Canva has become one of the most user-friendly tools for creating visuals, whether you are building a brand kit, posting on social media, or designing a pitch deck. But while it is easy to create designs, sharing them with the right people is just as important.
If you are working with a virtual assistant, freelancer, or marketing agency, you might not want them poking around your entire Canva account. Maybe you just need to share one folder. Maybe it is a single project. Either way, Canva gives you tools to control exactly what is shared and with whom.
In this guide, you will learn how to:
- Share a specific design with view or edit access
- Share an entire folder
- Control permissions and revoke access when needed
- Use Canva’s team features to stay organised
- Avoid common sharing mistakes
Let us get into it.
Why Share Designs or Folders Instead of Your Full Account?
Some users, especially beginners, assume that collaboration means giving someone their login. But that can lead to chaos:
- You lose control over who sees what
- You risk having your designs overwritten or deleted
- You breach Canva’s terms of service
- You could accidentally share confidential information
By sharing individual designs or folders, you keep your creative space tidy and secure. Think of it as inviting someone into one room of your house, not giving them keys to the whole place.
What You Need Before You Start
Before sharing anything, make sure:
- You have a Canva account (free or paid)
- You know whether you want to share a design or a folder
- You have the email address of the person you want to invite
- You have a clear idea of whether they should view, edit, or comment
While Canva’s sharing features work on free plans, folders and brand kits are only available on Pro and Teams plans.
Option 1: How to Share a Specific Design
This is ideal when you are working on one-off projects like:
- A social media graphic
- An event flyer
- A client presentation
- A logo draft
Step 1: Open Your Design
Log in at canva.com, find the project you want to share, and click to open it.
Step 2: Click ‘Share’ in the Top Right Corner
This will bring up a pop-up with sharing options.
Step 3: Choose How to Share
You have two main options:
Option A: Share via Email
- Enter the recipient’s email address
- Choose their role:
- Can view
- Can comment
- Can edit
- Click Send
Option B: Share via Link
- Click Copy link
- Choose who can access:
- Only people added
- Anyone with the link
- Choose access level (view, comment or edit)
- Send the link however you like, email, chat or task management tool
If the recipient does not have a Canva account, they will be prompted to create one. It is free and only takes a minute.
Option 2: How to Share a Folder in Canva
If your collaboration spans multiple designs, like for a brand launch or content series, sharing an entire folder is the better move.
Step 1: Go to Your Folders
From your Canva homepage, click Projects in the left-hand panel. Then select Folders.
Find the folder you want to share or create a new one if needed.
Step 2: Click the Three Dots on the Folder
Click the ••• menu next to your chosen folder, then click Share.
Step 3: Add People or Get a Shareable Link
As with designs, you can:
- Add specific people by email
- Get a link to share with your team or client
Choose from the same permissions:
- Can view
- Can edit
Everything inside that folder will follow the same rules. If you add new designs later, they will be shared automatically with the same people.
Setting Permissions: View vs Edit vs Comment
Not everyone needs editing rights. Be strategic about what kind of access you give:
For freelancers or agencies, edit is often appropriate. For clients or stakeholders reviewing drafts, view or comment is safer.
Using Canva Teams for More Control
If you are doing this often, say you have multiple people working across several designs, it might be worth setting up a Canva Team. A marketing strategist can help streamline collaboration and make sure your creative assets support broader business goals.
With Canva Teams, you can:
- Create team folders
- Assign members to roles
- Use brand kits
- Control access across projects
To set one up:
- Click on your account icon
- Choose Create a team
- Invite members with their email addresses
- Organise your folders and files
You can assign someone as:
- Member (can edit and access designs)
- Administrator (can manage users and settings)
Teams are available on free plans with basic features. For advanced folder controls and brand kits, Canva Pro or Canva for Teams is recommended.
How to Revoke or Update Access Later
Things change. Maybe a contract ends or a team member moves on. Here is how to clean up your sharing settings:
For Individual Designs
- Open the design
- Click Share
- Click the ••• next to the person’s name
- Select Remove or change permission level
For Folders
- Go to Projects > Folders
- Find your folder
- Click Share
- Update permissions or remove users
You can do this at any time. Changes take effect immediately.
Tips for Better Design Collaboration
Sharing files is just the start. If you want smoother workflows, try the following:
1. Use Version Naming
For big projects, save duplicates with clear names like “Instagram_Ad_V1” or “Christmas_Sale_Approved”.
2. Leave Comments on the Canvas
Use Canva’s comment tool to tag users directly. Type @name and they will get notified.
3. Use the Brand Kit
If you are on Pro, create a Brand Kit with fonts, colours, and logos. This ensures consistency across all designs.
4. Keep Your Folders Clean
Delete or archive old projects. Create folders by project, date or platform (e.g. “2024 FB Ads”).
5. Set Expectations With Your Collaborators
Make sure they know which designs are drafts, what needs review, and where to leave feedback.
Common Mistakes to Avoid
Here are a few traps to steer clear of:
Sharing Your Login Credentials
You lose visibility and control. Always use Canva’s sharing features.
Giving Edit Access Too Freely
It can result in accidental edits or deleted content. Only give edit access when needed.
Not Organising Your Designs
Dumping everything in “All Your Designs” creates chaos. Use folders from day one.
Ignoring Feedback Comments
If collaborators leave comments, respond inside Canva. It keeps all communication in one place.
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Best of all, they can work directly in your Canva account so you always retain ownership of the files.
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