File Syncing and File Sharing

Access to online storage and file sharing is a virtual reality for any Virtual Assistant and basically every business today. Whether you use it for personal reasons or to share files day to day, the options are endless and usually come down to user preference.

Although the options are endless, the 3 most popular file syncing services out there are Google Drive, Dropbox, and OneDrive.

At Windy Ranch Admin, we use all three systems, based on client needs, however, my personal preference is Dropbox. You can back up your files or even pictures to the cloud, sync them between computers or share them where needed. That's not all it can do.

Let me break down how we use Dropbox, and provide you with a few tips and tricks that will help you, should you decide to try it. You can also take a test run of Dropbox by clicking here.

To start, you should know that Dropbox is very reliable. Launched in 2007, they were one of the first file syncing products on the market. You can sign up for a free account, pro version or business solutions. They are also launching an amazing new product called Dropbox Paper. I have not done a trial run of this new product yet, as our current systems rock. It does look very cool, so I have added it to my list of systems that I intend to be trained on. Check it out here: https://www.dropbox.com/paper It looks very cool.

I started Windy Ranch Admin with the simple free account and it worked well for us for quite some time. As business grew, we added more clients, team members, and services offered. The free account simply did not cut it for us anymore, so we upgraded.

How do we use it?

• Share files between team members
• Store procedures
• Store documentation for projects
• Online back up of computer's hard drive
• Photo storage

There are many uses for file storage, but I have found it incredibly useful for sharing files, pictures or projects across devices. A person does not need to have Dropbox in order to receive the files. You can create a folder with the files, copy the link to the folder and send it to your client or team member. They click on the link and can download the files securely without having to set up a Dropbox. I have found this useful to use between PC and MAC users, as we have found syncing glitches between these two computers.

I tend to need to update to a new computer about every two years. Last year got caught without a latest back up of my hard drive. Now absolutely everything gets stored or synced to Dropbox. Every system that I have is accessible on any computer anywhere in the world with ease and efficiency. A computer crash will help you make this a priority, though I hope it doesn't happen to you. There is no time for down time with as a Virtual Assistant.

How much storage do I receive?

The amount of storage depends on the version that you purchase. You will receive 2GB of free storage with their basic account and then you can earn more free storage by referring others, or you can simply go through their Dropbox Basics tutorial or enable your 'camera upload' and they will also give you more free storage.

It is good to note that you can only receive 16GB of free Dropbox storage space in your lifetime.

Costs?

I always suggest the free trial to start! After you have gone through their trial period and see all of the applications you may use it for, you can choose a free account. From the free account you can move into business which is $105/month for 5 team members, or you can choose the Pro account for $12.99/month. From this point you can add on other features that may work for your business model and the prices continues to climb.

Features I love:

• Notifies you within the document when a team member has last edited a file
• Notifies you within the document when a team member is currently working on the file
• Sharing files, notes, pictures to other people with the simple link share
• Using it the same as you would any document folder
• Pricing model
• Extra back up for my hard drive
• Duplicate copy alert
• Delegation made simple

Out of the box uses for Dropbox:

1. Keep an eye on access and more importantly unauthorized access
2. Share your files with your accountant. Dropbox encrypts everything that you upload and download over an HTTPS Connection. Saving hundreds of emails and being secure throughout the process. (Of course nothing can be 100% guaranteed over the internet so be careful!)
3. Quickly install apps
4. Print documents from any computer to any printer
5. Create a music library, keep it for yourself, or share it with your team
6. Convert, share and what we love to do AUTOMATE your files
7. Undo your delete. One of the things I love about Dropbox is if you accidentally delete a folder or file you can retrieve it from their servers (make sure you know your time frames for this)
8. Add the app to any device to quickly look at files or pictures and share them with others when needed without using all the storage on your phone or tablet
9. Almost every online system now can be integrated with Dropbox so make sure to check out the system settings of your current systems to learn more uses

How to get started using Dropbox:

• Go to dropbox.com
• Sign up for free with an email and password or use your Google account then simply follow the online steps to set up Dropbox on your device

For more information or to learn more features of Dropbox please see their support center here or feel free to contact me with any questions you have