Dropbox team account tips & tricks
Now you’ve got the basics down, it’s time to learn about a few more tips and tricks to help you get the most out of your Dropbox team account.
30 minute read
Transfer large files to others using Dropbox Transfer
You can use Dropbox Transfer to send files you don’t need to collaborate on, even if the recipient doesn’t have a Dropbox account. For example, you can use Dropbox Transfer to a finalized contract or deliver a file that’s too big to email.
When you send a transfer, the recipient receives a shareable link they can click to download the file(s).
In addition to sending individual files, when you create a transfer you can include multiple files and folders in a single transfer, customize transfers with an expiration date, password, or logo, and monitor download activity for any transfer you create. You can even send Photoshop files directly from the Photoshop app.
Note: The options to add passwords, customize transfers, and extend expiration dates are only available on Dropbox Professional, Advanced, Enterprise, and Education plans.
How to change the expiration date after a transfer has been sent
Log in to dropbox.com.
Click the grid icon in the upper-right corner.
Click Transfer from the menu that appears.
Click the transfer you want to change.
Enter the new date under Expiration. It’ll automatically be saved.
Note: Depending on your plan, transfers are automatically set to expire after 7 or 30 days. Dropbox Professional, Education, Essentials, Business, Advanced, Business Plus, and Enterprise customers also have the option to add a password and increase the expiration, up to a year.
Collect files from your team with file requests
Dropbox file requests allow you to ask for and receive files from anyone, whether they have a Dropbox account or not.
Simply request files from your coworkers and clients and you’ll be able to collect them all in one Dropbox folder.
How file requests work
File requests allow team members to collect and receive files (up to 250 GB) from anyone, directly from your Dropbox account.
When someone clicks your file request link, all they have to do is choose files from their computer, enter their name and email, and click Upload.
There’s no need to log in, so anyone can add files, even if they don’t have a Dropbox account. It’s an easy way to get files—like proposals from vendors—without having to walk people through the process.
All the files you collect are automatically organized into a single Dropbox folder. Only you can view files uploaded by others, unless you decide to share them.
Learn more about how to change your file request once it’s created, or how to close a file request.
How to manage file requests
You can close a file request when you want to stop receiving files. Once closed, anyone with an invite link will no longer be able to upload files to your Dropbox.
If you set a deadline on the file request, it’ll close automatically when the deadline passes.
Learn how to close a file request in the following video.
Restore and recover files in your Dropbox account
If you accidentally delete a file or save a new version of a file you’re not happy with, rest easy.
Dropbox stores copies of your deleted files and folders for a certain period, including previous versions of files. This means you can access your file history and previous versions, just in case.
You can restore and recover previous versions of files and recover deleted files and folders in Dropbox.
Related resources
Create and edit docs using the Dropbox mobile app
Once you’ve downloaded the Dropbox mobile app, you can create documents and record your ideas from anywhere.
The mobile app allows you to open Microsoft Office files stored in your Dropbox account and make changes in the Office mobile and web apps. Any changes are saved directly back to your Dropbox account.
How to create Office docs in the Dropbox mobile app
Once your Dropbox app is open, creating an Office document doesn’t take much time.
Tap the plus (+) button, then choose to create or upload a file.
After that, you decide whether you want to create a Microsoft Word, Excel, or PowerPoint document.
Now you’re ready to record all of your brilliant thoughts.
How to edit documents with an iOS device
Editing documents in the mobile app is just as easy as creating them. On your iOS device, open an Office file stored in your Dropbox account and tap the Edit icon.
Editing files within a Dropbox team account requires an Office 365 account.
On iOS, the Edit icon in the Dropbox app will appear for the following file types:
.doc
.docx
.xls
.xlsx
.ppt
.pptx
How to edit documents with an Android device
On your Android device, you can view and edit other Office file formats by opening them directly from the Office apps for mobile. From the appropriate Office app, tap on the Account tab and connect your Dropbox account if you haven't already. Once connected, you can access the files in your Dropbox from the Open tab.
Editing files within a Dropbox team account requires a Microsoft Office 365 account.
On Android devices, editing is only available for the following file types:
.docx
.xlsx
.pptx
Take quick action with the Dropbox badge
The Dropbox badge appears on any Microsoft Word, PowerPoint, or Excel file saved in your account. When you’re working in a document, you’ll see the Dropbox badge, which lets you know that you’re working within Dropbox.
You can select the badge to take quick actions like sharing a link and viewing previous versions. The badge will also alert you as people open, view, edit, and update a shared file so you always stay in the know and avoid the dreaded conflicted copy.
