Dropbox is a free online solution for storing and managing your files.  This means no more thumb drives and no more e-mailing attachments to yourself!   If you have documents to share with others, Dropbox makes sharing folders with a set of files easy.  Here is what you need to know about managing your files and folders.

1:  Once your account is created, you will need to install the Dropbox program on your computer.  Doing so automatically creates a Dropbox folder where you can save your files.  If you are using Dropbox solely on mobile devices, no software installation is necessary.

The Dropbox website, Dropbox.com, can be accessed on any computer or mobile device as long as you have Internet access.

2:  Once logged in, you will see a list of all of the files saved to Dropbox.  From there you can easily create and rename new folders from here, search for files, move and copy files to other folder, and share folders with others (as long as they have a Dropbox account too).   All you need to do is check the box next to the folder you want and then choose what you want to do with it.


3:  To share a folder, click the “Share a folder” button.

4:  You will be asked if you want to create a new folder to share or share an existing folder.  If you choose to create and share a new folder, remember that the folder at this point is empty but any file added to the folder later will be shared automatically. This applies to existing folders as well but the difference is that these folders already contain files that are shared immediately.  Click “Next” once you have selected your preferred option.

5:  If you choose to share an existing folder, you will be asked to select (by highlighting it) the folder or subfolder to be shared.  If you have multiple folders to share, You will need to share each one separately.

6:  Once you select a folder, click “Next” again.  You will be asked to enter the e-mail addresses of the people with whom are sharing the folder.  Once you enter the e-mail addresses, click “Share Folder” to complete the process.  They will immediately receive a notification e-mail that you have shared a folder with them.  If they do not already have a Dropbox account, they will be prompted to do so in order to access the folder.

7.  Once this sharing process is complete, you will see a green confirmation message at the top of the page.

8.  The recipients of the shared folder will need to open their e-mail and click on the link to view the contents of the shared folder.  When they click on the link, they will be prompted to log into Dropbox and then will see invitations to accept the folder(s) that have been shared with them.


9:  Once logged onto Dropbox, the recipients will see an invitation to accept the folder(s) that have been shared with them.

10.  Click on the link to accept the invitation(s).

One last note:  Below is a list of the file formats that can be managed using Dropbox.

Images:  .jpg, .tiff, .gif

Music:  .mp3, .aiff, .m4a, m4v

Movies: .mov, .mp4, .m4v

Word documents: .doc, .docx

PowerPoint files:  .ppt, .pptx

Excel files:  .xls, .xlsx

Adobe PDF: .pdf

Keynote presentations:  .key

Pages documents:  .pages

Numbers spreadsheets:  .numbers

Web pages:  .htm, .html

Text and rich-text files:  .txt, .rtf and many more

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  • Bryan Miller

    Great post Elyse! Thank you!

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