What Is Dropbox And What Is Its Use?
Dropbox Offers A Modern Workspace For Storing Files In A Single Place; This Service Is Available From Anywhere And At Any Time And Is Synchronized Across All Devices.
Dropbox is an online file hosting service that offers services such as cloud file storage, file synchronization, personal cloud, and related software to customers; This service was launched in 2007 as a startup by two MIT students named Drew Houston and Arash Ferdowsi.
*This article was written by Ahmadreza Farhabd on 26th of February 2018 and updated by Shabnam Tawai on 30th of Aban 1401.*
Dropbox’s cloud service received criticism about security breaches and concerns about user privacy during its development and has been blocked in China since 2014.
What is Dropbox?
Dropbox creates a particular folder on the user’s computer and keeps the files that the user wants to save in the cloud in these folders; The contents of these folders are synchronized with Dropbox servers and other computers and devices where the user has installed the Dropbox application, and files are kept the same and up-to-date on all devices.
Dropbox offers free 2 GB of cloud space, three plans for personal use, and three for organizations, and is compatible with Windows, macOS, Linux, Android, and iOS operating systems.
History of Dropbox
The initial idea of launching the Dropbox service was first formed in Drew Houston’s mind when he often left his USB flash drive in different places. He founded a company called Evenflow in May 2007 as the parent company of Dropbox. Shortly after that, he raised funds and officially introduced the Dropbox service at the annual TechCrunch Disrupt conference. Due to some trademark disputes between Proxy and Evenflow, Dropbox’s official domain name was “getdropbox.com” until October 2009.
In an October 2011 interview with TechCrunch, Drew Houston explained:
After showing the initial demo video of Dropbox, one of the viewers named Arash Ferdowsi was so impressed that he decided to cooperate with me in developing this service; It was easy for me to explain the idea of Dropbox, but it was tough to implement it.
After the launch of Dropbox, the number of users of this platform grew continuously, from one million users in April 2009 to 500 million users in 2016; The number of users of this service in 2021 was announced as 700 million.
In 2012, the Dropbox service introduced a feature for automatic photo uploads, which enabled it to automatically upload photos or videos from cameras, tablets, SD cards, or smartphones to a dedicated folder called Camera Uploads. This service provides 500 megabytes of upload space to the user at the beginning, and after that, if the user wants to continue using this feature, it will be upgraded to 3 gigabytes.
In July 2014, Dropbox introduced a feature called Streaming Sync for its computer applications; This feature doubles the speed of uploading or downloading large files. In August 2015, to increase the security of its users, it unveiled Universal 2nd Factor, a two-step authentication to enter its services.
Advantages of using Dropbox
Most users use Dropbox to store their essential files. Keeping this cloud service makes it possible to access them through different devices, and your data is backed up in a safe and secure environment. In addition, when you save your data in Dropbox or any other cloud service, even if your phone or computer has a severe problem and becomes unusable, you can still access their information without any issues.
Other advantages of using Dropbox include the following:
- Operating in the background of the operating system without involving the system
- Automatic update of files stored in the cloud (if users change their files in the design, these changes will be applied to the files stored in the cloud immediately after Dropbox is detected)
- Secure access to shared data
- High security (powerful 256-bit AES and SSL/TLS encryption and two-step detection capability)
- Reducing the need to use Paper and print documents
- The possibility of sharing any file, such as PowerPoint and Photoshop
- Benefiting from a feature called Dropbox Paper, you can create and share any file.
- The possibility of sharing large and small files with others
- Benefiting from a feature called Admin Console that facilitates team management and determining the extent of people’s access to files
Dropbox service plans
If you use Dropbox’s free plan, you only get 2 GB of space; if you want to use more space, you have to use paid plans.
- Personal users can choose from Plus, Family, and Professional plans.
- Organizations can also choose a suitable plan for their business from Standard, Advanced, and Enterprise plans.
The price of the Plus plan is $10 per month, and by purchasing them, you can benefit from 2 TB of storage space, as well as other features such as Smart Sync and erasing data remotely by running a command.
