Your guide to being a Dropbox admin
30 minute read
A Dropbox team account is a home for all your team’s work. With an intuitive admin console, team space, and advanced security features, Dropbox gives you the tools you need to get your team up and running.
This guide introduces you to the features, permissions, and security controls you’ll manage as a new admin. To learn more about Dropbox core features (like how to sync and share), take a look at the team member guide.
How to log in to your Dropbox account as admin
How to log in to your Dropbox admin account on dropbox.com
When you sign up for a Dropbox team account, you'll be prompted to set up an account on dropbox.com as an admin. To use Dropbox, you need to log in to your account with the credentials you selected during this initial setup.
Go to www.dropbox.com.
Choose the appropriate log in option.
Related resources
How to access the admin console
The admin console is your central hub for visibility and control. You can access it in just two simple steps:
Log in to dropbox.com using your admin credentials.
Click Admin console in the left sidebar.
Depending on your admin role, you’ll see different options that help you oversee members, review your team’s workflow, and invite team members to create accounts.
Want to take a tour of the admin console? Watch our admin console tutorial.
How to set up a folder structure for your team
With a Dropbox team account, your team has a workspace that functions like a shared drive. Dropbox works best when the structure of the team space reflects the structure of your organization.
We recommend you complete the following steps before you invite colleagues to join your team in Dropbox:
Create the user groups you plan to assign to those folders. A team can be a functional team like “Sales” or “HR”
or a cross-functional team which comes together to work on a project, like “New Hire Onboarding.”
Create the folder structure with a folder for each team.
Creating a team folder
Think of a team folder as your online filing cabinet—without the paper clutter. You set the folder structure and organization system, making it easy to find what you need, when you need it.
In the Content page, you can organize the folder structure in your new team space. In this page, certain types of admins can also manage membership of shared content.
To create a team folder:
Log in to dropbox.com with your admin account.
Click Admin console in the left sidebar.
Click Content in the left sidebar.
Click New folder.
Choose if you want everyone on your team to have access to this folder or only specific people.
Choose if members should have Can view or Can edit access to the contents of the folder.
Can view: Members can only view (and download) the contents of this folder.
Can edit: Members can view, edit, and manage access to the contents of the folder.
Click Create.
Note: By default, anyone with edit permissions to a folder has edit permissions to all of its subfolders inside it. For example, if members of a group can edit “Design”, they can also edit any folders inside “Design.”
Creating a group
A group is a group of teammates who need access to the same information, whether they’re split by team, department, or even project. You’ll use these groups to assign access to team folders. Only certain types of admins can create a company-managed group.
To create a group:
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Groups in the left sidebar.
Click Create group.
Enter a group name.
Choose whether the group will be company-managed or user-managed.
Click Create.
Add members to a group
Only admins can add members to a company-managed group. Team members can't ask to join a company-managed group.
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Groups in the left sidebar.
Click the name of the group you'd like to add members to.
Click Add members.
Enter the name of the person you'd like to invite, and click Add members.
Related resources
How to download Dropbox for your computer and mobile devices
Whether you’re working from home, from the office, or traveling to a business meeting, Dropbox makes it easy to access all your files, photos and videos on the go.
Once Dropbox is installed on your computer, you’ll see a Dropbox icon in the taskbar (Windows) or menu bar (Mac) and a Dropbox folder on your hard drive, where you can work with the same files as at dropbox.com.
How to download the Dropbox desktop app
Download the Dropbox desktop app.
Open the file you downloaded.
You’ll be prompted to log in with your Dropbox team account credentials.
You should use the same email address and password that you logged in with on dropbox.com (this will be the same for all your devices).
The Dropbox desktop app is available for Linux, Windows, and macOS operating systems.
Related resources
Learn more about using the Dropbox app with Windows 10 in S mode or on Linux
Learn more about Dropbox compatibility with your operating system
How to download the Dropbox mobile app
Download it from dropbox.com/mobile, or your preferred app store.
If you already have the Dropbox mobile app on your phone or tablet, simply log in with your email and password. You can also log in using SSO with your Google or Apple account.
How to add files and folders to your Dropbox account
Once you’ve downloaded the mobile and desktop apps, it’s time to put Dropbox to work by adding your files, pictures, and videos.
Add a file or folder to your account via dropbox.com
Once you’ve signed in at dropbox.com, adding files to your account is as easy as dragging and dropping from your computer’s file system. Or, just follow these steps to upload a file or folder from your computer:
Log in to dropbox.com.
Click Upload under the search bar at the top.
Click Files or Folder:
If you choose Files, select as many files as you like and click Open.
If you choose Folder, select a folder and click Upload.