How to use the Dropbox badge
Watch this video to discover a simple way to share documents, create shared links, and leave comments using the Dropbox badge.
Capture and organize screenshots
If you find yourself taking a lot of screenshots on your computer, you may have noticed they tend to pile up and clog your desktop background.
Did you know you can use Dropbox to save and share screenshots instantly to your Dropbox account instead?
After setting up your computer to automatically save screenshots and screen recordings to your Dropbox account, you can share them.
How to share and save screenshots on a Mac
The first time you capture a screenshot, Dropbox will ask if you want to save it to your account. Select Save Screenshots to Dropbox.
From now on, whenever you take a screenshot, the app will automatically save it to a folder named Screenshots in your Dropbox folder. It will also copy a link to the screenshot on your computer’s clipboard, which you can immediately share anywhere, for example directly into a chat message). Anyone who clicks on the link will see your screenshot on a preview page on dropbox.com.
How to share and save screenshots on Windows
Once you take a screenshot, press Print Screen to save the screenshot to your Dropbox.
Then press Crtl + Print Screen to copy and save a link to the screenshot on your computer’s clipboard, which you can immediately share anywhere, for example directly into a chat message.
Anyone who clicks on the link will see your screenshot on a preview page on dropbox.com.
Save your screenshots where you need them
If you have a Dropbox team account, and you’ve connected it to your personal account, and linked them both to your computer, you can choose which account your screenshots and screen recordings save to. To do so, use the dropdown menu next to the Share screenshots and screen recordings using Dropbox checkbox.
Scan, edit, and search your document scans
With the Dropbox mobile app, you can scan documents directly into your account with your iOS or Android mobile device.
Now, all of your brilliant ideas scribbled on napkins, mapped out on whiteboards, or collecting dust in file cabinets can be housed in the same place.
Tip: If you take a picture, point your camera at that object; a border will then outline the shape you’re scanning.
How to search inside your scans
Since you’re on a Dropbox team plan, you can even search inside your scans. And, if you paired your work and personal accounts, you can also access full-text search on your personal account.
Say you’re looking for that one scan detailing the expense budget you need to turn in today. You can use the search bar on the mobile app or dropbox.com to find the doc that contains “budget” in the file name or even the contents.
Full-text search is only available in certain languages. So, if you use Dropbox in a language other than English and don’t see full-text search, that means the feature isn’t yet available in your language.
Discover the Dropbox Gmail add-on
Integrating Dropbox with Gmail is a great way to cut down on clutter and avoid email attachments.
Faster, easier communication with Dropbox for Gmail
With Dropbox for Gmail, you can share Dropbox files through your Gmail account.
Enabling the integration adds a Dropbox icon at the bottom of the Compose window.
When you select this icon, a pop-up appears, allowing you to pick from the contents of your Dropbox account.
A shared link to the files or folder you want to share will then appear in the body of the email. It works just like an attachment, but without adding a large file to the email itself.
You can also save files you receive in Gmail directly to Dropbox.
How to install and enable the Dropbox for Gmail Add-on
Log in to Gmail in your browser.
Click the plus sign (+) icon on the right side panel. When you hover over the plus sign, you’ll see “Get Add-ons.”
Note: If you don’t see the right side panel, click the arrow at the bottom right to open it.
Search for Dropbox for Gmail. Select it.
Click Install.
Follow the prompts. You may need to log in to your Dropbox account if you aren’t already logged in.
The add-on will appear in your Gmail account on the righthand sidebar, above the plus sign(+) icon when you open an email with attachments or with Dropbox or Google Drive links.
How to use Gmail to share links to Dropbox files
Using Dropbox for Gmail is easy. Once you’ve enabled the extension and write your first email, you’ll notice a Dropbox icon at the bottom of the window.
Select the icon and choose the file you’d like to share from the pop-up window. Select Insert Link, and a shared link to the file will appear in the body of your email.
Even though the file looks like an attachment, it’s actually a shared link! This saves space in your inbox and ensures others will see the latest file version.
How to use Dropbox for G Suite
You can create and share Google Docs, Sheets, and Slides straight from your Dropbox. Just click Create new file on dropbox.com or Create in the Dropbox desktop app and choose your file.
Remember that the email you use for your Google account needs to match the one you use for Dropbox.
Now, there’s no need to move between a separate Google Doc and emailed links. Do it all from Dropbox. You can even share these files just like any other file.
Dropbox notifications will help you stay up to date when anyone makes edits to any Doc, Sheet, or Slide.
Working together in one central place got even easier.
Got a question about Dropbox for Gmail and G Suite?
We’ve likely got an answer. If you have a question that’s not listed here, check out our help center for more answers.