By paying $16.58 per month and purchasing a professional plan, you will get 3 TB of storage space and features such as Shared link controls (controlling access to files with methods such as creating a password, allowing or denying files to download, or permission, and creating an expiration date for access to files) and create watermarks on different files. In addition, in this service, there is a section called Admin Console, through which you can perform administrative tasks, such as changing the name of Dropbox, changing the access level, or deleting the entire work team members. There are also various tools in this section in paid plans.
How to use Dropbox
To use Dropbox, create a user account for free after entering the main page of this cloud service’s website and clicking on the Sign-Up option at the top right of the screen. Follow the steps below to create an account.
1. Select the Sign Up option; You can also use your Google account to log in to Dropbox.
2. You can download the application by clicking on the Download Dropbox option; Of course, it is unnecessary to do this’d if you do not receive the file, and your account will be created again.
3. After entering the email address, you will see a message that Dropbox will ask you to confirm the entered address so that an email will be sent to verify the user account. To verify your email, select the verify your email option, then go to your email account and click on the link sent to confirm your account.
4. After logging into your account, you can choose one of the plans or continue with the same 2 GB of free space. The necessary steps to use the service will be shown to you, and by observing these steps, you will also briefly get to know the different parts of Dropbox.
Installing the Dropbox application
After creating a user account in Dropbox, you must install its application on different devices, including desktop computers, phones, and laptops. It is reminded that in the free plan, you can only use Dropbox through three devices, and if you want to increase the number of devices, you should use the paid plan. In addition, by using the website of this cloud service, you can use it freely on any device.
Website: Dropbox.com
In addition, Linux and Windows Phone operating system users can also benefit from this service.
The basic concepts of using Dropbox
The functionality of the Dropbox software on phones is such that if the user moves a file in a specific folder, the file is automatically uploaded to the cloud-based service and then to any other computer and device where the user has the Dropbox application. Installed, they receive this file and keep it updated; when a file is changed in the user’s Dropbox folder, the parts of the file that have changed will also be changed on all other devices containing the Dropbox application.
In the basic version of Dropbox, when a file or folder is deleted, users have up to 30 days to restore it; Plus, users can extend this recovery time up to one year by purchasing an extension called Extended Version History. Accounts that are not logged in for a year or emails that are not answered for a year will be automatically deleted.
Dropbox folder
After installing the application on different devices and logging into your user account, a folder called magic folder is created under the user’s directory (the place where all the user’s personal information is stored), where all the files stored with your user account are synchronized ( sync ). You have no restrictions to use this folder and can save any file. You can access them from any device after logging into your account.
It is getting to know the icons displayed next to this folder’s contents.
Green tick: This tick indicates that the latest changes made to the files have been successfully synchronized.
Blue circle: This circle is displayed when a file is synced.
The red circle with a cross: This circle indicates that an error occurred while synchronizing files, and this error can occur for various reasons, including an invalid file name, an error related to permissions (permissions), or running out of storage space.
Use the menu and settings.
To view information related to the service, which includes the synchronization status, view the latest file changes, and more, you must click on its icon in the system tray ( Windows ) or menu bar ( Mac ). You must select the Preference option after clicking on your profile icon to access the service settings. In addition, you can stop the synchronization process in this section.
We recommend that you always keep the option Start Dropbox on system startup active in the General tab so that after the system starts, file synchronization begins automatically. Under the Bandwidth tab, you can also change the bandwidth that Dropbox uses to download and upload information. If this option is disabled, files must be synchronized manually.
The Selective sync feature, for which you need to refer to the Sync tab, is one of the handy features of Dropbox, with which you can store only specific files. This will take up less storage space on your computer, and you can access all files through the Dropbox.com website.
If you use paid plans, you can view all the files stored in the cloud on your desktop computer without occupying the computer’s storage space using the Smart sync function. When you click a file to open it, Dropbox syncs it in no time.
Using the service on Android and iPhone phones
As we said before, you need to install its application to use Dropbox on Android and iPhone phones. Because the storage space of phones is not as much as the storage memory of computers, Dropbox does not automatically synchronize all files like the desktop platform. Still, instead, you can effortlessly search for the files you want in the user account and open them if needed.
