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10 Ways Dropbox Transforms Business Mobility

4 Mar 2015 by Shay Moser

This article is sponsored by Dropbox, one of our partners, and they provide Insight with content to share with our audience. Insight editorial staff researched the Dropbox for Business Blog for the production of this content.

Completing every task on your to-do list is difficult. There’s a lot there. However, here are 10 ways that Dropbox transforms business mobility and helps you get things done.

  1. Flag your Dropbox files as “Favorites” to access them offline on your mobile device.
    • Mark your files in Dropbox as a “Favorite” and you will be able to access them when your Wi-Fi or cellular data is nonexistent. In addition to being able to access the files offline, they will be added to your Dropbox Favorite tab for easier finding. The “Favorite” files will also be automatically updated and reflect the changes you’ve made when you open them on your office computer.
  2. Link all of your Dropbox accounts to keep everything in one easy-to-access location.
    • If you have a Dropbox Business account and a personal Dropbox account, you can link the two accounts for easier access. Both accounts and all of their documents will appear on one screen, but the accounts will remain separate entities (i.e., different passwords, settings and controls).
  3. Access your Dropbox files on mobile 24/7 from anywhere in the world.
    • By downloading the Dropbox mobile app, you have all of your documents at hand. The app allows you to preview, open and share your documents whenever necessary. And, remember, you can preview, open and share any documents you have as your “Favorites” no matter how bad your cellular reception may be.
  4. Combine Dropbox and Microsoft for mobile productivity at its finest.
    • The recent integration between Dropbox and Microsoft makes edits on your documents more seamless. Now, when you make changes to a document through the Dropbox app, it automatically updates and syncs with Dropbox. So you’ll always have the most up-to-date file in your account.
  5. Never forget a password again with Dropbox and 1Password.
    • By storing your various passwords with Dropbox and 1Password, you will never forget another password again. In order to access your passwords, you simply need to remember one master password for 1Password. The added bonus is, by storing your information with 1Password and Dropbox, you can access it from your mobile device using the Dropbox app.
  6. Find files buried among other files.
    • If you are having trouble finding a specific file, look no further than the full-text search functionality that Dropbox offers on their website, and through their iOS and Android apps. The full-text search feature searches both the titles of your documents and the text within your documents.
  7. Access an older file version.
    • Want to access information in an older version of the document? No problem. Right-click on the Dropbox file and select, “View Previous Versions.” You will see a list of all the versions that have been saved through Dropbox. Simply click on the one you need and access the older information. This feature is available on all file types so you will never lose valuable information again.
  8. Share files on Dropbox.
    • One way to share files on Dropbox is by using shared folders. Several users can edit, add or delete files in shared folders. This makes it possible for several individuals to have access to the files and collaborate on them. Another way to share files is by creating shareable links. This allows people to view the document, but they cannot make changes to it.
  9. Save and share screenshots.
    • The easiest way to save and share screenshots is through the Dropbox app. When you take a screenshot, it will automatically save on your Dropbox account. When you want to share a screenshot, go to your Dropbox app and add it to a document, email or message.
  10. Create an expense report system.
    • Expense reports are a headache, but Dropbox can make them more manageable than ever before. First, you must scan your receipts into Dropbox using an app similar to Scanbot or Scanner Pro, which integrate with Dropbox. Create an Expense folder and sub-folders titled: To Submit, Submitted and Reimbursed. You can add as many sub-folders as needed. Then, all you do is move the scanned receipt PDFs from each of the folders as they move through the expense report process.

Many thanks to our Dropbox partner for these tips.