Dropbox File Backup and Access Anywhere (Windows PC and Mac OSX)

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1 Dropbox File Backup and Access Anywhere (Windows PC and Mac OSX) Contents Introduction... 2 Step 1. Download and Install Dropbox... 3 Step 2. Finding My Dropbox (Windows PC)... 5 Step 3. Finding My Dropbox (Mac OSX)... 6 Step 4. Your Dropbox - File Organisation and Automatic Back Up... 7 Step 5. Dropbox Web Access... 9 Step 6. Individual File Sharing Step 7. Sharing Folders for Projects Step 8. Mobile Dropbox! Tip: The steps in this Contents Page are also internal hyperlinks click on them to find what you need quickly! 1

2 Introduction Tip: This document contains internal hyperlinks click the blue underlined text hyperlinks to find what you need quickly! Dropbox acts as a file management system that seamlessly provides backup to your files syncing between computers/mobile devices on the web for easy retrieval from anywhere with Internet access. Dropbox backs ups your files online ensuring your files are safe syncs your files on-line and across your computer and mobile devices when files are added or changed replaces your USB drive and the need to file attachments to yourself allows you to access your files from any computer or mobile device (mobile apps for iphone, Blackberry and Android are available) enables you to create shared folders for research projects and to share links to files too large to gives you 2GB of free on-line storage means you can stop worrying about managing files and backups 8 Steps to using Dropbox: 2

3 Step 1 Download and Install Dropbox Open in your web browser. Click on 'Download Dropbox' to download the Dropbox installation file for Windows PC or Mac OSX. Select 'Save File' to save the installation file to your computer. Double click on the Dropbox installation file in the 'Downloads' window to install Dropbox and follow the screen prompts. In the 'Dropbox Setup' window choose 'I don't have a Dropbox account' and click 'Next.' In the 'Select your Dropbox size' window select '2 GB Free' and click 'Next.' In the 'Create your Dropbox' window, type in your first and last name, your address and a memorable password Tip: Write this down and keep this safe - you will need it to log into the Dropbox website later. 3

4 Also change the 'Computer Name' to a preferred name for your Dropbox on this computer (e.g. My PC Dropbox) and tick the 'I agree to the Terms of Service' box. Click 'Next' and continue through the quick tour of Dropbox clicking 'Next' where necessary. 3. In the 'That's It!' window ensure 'Add a shortcut to Dropbox on my Desktop' is ticked. To complete installation, click 'Finish.' For Windows PC Continue to Step 2 For Mac OSX click to go to Step 3 4

5 Step 2 Finding My Dropbox (Windows PC) The Dropbox installation has created a Dropbox folder in the 'Documents Library' on your computer. To open your Dropbox folder: 1. Click on the 'Windows Start Menu' button at the bottom left-hand of your screen. 2. In the right-hand menu click 'Documents' to open the Documents Library. Here you will find your 'My Dropbox' folder. Double click on the My Dropbox folder to open your Dropbox. Documents > Dropbox is the location process to follow when saving your files to Dropbox. You can also open your Dropbox by right clicking on the Dropbox icon on the Menu bar at the bottom right of your screen and selecting 'Open Dropbox Folder' from the drop-down menu. From here you can also launch the Dropbox website and view files you have recently changed or worked on. 5

6 Step 3 Finding My Dropbox (Mac OSX) The Dropbox installation has created a Dropbox folder in your 'Named Home Folder' on your computer. To open your Dropbox folder: Click on the 'Finder' icon on your Applications Dock at the bottom left-hand of the screen. In the Finder window click your Named Home Folder in the left-hand column under 'Places.' In your Named Home Folder you will find your 'Dropbox' folder. Finder > Named Home Folder > Dropbox is the location process to follow when saving your files to Dropbox. Double click on the Dropbox folder to open your Dropbox. You can also open your Dropbox by right clicking on the Dropbox icon on the Menu bar at the top right of your screen and selecting 'Open Dropbox Folder' from the drop-down menu. From here you can also launch the Dropbox website and view files you have recently changed/worked on. 6

7 Step 4 Your Dropbox - File Organisation and Automatic Back Up Your Dropbox folder has the same function of any folder on your computer; you can use it to save files, drag and drop files, rename files and create folders and sub-folders to organise your files. Your Dropbox has two default folders - Photos and a Public folder. The public folder is a file-sharing folder and will be discussed in Step 6. To create subfolders in your Dropbox: Windows PC - click 'New Folder' on the Dropbox window menu bar Mac OSX - click the 'Cog Symbol' on the Dropbox window menu bar and select 'New Folder' on the drop-down menu. Folders are useful to organise study files, e.g. creating a file for your year or study and individual sub-folders for individual terms or projects. The added bonus of Dropbox is any file or folder you put into your Dropbox will be automatically backed up to the Dropbox website. If you are working on a file or assignment stored within Dropbox each time you press save, the changes will be automatically saved to the Dropbox website. No need to worry if you are not connected to the Internet because you can still work on the document in your Dropbox and changes will sync once your computer has an Internet connection again. 7

