Dropbox - a tool worth to mention

I will write today about a tool for file sharing and also file management over several devices. In another course we, which means a group of 3, need to work on one and the same document. A template was given by the lecturer. First we were thinking about using Google Docs. But soon we found out by coping the template there, that the format will not be taken. If not finding another solution we would have to work with copy and paste, which would be really unsatisfying one. The lecturer in the course mentioned a tool called Dropbox. We agreed on trying it out. And after trying it, I think it is a very nice tool and worth to be mentioned here.

What is needed to get started? Following the link https://www.dropbox.com/ you find the installing packages. Surprisingly the software is available for nearly every operating system either desktop or mobile devices. You have to create an account what you can do already on the homepage or while installing the software. By installing the Dropbox desktop application, a Dropbox folder will be created on your hard drive. When moving a file to the Dropbox folder, the file will be automatically moved to the web and the other computers where the Dropbox Desktop application is installed. A status sign of the files shows you whether the file is fully synchronized, still synchronizing or if synchronizing is not possible at the moment. Of course a working internet connection is essential for a successful synchronization. After successful synchronizing, the file is now accessable from every computer, mobile device and via the web access.

More features you can find from the contextual menu within the application and even more features you can find via webaccess. In the the Dropbox contextual menu you have the possibility to view previous version, view your file's change history and revert your file to an older version. Furthermore you can share a file via an URL by coping the file to the public folder and by choosing “Copy Public Link” (Figure 1). And the feature which really makes it useful for groups is that you can share a folder and invite people to access the folder and collaborate on the same files at the same time. To share the folder by using the application you have to click “Share This Folder” (Figure 2)  and you will be redirected to the homepage where you have the possibility to type in the e-mail addresses of all group members you want to share the folder with (Figure 3). The group members will get an invitation via email and you will get an answer when they accepted the invitation. In the webaccess you have the possibility to check the members of the folder and also to kick one out if necessary. All in all a very useful and simple tool for groupwork and private use. But due to safety reasons I would not recommend it for business tasks.

Figure 1: Make a file public

Figure 2: Share a Folder

Figure 3: Type in the email addresses of the members and invite them