Dropbox is a cloud-based online file sharing service that allows you to easily share files with others and store backups online. It is great for managing project files. Once you become a Dropbox member you create folders and place your files into them. When you invite others via email to share folder contents, your usage limit is increased
You don’t have to go online to access your folders. In Windows, a tray icon is added to the bottom-right of your desktop. You just click it to have access to all of the folders that are shared with you. These folders reside on your local hard drive as well as Dropbox online. On your local drive they are in a folder something like C:UsersYourUserNameDropbox. This is where they are in Windows 7. Instructions for the Mac are below. When you change a file in your local folders they are automatically synced with Dropbox online, and everyone else that this file is shared with has their local copy synced with the latest changes automatically.
You don’t have to copy the files in your Dropbox to other places to make sure they are backed up. Just open the files in your Dropbox folders, edit them and when you’re done the changes will be saved to your local hard drive and synced with online Dropbox.
Creating A Dropbox Account
Go to http://dropbox.com to create an account. That immediately gives you 2Gb of free storage space to upload files that you can share with others. Each time you add someone to share your folder with, Dropbox adds more space for you to use in your account – that is a great deal! The more you share your free storage the more storage space they give you.
Inviting Others To Dropbox
To invite others to share a folder, do the following:
1. Log into your online Dropbox account.
2. Click into the folder you want to share
3. Click the Invite to folder tab.
4. Enter the email addresses of those you want to invite and the note you want to add to the Dropbox invitation.
5. Click the Share Folder button to send the invite.
Dropbox Folder Naming Conventions
I have seen problems with the way people name folders so I’ll address it here. The more you use Dropbox the more folders you’ll be sharing for different projects or clients. You should name the folders more descriptive than Management. Name them something like ClientName ProjectName. This will make sure you’ll always know exactly what the contents are.
Detailed Dropbox Instructions
Click here for detailed Dropbox help instructions.
Having said that, I don’t anticipate that you’ll need those instructions. Dropbox is very simple to use. I have never needed them myself.