How to Use Dropbox to Separately and Securely Share Files
Dropbox can be used to store computer files in an online holding account so they can be accessed from any computer with an internet connection. Dropbox can also be used to share any file in that holding account with colleagues, family, and friends, separately and securely.
With an existing Dropbox account, log-in and navigate to the “Sharing” tab on the menu bar.
Click on the “Share a folder” button.
When the following dialogue box opens select “I’d like to create and share a new folder.” Then type an appropriate name for the folder in the “New folder name” box and click “Next.”
After you have created the new share folder, another dialogue box will open that allows you to invite collaborators to that folder and send a personal message along with the invitation.
Co-workers that are invited to the shared folder will receive an e-mail notification with the invitation and a link that will take them directly to the shared files in the folder, as shown in this example:
A Dropbox account is required to access shared folders. If the co-worker in this example does not have a Dropbox account, he will be directed to open one.
When the co-worker connects to the shared folder he will see the files that have been placed in it. He will only have access to files placed in that specific folder and cannot navigate to other folders the inviter has in their Dropbox, thereby keeping file security intact. Multiple workers may be invited to the same file, or different aspects of a project may be shared with different workers by creating multiple shared folders. Again, workers can only access files in folders to which they are invited; this allows the invitee to determine who has access to specific files.
If workers are expected to contribute separately on the same project, a copy of the same file can be placed in any number of shared folders. When changes are made to the file by that individual worker, they are saved separately, allowing supervisors to judge the individual performance of each worker.
Once a worker has completed the project assignment there are several ways to deny further access to the shared folder. To remove an individual member, click on the “Sharing” tab and select “options” next to the folder that is to be modified.
When the options dialogue box opens, click on the “Members” tab at the top. All individuals that have been invited to share the folder will be listed. Click on the down arrow to the far right of a members e-mail address for the option to uninvite that person. Simply click on “Uninvite” and that individual will no longer be able to access the files. To deny access to all members of the shared folder click on the “Unshare this folder” box in the lower left hand corner of the dialogue box.
These same methods can be applied to sharing files with friends and family. Pictures, documents, graphics, or even executable files may be shared privately and securely with anyone who has a Dropbox account.
BIO: Dallas Behling is an entrepreneur and the co-founder of ArtOfWarCentral.com, a game server company. Dallas also runs other projects for other companies in his spare time.
