Dropbox Explained

Dropbox Explained

Dropbox in 5 Verbs________________________________________________1Dropbox in 3 Nouns_______________________________________________1Getting More Help________________________________________________1Managing Dropbox________________________________________________2Using the Dropbox website to manage your files_________________________3Saving files to Dropbox____________________________________________4Getting files from Dropbox__________________________________________4Understanding sharing possibilities and limitations_______________________4Sharing a folder__________________________________________________5Managing Sharing Options on a folder_________________________________6Joining a shared folder_____________________________________________6Getting previous versions of files_____________________________________7Understanding Dropbox Icons_______________________________________7Making sure files are backed up______________________________________7Restoring Deleted Files____________________________________________8WARNING! Read about reinstalling or changing a computer with Dropbox_____9

Dropbox in 5 Verbs 1. Creates a folder in your My Documents called ‘My Dropbox’ on your

computer hard drive2. Backs up everything in your ‘My Dropbox’ folder to the Dropbox.com

server securely using a little application running in the background3. Synchronises everything that is backed up to any other computers on

which you installed the Dropbox software4. Shares folders you marked for sharing with anybody else who signs up

for a free Dropbox account5. Recovers previous versions of files (up 1 months) and alerts

Dropbox in 3 NounsDropbox will give you

1. Back ups: All your data is securely in two places: 1. your computer(s) and 2. Dropbox server

2. Synchronisation: You can have exactly the same data on multiple computers

3. Collaboration: Many people can collaborate on documents without sending emails back and forth

Getting More HelpThe Dropbox website contains detailed guides on how to use it.https://www.dropbox.com/help

Dropbox Explained Page 1 of 9

https://www.dropbox.com/help

Understanding sharing possibilities and limitations1. You can only share folders using Dropbox2. When you share a folder, all its subfolders will also be shared3. Subfolders of a shared folder cannot be shared separately with anyone

who also doesn’t have access to the top shared folder4. People with access to a shared folder can add, edit, rename and delete

files in that folder and its subfolder (they can also invite others)5. A shared folder will count against the space quota of all the people with

whom it is shared; It is possible to leave a shared folder and still keep all the files

Managing Dropbox on your computerRight-click on the Dropbox icon in the notification tray area:

Choose one of these options.

1. Opens the Dropbox folder on your computer2. Opens a browser window with the Dropbox website where you can

choose further options3. Gives you a list of the files that were most recently changed (e.g.

uploaded or edited by somebody else)4. Notifications area5. Dropbox icon in the tray area

You can also manage Dropbox by right-clicking on files and folders in your My Dropbox folder:


1. Right-click on a folder or a file and select Dropbox2. See the file on the website to view its history and see previous version3. Open a webpage listing all the files in this folder, including deleted files 4. Share this folder with others

Using the Dropbox website to manage your files

The Dropbox website is useful for the following:1. Accessing files when away from computer2. Searching for files3. Managing file sharing4. Viewing file revision history and recovering deleted files5. Viewing recent additions to Dropbox


Viewing activity history: Searching:

See https://www.dropbox.com/help for more details.

Saving files to DropboxMove or save your files to My Documents > My Dropbox

Any files you save in the My Dropbox folder will be automatically synchronised with the Dropbox service and all other computers linked to it.

Getting files from DropboxGo to Start > My Documents > My Dropbox

You can also get files using the web interface. See above.


Sharing a folder1. Right-click on a folder2. Choose Dropbox > Share this folder…3. A web page will open where you can type in the email addresses of

people you want to share the folder with

Dropbox will remember email addresses after you’ve typed them in once.4. The invited people will receive an email asking them to accept their

participation in the folder

Note: Make sure you share all your folders with [email protected]. This way we can keep track of all our files in one place.


Managing Sharing Options on a folder1. Right-click on a shared folder in your My Dropbox folder2. Choose Dropbox > Sharing Options3. A web page will open where you can see who has access to this folder

and add more users

Joining a shared folderYou will receive an email inviting your to join a shared folder. Follow the link in the email. A web page will open asking you to accept the invitation.

You will then receive a pop-up notification:


Getting previous versions of files1. Right-click on the file2. Choose Dropbox > Previous Versions3. Your browser will open this webpage:

You can:

1. Click on the Preview icon to see what the file was; You can then Save this version as a new file OR

2. Choose the appropriate version and hit the ‘Restore’ button

Understanding Dropbox IconsMain Dropbox folder: All file inside have been synchronised with the server

A folder inside the main Dropbox folder that has been shared with others

A folder inside the main Dropbox folder that has been fully synchronised

A folder inside the main Dropbox folder that is still synchronising either because not all the files have been copied to the server or because one of the files is still open.Dropbox is actively watching the Dropbox folder and all files are synchronised with the serverDropbox is currently synchronising files between your computer and your server

Making sure files are backed upDropbox can only back up files that are open. Make sure you close the document you’re working so that it can get backed up.


Restoring Deleted FilesIf you’ve deleted a file or a folder by mistake, you can restore it from the Dropbox web interface. Dropbox keeps copies of all deleted and changed files for 30 days. Follow this simple procedure. (See also, Managing Dropbox on Your Computer)

1. Right-click on the Dropbox icon and choose ‘Launch Dropbox Website’

2. Navigate to the folder where the file or deleted subfolder was located and click on ‘Show deleted files’

3. The deleted files and folders will show up in grey:

4. Hover your mouse over the file you want to undelete and click on the blue down arrow to show the options menu (1.). Then choose Undelete (2.)

If you want to restore multiple files and/or folders, check the checkbox next to the files you want to restore:

Then scroll up to the top of the page, click on ‘More actions’ and choose ‘Undelete’.


WARNING! Read about reinstalling or changing a computer with DropboxIf you move to a different computer and delete all your files on the old one or need to reinstall the operating system on your existing computer where you run Dropbox, you must UNLINK this computer from Dropbox syncing first, otherwise Dropbox will think you’ve deleted all the data on purpose and delete it on all computers, including in other people’s shared folder!

No data is lost if restored within 30 days. (See below on restoring data.) But you may end up with some duplicate files and have to set up sharing on shared folder again.

To unlink a computer, follow this simple procedure:5. Right-click on the Dropbox icon and choose ‘Launch Dropbox Website’

(Also, see Managing Dropbox above)6. Click on Account in the top right-hand corner:

7. Click on ‘My Computers’

8. Click on ‘Unlink’ next to the computer you no longer use or want to refresh the system on:
