Dropbox easing document management

DROPBOX: Easing
Document Management for
You and Your Clients
www.aprilsantos.com Making Your Virtual Presence Matter

Do you always have the need to
send out big ﬁles and can’t seem
to ﬁgure out how to do this?

Or do you wish that you can
access ALL your ﬁles
ANYWHERE and ANYTIME you
want?

Do you want a collaboration site
where people can easily access
ﬁles and edit them in one go?

Dropbox is here to
help you make your
document
management
easier!

Dropbox is the place to store your photos,
docs, videos, and other ﬁles. It keeps your
ﬁles safe, while allowing you to access
them either via web or via your devices.

Let’s learn how to do it!

In your URL, type www.dropbox.com

ways to sign up
for FREE!

Create your own
account through
your existing
email

Or sign up using
your Google
account

To use an
existing email
account, type in
your full name,

Your email

and create your
password

Make sure to use a
strong password to
ensure the security of
your Dropbox account!

Click sign up
for free.

Check your email for
account conﬁrmation.

To sign up using
your Google
Account, click
“Sign up free
with Google”

You will be
redirected to a
new window to
request for
permission.

Click allow if you
are ok with the
conditions.

You’re all set! Click sign in to
access your account.

Enter your email

Password,

Then click Sign in

You may be prompted with below message:

Click download if you wish to download Dropbox in
your computer:

And then follow the download instructions…

If you wish to continue accessing the site through web,
just click “x”

This is how your dashboard looks like:

All your ﬁles will be viewed here:

NOTE: This will be blank if your
account is NEW

So how do I manage the
ﬁles that I am seeing in
my dashboard?

Click a ﬁle in order to view it

The main screen will show the content of your ﬁle

You also have the option to share or download this ﬁle:

To allow other contacts to access
this ﬁle, click Share:

This screen will appear:

You can copy the Link to ﬁle and
send it to you contacts so they
can have access to the ﬁle:

Or you can also send the link to
speciﬁc email addresses:

Just key in the email address in
the Email box to send it

Then, click Send

Your contacts will receive the link
sent by Dropbox to access the ﬁle.

If you want this ﬁle to be saved in
your computer, click Download

Your downloaded ﬁle will be shown below:

Just click it to open the ﬁle from your
computer:

Ok, so I know now how
to share and download
existing ﬁles in my
dashboard. But how
do I add new ﬁles?

Go back to your dashboard and click
this icon to upload new ﬁles:

A new screen will pop up:

Click Choose ﬁles:

You will be redirected to your local
directory where you store your ﬁles:

Choose the ﬁle from your local folder
that you wish to upload in dropbox:

This screen will open, showing the
progress of the ﬁle upload

Upload done!

To upload more ﬁles, click add more ﬁles:

Clicking Add more ﬁles will redirect you
again to your local folders so you can
choose the ﬁle that you wish to upload:

Choose the ﬁle you wish to add to your
dropbox and then click open.

Wait for it to be uploaded…

If you are already done with your
upload, you can click Done.

Your dashboard will now show your
newly uploaded ﬁle:

If you want to change your ﬁlename,
just click Rename:

The field will be open for modification.
Just change the filename to your
liking, then press enter.

You also have the option to delete
ﬁles in your dashboard.

Just click the ﬁle you wish to Delete:

then click Delete:

This window will be shown. Click Delete if
you are sure that you want to delete the
chosen ﬁle:

Once you go back to your dashboard,
the ﬁle deleted will no longer appear:

Just click Undo if wish to put the ﬁle back

If you are ﬁne with the changes, just
disregard the Undo option

This is great! Are there
other features of
Dropbox that I can use?

Yes! There are a lot more
features that you can explore!

One more feature is to add folders to
organize your ﬁles!

Just click New folder to create a new
one:

A new folder will appear. Edit to name
the new folder created:

Once done, it will now appear in your
dashboard:

You can now start organizing your ﬁles:

Let’s try moving one ﬁle to our folder:

Click the ﬁle you wish to move and drag
it to the folder:

Once you have dragged the ﬁle, it will
now appear in the newly created folder:

The ﬁle is now under Reports folder:

Can you share folders, instead of
individual ﬁles? Yes, you can!

Inside the folder, just click the Share
this folder icon:

Enter the names of people who you wish
to access the folder’s ﬁles:

Click Share folder

The people you added will now be able
to view the ﬁles under this folder.

You can also share folders through the
main dashboard:

Hover towards the folder and click Share

You will be given the options to invite
people to collaborate or send link:

Let’s try sending the link:

You will be redirected to this window:

A link to the folder is available. You can
copy and share this to people for viewing:

Or you can also send the link to email
addresses:

Click Send

Now, let’s try inviting people to collaborate:

This is the same window that will appear:

Input the names of people who can sync
and edit ﬁles in this folder:

Click Share folder:

This is now available for viewing and
editing by these people.

That’s it!!!

These are the basic
Dropbox functionalities that
you can use to ease
document management.

Document management is
easier with Dropbox!

Dropbox easing document management

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