Instant and easy access and security of data such as files, folders, and images are crucial for the business personnel. Although we can store data on our personal computers or hard drives and secure them using encryption, if your PC gets stolen or your hard drive wiped out due to some trojan horses or malicious viruses, how will you recover your data? In this case, a cloud storage service has become indispensable for saving our data.
When we came to a cloud storage provider, the name Dropbox popped up in our mind. Dropbox is more than a mere storage service. One can also use it to free space in their mobile phones by transferring and syncing photos to Dropbox. In short, it is one jumbo pack with multiple benefits.
Here are a few recommended hacks that will make your work on Dropbox more efficient:
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1) Restoring Deleted Dropbox Files
One may get worried about how to restore files in case of a ransomware attack. At first, it may appear that there is only one copy of all the files in your Dropbox storage. However, Dropbox offers a basic plus; it has a rolling window inside. It means that one can revert this window for restoring his files anytime. The rolling window feature varies from one basic to paid plans. However, if you are using Dropbox’s free-of-cost plan, you can restore your files anytime within 30 days.
Restoring Single Files
Restoring a single file is doable manually.
- To recover your single file, sign in on Dropbox.com
- Click on the tab of files, then go to deleted files
- Click the file you want to restore
- Double-click on it and click on restore
- Your file will ultimately move back to your storage
Restoring Whole Dropbox Data
If you lost your whole Dropbox data, you need to write an email to the Dropbox team to recover your entire data.
2) Forget the Stress with Passwords
Remembering passwords of different accounts and managing them in your head is a big task. Dropbox Passwords is a password manager that automatically syncs all your devices on which you have signed in to your Dropbox account. The efficient manager helps you sign in to any website or application and saves your password securely. In this way, you can sign in to your websites next time without the hassle of remembering passwords.
The app safety version remembers your username and password on all devices, and you don’t need to memorize them every time. It not only manages your password but also aids in creating a strong password. Your website or account will automatically get logged in with the Face ID or Touch ID on the iOS devices. Moreover, the Dropbox Password Manager also locks your account automatically on inactivity or switching off.
3) Share Screenshots Quickly Through Dropbox
It feels tiring to take a screenshot on a PC, transfer it into Dropbox storage, and copy the link for sharing.
Dropbox offers a quicker and more efficient way for this. You only need to enable the screenshot-taking feature of your Dropbox on your PC or Mac device, and it will cut your effort and time for sharing screenshots.
With the feature enabled, you can take screenshots just like actual. Dropbox will automatically save them in the screenshot folders on its storage. Not only this, but it will also copy the link to the most recent screenshot on your clipboard instantly. Now you can share the link with ease anywhere on Dropbox, email, or any other website.
Follow these steps to enable the screenshot feature of your Dropbox:
- Click on the Dropbox tab in your menu bar
- Click on the avatar or profile picture
- Select settings and preferences
- Select the backup tab
- Check the box for saving screenshots using Dropbox
Your screenshot saving feature will get enabled.
4) Dropbox Commenting Feature
Sharing any file or folder through Dropbox is a million times easier. One can invite someone to join his Dropbox folder or share a link to a particular file. Dropbox has introduced a feature that lets others comment on files. People often overlook this feature and are not habitual of using it, although it is worthy of use. It allows you to discuss the alterations in your files.
As a premium member, you can use this feature on both the mobile and desktop versions. Moreover, it is also usable in the actual desktop app of Dropbox.
You can select and file and preview it to read the comments made by other viewers. You can also share your comments and mention your colleagues by adding the symbol (@). If you comment, your colleagues will get notified in Dropbox and email. It means that Dropbox enables the real-time sharing of thoughts with your co-workers.
5) Saving Local Space by Using Selective Sync
Most business personnel prefer online editing and previewing of files. However, they often feel that particular files must be available on their personal computer. Dropbox also addresses this problem by offering selective sync, and you can turn on this to save your most important files on your computer.
Go through these steps to turn on this feature:
- Open your Dropbox preferences.
- Select the Account icon
- You will find a change setting tab in front of the selective sync entry—click this button
- Now you have the opportunity of syncing your files to your computer
Keep in mind that the other files will be available online, and you can view them at any time. This feature is helpful for you if you want to sync your photos or videos from Dropbox.
6) Delete Your Files From a Stolen Device
You might lose your phone or laptop with data in Dropbox. Soon you realize that the Dropbox account got logged in on your phone. You don’t need to panic about your files and selfies. Dropbox supports its users by protecting their data and offers them multiple features. The security features of Dropbox aid in securing your Dropbox phone with a PIN password.
Enabling a PIN code will provide unbreakable security to your phone because the hackers need to decrypt your PIN code in addition to your phone password. Moreover, if you own a paid version of Dropbox, you have the choice of deleting your synced files from any Dropbox device. The only requirement is that the Dropbox be ON on your device.
- Open your settings from the Dropbox account
- Select the Security icon
- Click the trash can of the device you just lost
- You will get the option of remote deleting your files
The integrated security protection of Dropbox also enables its users to add a two-step verification code. The hacker will need the security code and password for accessing your files. Two-step verification is not beneficial in case of your phone loss. However, if someone hacks your password, this step may be handy in protecting your stolen files.
7) Manage Everything You’re Sharing
Sometimes it happens that you share the wrong file on Dropbox. It is as bad as losing your phone somewhere. But hold on, you don’t need to panic. All you need is to open the Dropbox app and select the option of shared files in the right bar.
All your shared folders and files will be available there. Another plus point is that the last modification time will also appear to inform you who just viewed your document. Here you get a quick preview of all the folders added on Dropbox, and you can also know about the folder to which you have access.
You can also add contributors to manage and who will have access to your content. There is a link screen available at the top of the page. Here you can view the files you shared using a link, and the time of sharing is also available here. So, you can delete a file or remove the link of the private content you shared accidentally.
8) View a File Without Installing Its Particular Software
Sometimes we want to discuss a file viewable through Adobe Illustrator. If all your colleagues do not have Adobe Illustrator to view it, they can use Dropbox. You only need to have a browser on your desktop. From Dropbox.com, one can read your PDF files, view your lengthy video content, preview images, or Adobe Illustrator files from Dropbox.com.
Conclusion
Dropbox is essentially a top-notch storage service provider with additional perks. You must try these tips and tricks to add ease to your work. Dropbox is available in both desktop and mobile versions and is compatible with iOS devices. You can also make your data available offline. So, go for these tips and manage all your business activities in one place.