While Dropbox is very simple, getting used to the way in which it works can be difficult for people who have never used cloud storage services before. If you are a beginner, you may face some challenges trying to use some of the features that Dropbox supports, including the possibility of sharing files. This guide is intended to help you to understand better how to share files on Dropbox. Here you will find useful information that will allow you to get the most out of the sharing capabilities of Dropbox.
- Once you log in to your Dropbox account, you will see a list of files and folders in the middle of the screen and a navigator bar on the left, which is the dashboard from where you can manage every aspect of Dropbox.
- Select the file or folder that you want to share, from the dashboard. It should be noted that all the data in a folder would be automatically shared. Before sharing data on Dropbox, it is important to make sure that there are no files that you may not want to include in the shared content.
- Rich click on the fie or folder that you want to share. Select the “Share” option, which appears at the top.
- Now, you just need to select who you want to share the data with. This can be done manually by entering their email address, which Dropbox will keep for future use. Alternatively, you can import contacts from Facebook, Gmail or Yahoo Mail.
Once you share the data, the intended recipient will receive an email notification, letting them know that you shared a file or folder with them. They don’t need to have a Dropbox account, but if they do, they just need to sign into it to see the file on their own dashboard. If they need to send you files back, they can open a Dropbox account. It is easy and there is a free option that offers 2GB of space.
Next to the area where you enter the recipient’s email address, there is a small drop-down bar. Here you will be able to define the permissions and choose if the person you are sharing data with can only view the files, or if they can also download and edit them. It is possible to set permissions for individual users or for an entire group. By default, the permissions are set to allow editing and if you are working on a common project, you will probably want to leave it that way. However, if you prefer to only allow others to see the data without being able to download or make any changes, you can select the “View” option. It is possible to update permissions whenever needed. You just need to right-click on a file or folder and select “Share” and then make the necessary changes. You can delete someone from the list, or adjust the settings to “View” or “edit” from the drop-down menu, according to your needs.
Dropbox also offers an option that allows you to keep track of the permissions set for the data shared. This is particularly helpful when you are working on a project that involves many people, or when you are working with multiple teams at the same time. On the left-hand sidebar, you will see two options: “sharing” and “links”. There you will see a list of the files and the permissions that are set for them (editing or viewing). This will help you to manage multiple tasks in an easier way.
Comments and Editing function
One of the most practical aspects of collaborating in projects via Dropbox is that you can see the changes made by others and the reasons why the updated the file. Once you drag a document from your computer to Dropbox, you can left-click on it to open it. Next to the comment box on the right, you will see that there are other options available. In order to be able to make changes or edit a file, you will need to download it first. If you don’t need to edit the file, you can add comments and send the file back. To add a comment, you just need to highlight the text and you will see a small button beside it or underneath it. You will be able to type your comments and they will be visible to others. When multiple people are working on the same project, comments will be a handy way to keep track of changes or to highlight some parts of the file. Keep in mind that the comments will be visible to everyone in the team and it is not possible to direct them only to a specific person.
Dropbox Paper is another great feature that enhances collaboration. It offers a space for simultaneous collaboration and it is ideal for creative projects. Everyone can contribute on the go and it supports anything from images, to code and animation. To access it, you just need to click the Paper button on the left-side bar. In Dropbox Paper, you can also assign permissions as you do in the regular collaboration settings.
There is also a “team” option that lets you share data easier within a set of people. With this function, you can assign a regular folder to a group of users, so that when you need to share it, all you need to do is to select the team folder. This will save you time as you won’t need to add people manually each time. The “team” option can be accessed on the left sidebar. You just need to click on it and you will see a separate dashboard to set your team. This feature will allow you to manage work projects easier, making sharing more efficient and keeping things separate from your personal data.
Request a File
You can also send an email to someone, asking them to send you a file. They just need to follow a link and will be able to transfer data directly into the folder specified by you. The sender doesn’t need to have a Dropbox account to send you the file using this feature. You can request a file from the sidebar, clicking on the option that appears at the bottom. A dialog box will appear and there, you can enter the email address of the person you want to request the file from and include a short message. This is a practical solution to speed up things when you are collaborating in a project.
One of the best aspects of Dropbox is that it offers a lot of convenience when it comes to storing and saving photos. The “photos” option in the sidebar automatically displays the images as a gallery. This option helps you to find your favorite photos faster since everything is well organized.
Dropbox is easy to use and offers practical features that will allow you to share files and folders and collaborate in projects with others. The above guide offers a list of options that will help you to take advantage of Dropbox’s the sharing functionality.