One organized home for your team's files, with the right people seeing the right folders.
Most teams keep files in too many places: personal drives, email attachments, a shared server and a consumer cloud account someone set up years ago. Zoho WorkDrive gives a team one organized place for files, built around Team Folders with clear access levels, desktop sync, version history and built-in editing. It connects to Zoho Mail, Cliq, CRM and Projects, so files sit next to the work they belong to. This guide covers how WorkDrive organizes files, how to set it up and what it costs. It is part of our Team Collaboration & Projects guide.
Zoho WorkDrive is cloud file storage for teams. Files live in Team Folders with roles such as Admin, Organizer, Editor, Commenter and Viewer, sync to desktops with TrueSync, keep version history and can be edited in Zoho Writer, Sheet and Show. Plans start at $2.50 per user per month billed annually, with team storage from 1 TB.
| Space | What it is for | Who sees it |
|---|---|---|
| Team Folders | Shared work for a department, project or client | Members you add, with the role you choose |
| My Folders | Personal drafts and work in progress | Only you, until you share |
| Shared with me | Files and folders others have shared with you | You and the owner |
The key difference from a personal cloud drive is ownership. Files in Team Folders belong to the team, not the person who uploaded them, so nothing is lost when someone leaves.
| Role | Can do |
|---|---|
| Admin | Manage the Team Folder, its members and settings |
| Organizer | Add, edit, move and delete files and folders |
| Editor | Add and edit files |
| Commenter | View and comment |
| Viewer | View only |
Give most people Editor access to their own team's folders and Viewer access elsewhere. Keep Admin and Organizer roles for a few people per folder.
Browse and open WorkDrive files from your computer's file explorer without downloading everything, and choose which folders stay available offline.
Every change is saved as a version, so you can see who changed what and restore an earlier version when needed.
Open documents, spreadsheets and presentations in Zoho Writer, Sheet and Show and edit together in real time, while Microsoft Office files remain fully supported.
Share files or folders with clients and partners by link, with passwords, expiry dates and download controls, or request files from people outside your organization.
Search across file names and content, and see activity and access analytics for files that matter.
| Plan | Annual billing (per user, per month) | Monthly billing | Team storage |
|---|---|---|---|
| Starter | $2.50 | $3 | From 1 TB per team, plus 100 GB per added user |
| Team | $4.50 | $6 | From 3 TB per team, plus 300 GB per added user |
| Business | $9 | $11 | From 5 TB per team, plus 500 GB per added user |
| Enterprise | Contact Zoho | Contact Zoho | For organizations above 200 users |
WorkDrive is also included in Zoho Workplace and Zoho One. Check the current Zoho WorkDrive pricing page for limits and features by plan.
| Team Folder | Inside it | Members |
|---|---|---|
| Company | Policies, templates, brand assets | Everyone as Viewer, admins as Organizer |
| Sales | Proposals, pricing, case studies | Sales team as Editor |
| Operations | Procedures, supplier documents | Operations team as Editor |
| Finance | Reports, contracts | Finance team only |
| Clients | One subfolder per client | Account team; share client folders externally when needed |
Start simple and agree naming conventions, such as client name and year, so files are easy to find. A clear structure on day one saves hours of searching later.
Because WorkDrive shares users with the rest of Zoho, access follows the person: when someone joins a team in Zoho, they can be added to the right Team Folders, and when they leave, their access ends everywhere at once.
Map your current folders to the new Team Folder structure before moving anything.
Clean up duplicates and old files you no longer need.
Use WorkDrive's migration tools for Google Drive or Dropbox, or upload server folders with TrueSync.
Set Team Folder members and roles before telling the team to switch.
Pick a cut-over date and make the old location read-only.
Agencies and service businesses often share files with clients. Create a subfolder per client inside a Clients Team Folder, share it externally with a link that has a password and expiry date, and use file requests when you need clients to upload documents. Clients see only what you share, and every access is logged.
| Zoho WorkDrive | Google Drive or Dropbox | |
|---|---|---|
| Ownership model | Team Folders owned by the team | Shared drives or folders, often owned by individuals |
| Price | From $2.50 per user per month (annual) | Typically higher per user |
| Zoho app connections | Native Mail, Cliq, CRM and Projects | Through integrations |
| Office editing | Zoho Writer, Sheet, Show plus Office files | Google Docs or Office integrations |
If you are also deciding on email, our comparison of Zoho Mail vs Google Workspace covers the wider suite.
Admins manage users, storage and sharing policies centrally, can restrict external sharing, and can see audit logs of file activity. Files are encrypted in transit and at rest. When an employee leaves, their access ends while Team Folder files stay with the team, and personal files can be transferred to another user.
Create the Team Folders and set members before inviting the wider team.
Install TrueSync on every computer so files appear in the normal file explorer.
Show the team where files now live, how to share them and how to restore a version.
Set a date after which the old drive or server is read-only.
Review folder permissions after the first month and tidy anything that grew messy.
A small team can be working in WorkDrive within a week: a day to plan the structure, a few days to migrate and a short training session. Larger moves from file servers or several cloud accounts take longer, mostly for cleaning up duplicates and deciding what to keep.
Zoho WorkDrive is used for team file storage and collaboration: Team Folders with access roles, desktop sync, version history, built-in document editing and secure sharing with people outside the organization.
Zoho WorkDrive plans cost $2.50, $4.50 or $9 per user per month billed annually, or $3, $6 or $11 billed monthly, with team storage starting at 1 TB, 3 TB or 5 TB.
Yes, especially for teams using Zoho apps. WorkDrive is built around team-owned folders with clear roles, connects natively to Zoho Mail, Cliq, CRM and Projects and is included in Zoho Workplace and Zoho One.
Yes. WorkDrive supports Office files and lets you edit documents, spreadsheets and presentations in Zoho Writer, Sheet and Show, including real-time co-editing.
Yes. TrueSync shows WorkDrive files in your computer's file explorer without using local storage until you open them, and you can keep chosen folders available offline.
Files in Team Folders stay with the team when someone leaves. Admins can transfer the leaver's personal files to another user, so nothing is lost.
Yes. Zoho WorkDrive is included in Zoho One and in Zoho Workplace plans.
Yes. You can share files or folders externally by link, with options such as passwords, expiry dates and download restrictions, and request files from external people.
A planned folder structure, sensible permissions and a clean migration make WorkDrive the one place your team trusts for files.