Hi everyone:

 

Dropbox plays a central role in our digital work and evidence has been building for a while that we need some comprehensive training with separate Q & A sessions.  We’ve noted some staff members haven’t been using the Dropbox as backup protocol and we’ve seen instances of files and folders shared in a way that sabotages collaboration.  We’re here to help. 

 

We have created a 33-minute training video that comprehensively covers Dropbox use.  Click here for the video.    We strongly recommend you watch it.  We can give you new headphones if you’re in a cubicle and don’t have your own. 

 

If you still have questions after watching the video, please email me and request a Q & A session.

 

Here’s the outline of the Training video:

 

Dropbox – the Menu Bar icon (00:00:28)

1. If it’s there – Dropbox is running
2. Not there?  Not installed or not running.
   1. To get it back, open the Dropbox app from the Applications folder
3. Alerts – read them

 

Dropbox (AMERICAN TECHNION) folder (00:04:10)

1. What’s here?  Everything. 
   1. All your private ATS documents and,
   2. all docs that have been shared with you or, all docs you have shared with others.
2. How to know what is shared with whom?  Right-click > Share

 

The Beauty of Dropbox (00:10:16)

1. The documents can reside on both your Mac’s drive and in the Cloud.
2. Why is this a good thing?
   1. Everything from your Mac is backed (if the files are kept within the Dropbox folder)
   2. Access everything from any device, anytime (Mac, PC, Guest computer through the Web), iOS, & Android.
   3. Local files means the documents open and save faster.
   4. Dropbox syncing is instantaneous.
   5. Backups completely eliminated, if Staff follows ATS Dropbox protocol known as Desktop or Documents on Dropbox.

 

Value of ATS Dropbox backup protocol (00:12:47)

The recent case study from an ATS Staff member:  Work lost.  Completely. 

 

How to Share Documents in Dropbox (00:14:00)

1. Have IT create a Departmental shared folder if one does not exist – recommended approach
2. User created folder--in Dropbox (AMERICAN TECHNION)—is Shared via the Share command
   1. When should “Share” be used?: when people will need periodic or continuous access.
   2. MIS2 folder example:  Shared with Staff having both privileges.
3. Share a document or folder via the one-time, web-only, view-only (OTWOVO), Copy Dropbox Link
   1. When should you use “Copy Dropbox Link” – for OTWOVO situations.

 

Pitfalls/Gotchas (00:21:07)

1. File naming conventions
   1. avoid commas, slashes /, asterisk *, plus sign +, equals sign =, quotes “, hashtag #, colons & semi-colons.
   2. Ok to use dashes -, and underscore _
2. Don’t move folders around, and certainly don’t move them out of Dropbox (AMERICAN TECHNION)
   1. Why shouldn’t we move them out?  Backups and breaking the sync with colleagues.
   2. Aliases are incredibly helpful and offer the same utility as moving folders

 

General Tips (00:26:15)

1. The status icons in the Finder
   1. blue, green check, cloud
2. How to save space on your drive via Smart Sync – Online Only
   1. use for folders that are true space hogs
   2. How to tell how much space is used locally (File > Get Info on Finance)
3. Selective Sync – may be hiding some folders

 

Regards,

 

VICTOR TROMBETTAS

Director, Information Technology