Add files or folders to Dropbox from your computer
Drag and drop files or folders into the Dropbox folder on your desktop. Or, use the Save As menu option in most applications to save files directly to your Dropbox folder.
Files and folders in your Dropbox folder will automatically sync to dropbox.com, and to the Dropbox desktop or mobile apps on any other devices you’ve connected to your account.
Add a file or folder from your desktop to your Dropbox account
Like with File Explorer (Windows) or Finder (Mac), you can drag and drop into the desktop app:
Drag and drop the file or folder into the Dropbox folder on your hard drive.
Select the Dropbox folder when using the Save As option in most applications.
Like to use Microsoft Office? Dive into the “General” area of “Preferences” and you can make Dropbox a default “Save As” location. Just a little time-saver.
Add a file or folder using the Dropbox mobile app
You can manually upload files, photos and videos to your Dropbox account using the mobile app. The steps you take to manually upload files on your mobile device will vary slightly depending on the type of device you use.
How to upload other types of files or files from your device’s storage and external SD card
Android phone or tablet
- Open the Dropbox mobile app.
- Open the folder where you’d like to save your files.
- Tap "+" (plus).
- Tap Upload files.
- Find the files you want to upload, and tap to select them for upload.
- Tap Upload.
iOS phone or tablet
- Open the Dropbox mobile app.
- Open the folder where you’d like to save your files.
- Tap "+" (plus).
- Tap Create or Upload File.
- Tap Upload File.
- Tap Browse and find the file you’d like to upload.
- Select the location where you’d like to save the file in your Dropbox account.
- Tap Upload.
How to set up sharing settings for your Dropbox team account
Admins set up and manage automatic sharing with team folders. You can also customize team-wide rules for all shared folders created by your team.
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Settings.
Under Content, click Sharing.
Note: Changes to these settings don't apply retroactively.
How to keep members from sharing content outside the team
Depending on how your team needs to use Dropbox, you may want to restrict what can be shared externally.
Go to the Settings page and scroll down to Content.
Click Sharing.
Next to Sharing links externally, select Off.
This ensures team members can only share files and folders with other members of your team.
Learn more about setting team-wide sharing permissions in this video:
How to share a file or folder from your Dropbox account
Share a file or folder from dropbox.com
Log in to dropbox.com.
Hover over the item you’d like to share.
Click the Share icon that appears.
Type the email or name of the person, people, or group you’d like to share with.
Select Can edit or Can view from the dropdown menu.
Click Settings to customize who has access or disable downloads. You can require a password and set an expiry date too.
Click Share file or Share folder. Recipients will receive an email invitation to the content you shared.
You can also click Copy link (If a link hasn't been created yet, click Create and copy link).
The link will be copied to your clipboard. You can then paste it into an email, chat, or other message.
Share a file or folder from the Dropbox folder from the Dropbox desktop app
Click Share.
Type the Email, name, or group of the person (or people) you’d like to share with.
Select Can edit or Can view from the dropdown menu.
Click Share. They’ll receive an email with a link to the file or folder.
Share a file or folder using the Dropbox mobile app
Navigate to the file or folder you want to share.
Tap "…" (ellipsis).
Tap Share.
Tap Create a link.
If a link was already created for this content, tap Share link next to Anyone with the link can view.
Select the way you'd like to share the link from the options Can edit or Can view. Either option will allow them to comment.
How to set up Dropbox Paper for your team
Dropbox Paper is a great way for your team to write up thoughts, collaborate, and share ideas.
How to invite team members to your Dropbox team account
Unless you’ve given invite permission to members, only certain types of admins can invite members to your teams account. Each invited member uses one of your plan’s licenses.
You can invite members through the admin console or the Dropbox Active Directory Connector. We recommend you use the admin console to invite members.
Inviting team members through the admin console
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Members in the left sidebar.
Click Invite members.
Enter the email addresses of people you want to invite.
Click Invite.
Note: You can also import a CSV file if you’d like to invite members to your team in bulk.
If a team member already has a Dropbox account that they use for work, they can convert an existing personal account to a Dropbox team account. Alternatively, they can create a new account altogether.
Inviting team members through an integration
If you already have SSO or are planning to implement one, we recommend inviting team members using active directory connector.
How to add another admin to your Dropbox team account
We recommend that all teams have at least two admins who can help with specific tasks like managing account security or onboarding new members.
To add new admins through the admin console:
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Members in the left sidebar.
Find and select the member you want to make an admin.
Click the "..." (ellipsis) to the right of their name.
Select Make admin.
You can change these permissions at any time.
There are eight pre-built admin roles, each with a different set of permissions.
Team admins can access all permissions.
User management admins can add, remove, and manage team member accounts.
