
- Enterprise: Box, SharePoint - advanced workflows and governance
3. Security & Compliance Requirements
Security needs vary dramatically by industry:
- Basic security: Most mainstream tools (Google Drive, Dropbox) are fine
- Privacy-focused: Sync.com, Tresorit, pCloud - end-to-end encryption
- HIPAA compliance: Box, Tresorit, Sync.com with Business Associate Agreement
- Data sovereignty: Nextcloud (self-hosted), pCloud (EU servers), Tresorit (Swiss)
4. Ecosystem Integration
Choose tools that integrate with your existing stack:
- Google Workspace users: Google Drive is the obvious choice
- Microsoft 365 users: OneDrive and SharePoint integrate seamlessly
- Atlassian users: Confluence works perfectly with Jira
- Tool-agnostic teams: Dropbox and Box have the widest integration support
5. Cost Considerations
Factor in total cost of ownership:
- Free tiers: Great for individuals (Google Drive 15GB, Dropbox 2GB, pCloud 10GB)
- Bundle savings: Google Workspace and Microsoft 365 include storage + apps
- Lifetime options: pCloud offers one-time payment (best long-term value)
- Enterprise pricing: Negotiate volume discounts for 50+ users
6. Performance & Reliability
Consider sync speed and uptime:
- Best sync speed: Dropbox (block-level sync), Google Drive (for Google docs)
- Most reliable: Google Drive, OneDrive (99.9% uptime SLAs)
- Best for large files: Box, Dropbox Transfer
- Best offline access: Dropbox, OneDrive
Related DeskBreak Resources
DeskBreak Break Reminders
Automated break reminders integrated with your workflow. Works alongside your file sharing tools.
Team Wellness Dashboard
Track team break compliance and wellness metrics. Export reports to share via your file platform.
Communication Tools
See our reviews of Slack, Microsoft Teams, and other communication platforms that integrate with file sharing.
Project Management Tools
Explore project management platforms that integrate with file sharing for complete workflow management.
Ergonomics Resources
Store and share ergonomic guidelines and assessments using your file collaboration platform.
All Remote Work Tools
Browse all our remote work tool categories for a complete productivity stack.
Frequently Asked Questions
Tresorit and Sync.com offer the highest security with end-to-end encryption and zero-knowledge architecture. For self-hosted maximum control, Nextcloud is excellent. Box and Microsoft OneDrive offer strong enterprise security with compliance certifications. Choose based on your specific regulatory requirements (HIPAA, GDPR, etc.).
Google Drive offers the most generous free storage at 15GB (shared across Gmail and Photos). For pure storage, pCloud offers 10GB free. Notion has an excellent free tier for individuals with unlimited pages. Dropbox's 2GB free tier is minimal but their sync technology is the most reliable.
Yes! Many teams use Google Drive or OneDrive for documents, Dropbox for large files, and Notion for documentation. This multi-tool approach works well if you have clear guidelines about what goes where. Consider integration tools like Zapier to connect different platforms.
For office work (documents, spreadsheets), budget 50-100GB per person. For design/creative teams, plan 200-500GB per person. For video production teams, consider 1TB+ per person. Start with less and scale up as needed - most platforms make it easy to upgrade.
Google Drive excels at real-time collaboration on Google Docs/Sheets/Slides and offers more free storage (15GB vs 2GB). Dropbox has superior file syncing technology, better offline support, and wider third-party integrations. Choose Google Drive if you use Google Workspace, Dropbox if you need reliable syncing across multiple apps.
OneDrive standalone is functional but you miss the value proposition. Its strength is deep integration with Office apps and Windows. If you're not in the Microsoft ecosystem, Google Drive or Dropbox offer better value. However, if you're on Windows 10/11, OneDrive comes built-in with 5GB free.
Notion excels at structured documentation, wikis, and databases, but it's not designed as a general file storage solution. Many teams use both: Notion for documentation and knowledge management, Google Drive or Dropbox for general file storage. Notion's file upload limits on free plans are restrictive.
Most services keep your files but restrict access until you downgrade or export them. You typically have 30-90 days to download everything. Google and Microsoft downgrade you to free tiers. Dropbox and Box require you to reduce files to free tier limits. Always maintain local backups of critical files.
Yes! Use file sharing platforms to distribute wellness resources, share ergonomic guidelines, store health assessment results, and collaborate on wellness program documentation. DeskBreak integrates with platforms like Google Drive and Slack to share break schedules, wellness reports, and health metrics across your organization.
Look for tools with external sharing features and per-project access controls. Box excels here with granular permissions. Google Drive and Dropbox both handle external collaborators well. Notion is great for contractors who need access to specific documentation. Avoid giving contractors access to your entire company storage - use project-specific folders or workspaces.
Ready to Improve Your Team's File Sharing?
While you optimize your file collaboration, don't forget about team wellness. DeskBreak helps remote teams take regular breaks and maintain healthy work habits.
Try DeskBreak Free for 14 DaysLast Updated: January 2025
We regularly review and update our recommendations to ensure accuracy.