8 Even if your computer has a melt-down, your files are safe on Dropbox and can be restored at any time. Dropbox identifies when a file or folder is being backed up (synced) to the website - a Blue Circular Arrow will appear on the file or folder being saved. When the item is synced a Green Tick symbol will appear on the item. Remember you have up to 2GB of free space in your Dropbox. If the files you put in your Dropbox exceed 2GB the files will not sync and you will see a [ - ] sign on the files that cannot be synced. Only put the most important files and those that you are working on in your Dropbox. An external hard drive is a good investment to ensure the remaining files on your computer are backed up. If you choose to install Dropbox on a number of computers like a desktop and a laptop, your files will sync online to the Dropbox website and across all your computers automatically. Tip: Before you move onto Step 5, create some folders and drag and drop some files into your Dropbox. Once they have synced, move on to Step 5. 8

9 Step 5 Dropbox Web Access A copy of your files is stored on the Dropbox website. This lets you access them from any computer with Internet access - for example the computers in the library and computer room. You can access files as you would on your desktop. Add, edit, delete, rename, etc. Go to At the top right-hand corner of the screen you will see a Log in icon. Click the icon and type your and Dropbox password to open your Dropbox web account. You will be taken to the 'Get Started' tab of your Dropbox account. Click on the 'Files' tab and your folders/files will be listed alphabetically. 9

10 Click on the name of a folder or file to open it. In addition if you hover your mouse over a file you will see a down arrow appear to the right of the file. Click on the down arrow to open a drop-down menu to: View previous versions of a file - Dropbox keeps a 30-day history of every change you make so that you can undo any mistakes by retrieving previous versions. Download and save the file to the computer you are working on to continue editing. Tip: Remember you will need to upload the file back to your Dropbox once you have finished working on it. Move or copy the file to a different file location in your Dropbox Rename or delete a file 10

11 Below the Files tab is your My Dropbox menu bar. You can use this bar to: Upload - Select files from the computer you are working on to upload to your Dropbox - this will ensure they sync to your personal computer. Create a new folder Invite someone to Share a folder (step 7) View files that you have deleted from your Dropbox during the last 30 days 11

12 Step 6 Individual File Sharing You can easily share individual files using Dropbox. This is done by sending a URL web address link of specific files in your Dropbox. This is useful if you need to send a large attachment and saves adding large attachments to s which takes up space in anyone s inbox and your Sent Items! In order to share a link, you need to save or upload (Dropbox web access) the file you want to share to the default Dropbox 'Public' folder. Once the file has finished syncing to the Dropbox website there are 2 options: On your Computer: right click the file in the 'Public' folder to open a drop-down menu. Click Dropbox and then 'Copy Public Link.' A URL link will be saved on the computer clipboard. You can now paste the link (Control P Windows PC, Command P Mac OSX) into an to share your file with others. Dropbox Website: Hover your mouse over the file you have saved in your 'Public' folder - you will see a down arrow appear to the right of the file. Click on the down arrow to open a drop-down menu and click 'Copy Public Link.' A URL link will be saved in the computer clipboard. You can now paste the link (Control P Windows PC, Command P Mac OSX or simply Right Click > Paste) into an to share your file. 12

13 Step 7 Sharing Folders for Projects Shared folders allow several people to collaborate on the same files This can be useful if you are working on a group project and want to share research documents, schedules and tasks Creating a shared folder in your Dropbox means that each group member can add to the shared folder and the folder will sync and update to each members Dropbox when updates or changes are made In order to share a Dropbox folder each person must have a Dropbox account To share a folder go to your Dropbox website account. Hover your mouse over the folder you want to share - you will see a down arrow appear to the right of the folder. Click on the down arrow to open a drop-down menu and click 'Invite to Folder.' A window appears asking for the addresses of the people you wish to share your folder with. You can also choose to write a message in your invitation. Click 'Share Folder' and an detailing how to join the shared folder will be sent to those on the list. If you wish to stop people from sharing your folder click on the folder and choose 'Shared Folder Options' and click 'Members.' Click on the member you wish to remove and click 'Kick Out' to remove them. 13

14 Step 8 Mobile Dropbox! To learn how to use Dropbox on mobile devices go to There are free applications for iphone ipad BlackBerry Android These applications enable you to: View your files Download files for off-line viewing Take photos and videos and sync them to your Dropbox Share links to files in your Dropbox Export your files to other applications Sync downloaded files so they're up-to-date 14

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