Getting Started with Dropbox

Trying to wrap your head around getting started with Dropbox?

When used correctly, it is a powerful tool for file storage, sharing, and collaboration. But it can take a little getting used to if you’re new to it.

In this guide, we’ll walk you through everything from opening your Dropbox app to features like syncing and sharing. Whether it’s for personal or professional use, you’ll be an expert in no time.

How to open the Dropbox desktop app

On a Mac, it is saved where you created the app during installation. Usually, you’ll find it in the Finder sidebar under Favourites. 

On a Windows PC, find the Dropbox folder inside your user directory (e.g., C:\Users\YourName\Dropbox) or in File Explorer’s Favourites.

Creating a shortcut

You can create a shortcut to make your work life easier.

How to create a shortcut for Dropbox on a Mac

1. On your Mac, go to your Dropbox folder’s location. This can be found by clicking on Finder and locating the Dropbox folder from the sidebar menu.
2. Right-click the Dropbox folder (or whichever folder within your Dropbox account you’d like to make a shortcut of.) 
3. Click Make Alias.
4. Your shortcut will appear with “alias” appended to the name of the file.
5. You can then move this shortcut to the location you’d like it to be. For example, drag it to your Dock, Desktop or Favourites in the Finder sidebar.

How to create a shortcut for Dropbox on a PC

1. Locate Dropbox (or the folder within Dropbox that you want a shortcut to) on your PC.
2. Hold down the Alt key on your keyboard. This point is important: if you don’t hold down Alt, Windows shows the words “Move to Desktop,” and it will move the whole folder or file rather than simply creating a link.
3. With Alt held down, drag and drop the Dropbox file or folder to your desktop. 
4. The words “Create Link in Desktop” will appear. Release the mouse button to create the link. You can now either drag this folder shortcut to your taskbar or keep it on your Desktop for easy access.

Set up two-factor authentication (2FA) for Dropbox

Two-factor authentication (2FA) adds an extra level of security to your account on top of your password. By sending you a unique login code, Dropbox ensures your account is safe and secure — accessible to no one but you.

Here’s how to add 2FA to your Dropbox account:

1. Sign in to your account on the Dropbox website and click your avatar (top right corner).
2. Go to Settings 
3. Select Security.
4. Toggle the Two-step verification option to On.
5. Click Get started.
6. When prompted, enter your password.
7. Choose Text messages for code delivery.
8. Enter your mobile number.
9. Click Next. 
10. You’ll then be sent a code via SMS to input.
11. You’ll then be shown a set of one-time-use backup codes. These are for emergency access to your account. Save these codes for future reference — you could take a screenshot or photo. 
12. You’re done! Your account is secure and 2FA is set up.

How to save to Dropbox

To save files to Dropbox, simply drag and drop them from your desktop or other computer locations into your Dropbox folder. 

Alternatively, use the Save As option in most apps and select your Dropbox folder. Files saved here automatically sync to Dropbox.

How to share a file or folder in Dropbox

You can share files or folders in Dropbox easily, and you can even share with people who don’t have a Dropbox account. Here’s how:

1. Log in to Dropbox.
2. Hover over the file or folder you want to share.
3. Click Share.
4. Click Add people.
5. Enter the email, name, or group of the recipient(s) and select them from the list.
6. Choose Can edit or Can view based on the level of access you want to give. You can also add an optional note.
7. Click Share file or Share folder.

Tip: Make sure your company data is always saved in Dropbox folders, rather than locally on your Mac or PC, to keep it backed up and shared with your team.

Syncing in Dropbox

When you sync in Dropbox, it coordinates your folders and documents across your devices. That means an update to your Dropbox on your PC matches what you see on your mobile app, iPad, or anywhere you’re logged into your Dropbox account.

When it comes to syncing, Dropbox offers two options: Smart Sync and Selective Sync.

Smart Sync

Smart Sync automatically shifts unused files to online-only after a few months and sets new files to be online-only by default. 

To turn on Smart Sync:

1. Open Dropbox 
2. Click your avatar (profile picture or initials).
3. Click Preferences.
4. Click Sync.
5. Turn the Save hard drive space automatically setting on.

Selective Sync

With Selective Sync, you can choose which folders you want to keep on your device and which remain stored in Dropbox.

Here’s how you can use Selective Sync for Dropbox on Windows:

1. Open the Dropbox app.
2. Click your avatar (profile picture or initials) in the top-right corner.
3. Select Preferences.
4. Go to the Sync tab.
5. Click Modify under Selective Sync.
6. Tick the folders you want to save on your hard drive and untick the ones to remove.
7. Click Update.

Here’s how you can use Selective Sync for Dropbox on a Mac:

1. Open Dropbox.
2. Choose Preferences in the top toolbar.
3. Click your avatar 
4. Select Preferences.
5. Go to the Sync tab.
6. Click Modify under Select folders to sync to this Mac.
7. Tick the folders you want saved on your hard drive and untick the ones you don’t.
8. Click Update.

How to update Dropbox

To ensure you have access to all of the platform’s latest features and that your app is working correctly, update it regularly.

The desktop app updates automatically, but you can also manually update by visiting the Dropbox download page or the install page for Linux. 

Can you use Dropbox for your business?

You can absolutely use Dropbox for your business, it is great for companies of all sizes, offering different plans and levels of support.

Business-friendly features include:

• Advanced storage and organisation capabilities (starting with 9 TB of shared storage) so team members can easily save files and collaborate on documents.
• Multimedia tools such as recordings.
• Built-in eSignature workflows for requesting unlimited signatures across devices and using different templates.
• Customisable team settings.
• Team activity reports for productivity insights.

Final thoughts

Dropbox is a handy tool that simplifies file management for both personal and business needs. For ease of organisation, Dropbox has seamless syncing, secure sharing, and advanced features like 2FA, it’s designed to keep you organised, safely and easily. 

By following the tips in this article, you’ll be using it like a pro in no time.

Need more tech tips? Dive deeper with Systems&Smiles.

Featured imaged photo by appshunter.io on Unsplash