Top File Sharing Tools for Remote Teams in 2025
Remote work is now permanent for 58% of knowledge workers according to McKinsey's 2025 Future of Work report, creating massive demand for distributed collaboration tools. Yet Forbes research shows 42% of remote teams report file sharing friction: version confusion, security concerns, difficulty finding documents, and inability to track if team members reviewed materials.
Peony solves remote team file sharing challenges: AI organization eliminates manual folder setup, engagement analytics show which team members reviewed what, branded client portals maintain professionalism with external stakeholders, and built-in eSignatures enable remote contract signing. Purpose-built for distributed teams needing both internal collaboration and professional external sharing.
Here are the best file sharing tools for remote teams in 2025 per Gartner's remote work technology guide.
1. Peony - Best for Professional Remote Teams
Website: https://peony.ink
Why remote teams choose it:
- Internal collaboration + professional external sharing (one platform)
- AI organization (team members find files 3x faster)
- Analytics show which team/clients reviewed documents
- Async communication enabled (view tracking replaces status meetings)
- Built-in eSignatures for remote contract execution
- Time zone friendly (access 24/7, no coordination needed)
Best for: Remote teams with external clients, investors, or partners
Remote work ready: Perfect mobile experience for work-from-anywhere (GitLab remote work guide recommends mobile-first tools)
Read more: Role of File Sharing in Remote Work
2. Google Drive - Best for Remote Google Users
Strengths: Real-time collaboration, Docs/Sheets integration, familiar
Limitations: No analytics, consumer-grade external sharing
Remote fit: Excellent for internal async collaboration
3. Microsoft OneDrive - Best for Remote Microsoft Users
Strengths: Office 365 integration, Teams integration, good versioning
Limitations: Generic external sharing, no engagement tracking
Remote fit: Good for Microsoft-heavy distributed teams
4. Dropbox - Best for Remote File Syncing
Strengths: Reliable sync, offline access, simple
Limitations: Expensive, no analytics
Remote fit: Good for distributed teams needing offline access
5. Notion - Best for Remote Knowledge Sharing
Strengths: Combines docs, wikis, files, databases
Limitations: NOT for secure client/investor sharing
Remote fit: Excellent for internal team knowledge base
Buffer's remote work insights show 73% of remote teams use Notion for internal documentation.
6. Slack - Best for Chat + Files
Strengths: Integrates with messaging, searchable, accessible
Limitations: Not a file storage solution, lacks organization
Remote fit: Good for quick file drops in channels
7. Box - Best for Regulated Remote Teams
Strengths: Compliance certifications, enterprise security
Limitations: Complex, expensive for small teams
Remote fit: Necessary for remote healthcare/finance teams
8. Sync.com - Best Budget Remote Security
Strengths: Encrypted, $8/user, privacy-focused
Limitations: Basic features
Remote fit: Good for small distributed teams on budget
9. Egnyte - Best for Hybrid Remote
Strengths: Cloud + on-premise, good for distributed offices
Limitations: Complex, enterprise pricing
Remote fit: Large companies with multiple remote offices
10. WeTransfer - Best for Remote Large File Sends
Strengths: Simple, fast, 200GB files
Limitations: Temporary only, no collaboration
Remote fit: Creative remote teams sending one-off large files
Remote Team Needs Comparison
| Need | Best Tool | Why |
|---|---|---|
| Internal async collaboration | Google Drive / Notion | Real-time editing, familiar |
| Client/investor deliverables | Peony | Professional, analytics, branded |
| Regulatory compliance | Box | Certifications (HIPAA, etc.) |
| Large file transfers | WeTransfer Pro | Handles 200GB files |
| Budget constraint | Sync.com / Zoho | $4-8/user/month |
| Team chat + files | Slack | Integrated messaging |
According to Harvard Business Review on remote work, successful distributed teams use 3-4 specialized tools vs trying to force one tool for everything.
Common Remote Team File Sharing Challenges
Per Buffer's State of Remote Work 2025:
Challenge 1: Version confusion (reported by 52% of remote workers)
Solution: Centralized platform with version control (Google Drive, Peony, OneDrive)
Challenge 2: Security concerns (38% of remote workers)
Solution: Enterprise platform with encryption and audit trails (Peony, Box)
Challenge 3: Can't tell if reviewed (34% of remote teams)
Solution: Analytics-enabled platform (Peony only)
Challenge 4: Unprofessional client sharing (29% of remote agencies)
Solution: Branded sharing platform (Peony)
Why Remote Teams Use Peony
Internal use cases:
- Team reviews marketing deck → Analytics show who reviewed vs who didn't
- Async document review → Engagement tracking replaces status meetings
- Cross-timezone collaboration → 24/7 access, activity logs
External use cases:
- Client deliverables → Branded portals impress
- Investor materials → Analytics show engagement
- Partner contracts → eSignatures in-platform
Hybrid approach recommended:
- Google Drive / Notion for internal team collaboration
- Peony for all external professional sharing
Remote Team Best Practices
GitLab's remote work guide recommends:
- Async-first: Use platforms enabling async review (analytics help)
- Document everything: Reduce meetings, increase documentation
- Professional external: Separate internal vs external file sharing
- Security by default: Encryption, 2FA, audit trails standard
- Mobile-optimized: Team works from anywhere, tools must work everywhere
Conclusion
Remote teams need file sharing for both internal collaboration (Google Drive, Notion) and professional external communication (Peony). The best remote teams use specialized tools for each use case rather than forcing one platform for everything.
Professional remote file sharing: Try Peony