Dropbox: A Beginners Guide

    A growing number of us are now working away from the traditional office environment and if you are one of those people you will need access to a number of remote IT solutions, such as those provided by Total Computer Technology, for instance.

    It will also mean that you need a remote home for all of your work files so that you can access them anywhere, which is where Dropbox comes into its own.

    To get the most out of Dropbox you will need to have a good grounding on how it works and what sort of things you can do with this resource. If you are new to Dropbox here is a beginner’s guide to help you navigate your way around all of the options.

    What is Dropbox for?

    Just to clarify, Dropbox allows you to store and share files. All of these files are backed up to the cloud and can be accessed online whenever you want.

    Ready to get started?

    Syncing your files

    The first part of the process involves syncing your files. Sync involves ensuring that your content is synchronized across all of your devices and the cloud.

    This means that if you are working on a file at home it will automatically sync to your Dropbox account and the latest version of that file will be available whenever and wherever you need it.

    Syncing is a process that happens automatically and you can choose which files and folders you want to sync. You don’t have to action syncing as these updates happen in the background.

    No need to switch between apps

    One of the best features of Dropbox is the fact that you have the ability to create and share content across the cloud whether you are working on a Microsoft Office file or G Suite, for example.

    You don’t need to switch between apps. Dropbox can be set up so that all of your content is managed and saved using Dropbox as the hub.

    Take control of sharing options

    Regardless of what files you have in Dropbox, you have the ability to choose how you share them with others and what sort of access and editing rights they can have.

    You may decide that you are happy to let someone view a file without giving them the ability to edit the contents.

    It is much easier to share files rather than send files as an attachment via email. All you have to do is decide if you want to share as view-only or provide edit access. You can also comment and collaborate, making it easy to get a project done inside of Dropbox and without resorting to emailing files and waiting for them to be actioned.

    Make security a priority

    Dropbox is very flexible and user-friendly and the extra good news is that is a system that has been created with a good level of security protocols and features.

    You can further bolster your defenses by picking a strong and unique password. It would also be a good idea to use the multi-factor authentication feature available. This provides an extra layer of security and will involve using a six-digit security code that needs to be provided alongside your usual sign-in details.

    Once you have grasped the basics of Dropbox, you will quickly discover how useful and flexible it can be in helping you to work efficiently and securely, wherever you are.

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