Start-Up Tip – Storing & Sharing Large Files using Dropbox

We’ve all been in the situation where a file that we need to send or receive exceeds maximum size limitations.  With the popularity of cloud storage increasing, there are a variety of products on the market that make file sharing a breeze.

As a Business Administration Consultant my line of work requires the ability to send and receive small and large digital files easily.  Shared file types can range from Audio, Video, Photographs to documents and databases.  My favourite solution and one I’d be happy to recommend is Dropbox.

Dropbox is a file hosting service that allows you to share files publicly and privately across the internet.  It works simultaneously on multiple operating systems including Mac OS X, Linux, Windows and Android.  Files can be accessed from various devices including blackberry, iPad, Smartphones, laptops and desktops.

I myself use Linux, Windows and Android devices, having the ability to look at files on various operating systems is the key feature I chose it as it makes my work easy.  It is simple to set up and share folders with a specific client and I don’t have to worry about software compatibility or accessibility for my client.

 Attributes:

1. Access Files Everywhere – Save a SlideShow presentation that you are working on at the office, then access it on the train, at the coffee shop, at home, airport, hotel or conference centre!
2. View files on Multiple Devices – Sync files from your desktop and see them later on your laptop, tablet or smartphone.
3. It Just Works! – It works across multiple operating systems Windows, Mac OS X, Linux, Android, Blackberry, or iPhone.
4. The Program / App is Optional – no need to install a program or app you can access files directly via the browser.
5. Share Folders Easily – Set up a folder to be accessible by a specific email address and away you go.
6. Share Items Publicly – Items stored in the “Public” folder is available to the world; you can use a direct link to an item to share content publicly.
7. Doubles as a BackUp Location – everything you save in dropbox folder is automatically copied and stored in “the cloud”.  You can sync folders on your other devices and have copies on your other devices.
8. Keep files in Sync – always have your most recent to-do list, password or browser bookmarks.
9. Minor Version Control Ability – Each account maintains 30 day of “undo”, allowing you to return to yesterday’s draft of technical documentation – the one before you accidently deleted several vital paragraphs and instructions.
10. Keep Overheads Low – Dropbox offers 2GB of storage space free of charge.  Dropbox provide 2GB of online storage for free users, additional storage can be purchased through subscriptions.  Dropbox also offer bonus free space when you refer new customers.

Downsides

1. Privacy – Beware privacy policies, be sure that you are allowed to store the content in Dropbox.  Many institutions dictates that sensitive information must not be stored off site.
2. Space Creep – every shared file is also copied to your account, so you have to keep an eye on how much space you have left to work with.
3. Delay – with a slow internet connection, large files or large numbers of changes will take time to sync.
4. Storage Limitations – It’s ideal for storing small and vital items for back up purposes, but additional storage like external hard drives, USB drives and Online backup services like Carbonite.

Dropbox is only one online file hosting service, there are a multitude of alternatives available.  Be sure to shop around and find the right service that suits you and your business.  For additional information on alternative services I would recommend reading the following articles:

• Top 10 Dropbox Alternatives to Securely Sync and Share Files Online (opens in a new window)  
• Alternative To Dropbox (opens in a new window)
• Dropbox vs. the Alternatives: Which Online Syncing Service Is Right for You? (opens in a new window) 

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