The user interface of the Dropbox mobile application is very similar to the web version. Android and iPhone users can search for files in their account through the File tab on the sidebar (Android) or the bottom bar of the screen (iOS).
Click on the images to view their original size.
To see a preview of the files, touch them, and by connecting the three-dot menu, you can benefit from more features; For example, by using the Star option, you can specify your most important files and so-called tag them.
In the menu of three dots, there is an option called Make available offline; activating it lets you view your files offline without connecting to the Internet.
Unfortunately, in the Dropbox Basic version, you have to enable this option for each file separately. Simultaneous storage of all files in a folder for offline viewing is one of the exclusive features of the Plus plan; Of course, you can always copy the files to your phone’s memory by touching the Export button.
Saving phone camera images
The mobile application has a function called Camera upload, which enables the automatic storage of phone camera images in the Dropbox user account. Because camera images are valuable information for most users, they can be well protected with this method.
Click on the images to view their original size.
To view the storage status of images, touch the Photos tab in the sidebar or the navigation bar at the bottom of the screen. To save images automatically, you must select the Camera upload option under the Settings section in Android or Account in iOS. You can also specify whether to upload videos, whether you want to upload these files, or whether you want them to continue uploading in the background.
Dropbox is not the only option for backing up images; many other applications do this, including Google Photos, Microsoft OneDrive, G Cloud, and Amazon Photos.
Advanced features of Dropbox
Now that we have explained all the necessary explanations and tips for using Dropbox let us introduce you to the advanced features of this service. These features can even eliminate the need for standalone applications designed to use Dropbox.
To share files
Using Dropbox, you can easily share your account files with a specific person, people, or even the general public via email. To share the files, you can send them to the email address or link to the files available to everyone. If you are using the desktop platform, to share the files uploaded to this cloud service, right-click on the desired file in the Dropbox folder and select the Share option, and in the mobile or web version, touch or select the Share option.
You can also specify how much and how to access the files. By selecting the Can view option, only files can be viewed; But if the Can edit option is selected, people can make changes in the files in addition to viewing them; Of course, if you plan to share files for a long time, we recommend using the first option.
Receive files
In addition to creating the ability to share files, Dropbox has also provided the possibility of receiving files from users. This feature can be helpful and helpful in collecting images that people have recorded from significant events, collecting documents, and other such things. Even users who do not have a Dropbox account can send their files to users of this service.
To use this feature, follow the steps below.
1. Select the File requests option from the File tab.
2. Click on Create a file request option.
3. On the next page, you can specify the following:
- Title of the document (usually, you need to specify the type of document you want)
- The folder where you want the file to be saved
- The maximum deadline for receiving the file
4. After making the settings, press the Next button.
5. You will receive a link to copy and share with people on the web or in messengers. If you enter your email address, the link will be sent to you automatically.
6. Complete the file request process by selecting the Done option.
By default, only the user has access to the received files.
Restore the previous version of the files
You can restore its previous versions if you accidentally edit a file or other problems occur. To do this, select the Version history option from the three-dot menu of the web version. In this section, you can see all the changes made in the file you want in the last 30 days. Selecting one of the files and selecting the Restore option will restore that file.
If you have recently deleted a file and want to restore it, select the Deleted files option in the sidebar of the Files tab so that all files deleted in the last 30 days will be corrected.
In addition, Dropbox has another feature called Dropbox Rewind, by which you can restore all the changes made to files when all the data is lost due to an accidental mistake or a virus infects your system; this feature can quickly solve your problem. To use this feature, which is only available in Plus, professional, and business accounts, you must click on the Early access option after clicking on Settings and select the Enroll option next to Dropbox Rewind.
Use document editing tools.
Dropbox also has a collaborative document editing tool called PapePaperis tool is somewhat similar to services such as Google Docs and is combined with note-taking services such as OneNote and Evernote. Paper allows you to create documents, brainstorm, and collaborate with others. Probably many of you prefer to use your current editing tools, But there is no harm in trying Piper to familiarize yourself with the Dropbox ecosystem.
We hope that this way of using Dropbox was helpful for you; Of course, this service has other features (for example, paid versions) that are beyond the scope of this article. This service is a powerful platform for people who work with different devices and want to exchange additional files between them.