Support admins can help team members with limited tasks, including resetting passwords.
Billing admins can make payments and renew contracts.
Content admins can set content permissions and manage content.
Compliance admins* can manage retention policies and legal holds.
*This admin role is only available to teams that have purchased the Data Governance Add-On.Reporting admins can create reports on team activity and member data.
Security admins can manage security alerts, external sharing, and security risks.
To learn more about what each admin can do, explore this module.
How to log in as one of your Dropbox team members
Certain types of admins can log in as member to log in to the account of anyone on their team. This access allows you to do any of the following:
View a team member's folder structure.
Share files and folders with others.
View, open, and download files.
Delete files or restore deleted files.
To log in as a member:
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Go to the Members page.
Click the "..." (ellipsis) next to the name of the team member you'd like to log in as.
Click Log in as member.
Click Sign in to confirm your choice.
You'll be taken to the account of the user you selected, where you can act on this member's behalf.
When you're done, be sure to click Sign out on the red banner at the top of the page. This will help you avoid accidentally making changes to the wrong account later.
Note: This feature is only available to Dropbox team accounts on an Advanced or Enterprise plan.
How to suspend or delete a team member from a Dropbox team account
Whether you’re suspending or removing someone on your team, you can do it all from the admin console.
How to suspend a Dropbox team member
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Members.
Click the “…” (ellipsis) beside the name of the user you want to suspend.
Click Suspend.
Select Suspend and choose whether to delete this user’s files from any devices they may be logged into.
How to unsuspend or delete a suspended member
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Members.
Click Suspended.
Click the “…” (ellipsis) beside the name of the suspended user.
Click Unsuspend member or Delete member.*
*If you’re deleting the suspended member, you’ll need to choose whether to transfer this member’s file content.Click Unsuspend or Delete.
If you unsuspend a team member, they immediately regain access to their account. They'll receive an email stating that their account is active again, and they can log in using their existing password (unless your team uses SSO).
How to transfer Dropbox team accounts to new team members
Once an team member is deleted, certain types of Dropbox admins can transfer that deleted team member’s files and folders to someone else on their team. This feature allows for a seamless transition of ownership and ensures that important files and folders aren't lost or inaccessible after a member leaves the team.
With account transfer you can choose to do one of the following:
Transfer everything from the old account to a new member (including files, folders, and sharing relationships)
Transfer the content to your admin account and choose what goes to the new employee
How to train your team to use Dropbox
Educating and supporting members throughout their transition to Dropbox is critical to the success of your deployment.
We recommend you invite your team to complete the Dropbox quick start guide designed for team members. This guide helps new team members add and share files, find troubleshooting resources, and more.
Further training
In our self-guided learning library, your team can pick and choose topics, as well as explore Dropbox features at their own pace and with their own work in mind. As an admin, you can create the optimal learning journey for your team by assigning specific topics in the training.
Virtual classes
Your team could also join a free Dropbox learning live session. These walk new members through core Dropbox functions with the interactivity of a virtual classroom.
How to use app integrations with Dropbox
Admins can manage app integrations from the admin console and team members can connect and manage third-party apps in their account settings unless admins block the ability to connect.
Team members can also use the Dropbox App Center to discover and connect apps.
Get started with the Dropbox App Center
Log in to dropbox.com
Click the grid icon in the top-right corner and select App Center.
Browse or search for an app you’d like to connect or learn about.
Share with Slack
Dropbox and Slack bring your content and conversations together seamlessly. The Slack integration allows your team to share files and message people in Slack directly from Dropbox. They can see who shared their file in Slack, when they shared it, and what channels they shared it in.
Log in to dropbox.com.
Click All files in the left sidebar.
Hover over the name of the file and click the check box that appears on the left.
Click the arrow next to Share in the upper-right.
Click Slack.
You have the option to add a message.
Click Send next to the channel or person you'd like to share it with.
Learn more about using Slack with Dropbox
Connect your calendar
When team members connect their Google or Outlook calendar to their Dropbox account they can easily find what they need, when they need it. The calendar integration allows your team to view upcoming meetings, join meetings, and attach files to meetings right from their desktop.
To connect to your calendar in the App Center:
Log in to dropbox.com.
Click the grid icon in the top-right corner and select App Center.
Click Google Calendar or Outlook Calendar and Contacts.
Note: If you don’t see Google Calendar or Outlook Calendar and Contacts, use the Search App Center bar at the top to find the apps.
Click Connect, and follow the prompts.
Set up your team for success with their Dropbox team account
Keeping your team in sync is just as important as ensuring all their files and folders are in sync. Learn how to control your team’s access to Dropbox, set team-wide permissions, and much more.