10 tips to make it easier to work with files in Dropbox

2024 Author: Malcolm Clapton | [email protected]. Last modified: 2023-12-17 03:44

Learn how to recover deleted documents, quickly find important folders, and upload scans directly to the cloud.

Dropbox has long ceased to be a simple cloud service and turned into a true ecosystem for collaboration on projects. But it is still based on file storage, the capabilities of which are constantly expanding. Use them to the fullest.

1. Share files instantly

Previously, Dropbox had a separate system for uploading files: you had to use a dedicated public folder. It's much easier now.

Hover your mouse over the file and click "Share" - this will give you the opportunity to create a link. Anyone with the link will be able to view this file. And if you are going to work on a document or folder with other people, then add them through the same window using names or email addresses.

2. Recover deleted files

If you accidentally delete a file from Dropbox, you can restore it without any problems within 30 days. And with a Dropbox Professional subscription, this will increase to 120 days.

Open the "Files" section and click "Deleted Files" on the left. Check the desired items and click on the blue "Restore" button located on the right.

3. Revert to previous versions of files

Writers and editors will appreciate this feature. It allows you to restore older versions of documents.

Click on the three dots to the right of the file and select Version History. You will see a list of all the options and will be able to find out when and by whom the changes were made. Hover over the version you want and click "Restore" on the right.

4. Request files

You can ask anyone to add files to your storage - even someone who doesn't have a Dropbox account. In the left pane, open File Requests and click Create File Request.

In the first line, write what exactly you need, and in the second, select a folder. After that, all that remains is to send the link to the desired user.

5. Mark important files and folders for quick access

If you store a lot of files in Dropbox, then they probably need to be organized. Check the items that you want most and click on the "Star" button on the right. They will now appear at the top of the screen on the home page.

6. Save files for offline access

In the Dropbox mobile apps, even with a basic account, you can save files for offline use. To be able to save folders, you need a Dropbox Professional subscription.

Click on the three dots next to the file and select Auto Access. mode . Now it can be used through the application even without access to the Web.

7. Save space on your computer with selective sync

To prevent large files from the cloud from taking up space on your computer, enable selective sync in the Dropbox PC client. This will allow you to save only certain folders on your hard drive, and not the entire contents of your account.

To enable the function, open the application settings and on the "Synchronization" tab, click the corresponding button. Then check the boxes of the folders you want to sync with your computer and click "Refresh".

8. Create direct download links

When you share something, the link will first open the Dropbox website before you can download the file. This limitation can be circumvented: it is enough to replace dl = 0 with dl = 1 in the link. Now, after clicking on it, the file will start downloading immediately.

9. Protect files with 2-step verification and passcode

If something secret is stored in the cloud, then the account should be protected. Turn on two-step verification so that the service requires a security key in addition to the password. To do this, go to the settings and open the "Security" tab.

You can activate a four-digit access code on your phone, which you will need to enter each time you enter the application. The option is located in the settings, in the "Advanced functions" category.

10. Upload scans of documents directly to Dropbox

You can scan documents directly from the Dropbox mobile app. Just click on the plus at the bottom of the screen and select the appropriate item. You will be able to compose the image, select the format, as well as the folder in which the file will go.

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