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Dropbox business tips & tricks

Dropbox business tips & tricks

Now you’ve got the basics down, it’s time to learn a few more tips and tricks to help you get the most out of Dropbox business account.

30 minute read

Transfer large files to others using Dropbox Transfer

Dropbox Transfer lets you easily send large files for final delivery, even if recipients don’t have a Dropbox account. 

In addition to sending individual files, 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.

How to create a transfer

Create a transfer

  1. Sign in to

  2. Click the grid icon in the top-right corner.

  3. Click Transfer from the menu that appears.

  4. Click Create transfer.

  5. Choose files or folders from your computer or Dropbox account.

  6. Click the gear icon to customize your expiration date or add a password.

  7. Click Next.

  8. Click Copy link or Send via email.

Note: The options to add passwords and extend expiration dates are only available on Dropbox Professional, business Advanced, Enterprise, and Education plans.

How to change the expiration date after a transfer has been sent

  1. Sign in to

  2. Click the grid icon in the top-right corner.

  3. Click Transfer from the menu that appears.

  4. Click the transfer you want to change.

  5. Under Settings, click the arrow below Expiration and choose an expiration date.

  6. Click Save.

Note: Transfers automatically expire after 7 days. The option to extend the expiration date is only available on Dropbox Professional, business Advanced, Enterprise, and Education plans.

How to see how many times a transfer was viewed or downloaded

  1. Sign in to

  2. Click the grid icon in the top-right corner.

  3. Click Transfer from the menu that appears.

  4. See Views and Downloads next to each transfer.

How to customize a transfer

You can also add backgrounds and logos to your transfers to make them more reflective of your company’s brand.

  1. Sign in to

  2. Click the grid icon in the top-right corner.

  3. Click Transfer from the menu that appears.

  4. Click Customize design.

  5. Click the dropdown menu next to Choose background or Choose logo to add a background color, background image, or logo.

  6. Click Save.

Note: The option to customize a transfer is only available on Dropbox Professional, business Advanced, Enterprise, and Education plans.

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 you to collect and receive files(up to 50 GB) from anyone, right in 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 sign 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.

How to create a file request

  1. Sign in to

  2. Click File requests in the left sidebar.

  3. Click New request in the right sidebar. 

  4. Under Title, enter a name for your request.

  5. Under Description, add details about the request, if you like. 

  6. Under Folder for uploaded files, you'll see the path to a new folder for your requested files. If you'd like to change the destination, click Change folder.

  7. Click the check box next to Set deadline to choose a date and time. You can also Allow late uploads and choose a timeframe.

  8. Click Create.

  9. Type the email, name, or group of the person (or people) you’d like to request files from. They’ll receive an email about your request. 

    To copy a link instead, click Copy next to Share a link instead. You can paste the link into an email, message, or wherever you’d like people to access it.

  10. Click Share. You’ll receive an email confirmation, and an email notification when files are uploaded to your file request.

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.

Play the video tutorial to learn how to close a file request.

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. That means you can access your file history and previous versions, just in case.

How to restore and recover previous versions of files

1. Sign in to

2. Click All files in the left sidebar.

3. Hover over or select the correct file and click “”(ellipsis).

4. Select Version history.

5. Select a version to preview.

6. Click Restore on the version you'd like to restore.   

How to recover deleted files in Dropbox

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 Office files stored in your Dropbox 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 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 and tap the Edit icon.

Note that editing files within a Dropbox business 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 if you haven't already. Once connected, you can access the files in your Dropbox from the Open tab.

Note that editing files within a Dropbox business account requires an 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 right 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 the video to discover a simple way to share documents, create shared links, and leave comments. All thanks to the Dropbox badge.

Capture screenshots without clogging up your desktop

If you find yourself taking a lot of screenshots on your computer, you’ll 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?

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 application 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 (e.g. directly into a chat message). Anyone who clicks on the link will see your screenshot on a preview page on the Dropbox website.

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(e.g., directly into a chat message). 

Anyone who clicks on the link will see your screenshot on a preview page on the Dropbox website.

Save your screenshots where you need them

If you've connected your personal and work Dropbox accounts, you can also choose which account you want to save screenshots to.

If you want to change this setting, click the Dropbox icon in your computer’s System Tray (Windows) or Menu Bar (Mac). Next, click your initials or profile pic, then click Preferences and Backups.

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.

How to scan a document

Once your Dropbox app is open on your mobile device, tap the ( + ) button. 

Choose Scan document and either take a picture of what you want to transform into a document, or select an image from your camera roll. 

If you do take a picture, point your camera at that object; a border will then outline the shape you’re scanning.

How to edit and arrange the document

After scanning a doc, the next screen is the Edit view. 

The icons on the bottom represent the actions you can take to edit your scan. 

You can also tap Arrange to reorder the pages of your scan. In the Arrange view, long press a page to drag and reorder it.

Adjusting your scan

From the Edit screen, you can also adjust your scan. 

Just tap the icon with the three sliders at the bottom of the screen and edit the area of your scanned document by moving the blue dots on each corner of the scan. 

Under Filter, you can decide what format you want the scan in (black and white, whiteboard, or original). 

After you’re satisfied, tap the checkmark to signify that you’re done.

How to save your scanned document

From the Edit screen, tap Next to enter the Settings view. 

Name your file whatever you’d like, pick the file type (PDF or PNG), and then decide where to save your document. 

You’ll also notice that the Dropbox doc scanner will provide file name and folder location suggestions based on your recent scans.

How to search inside your scans

Since you’re on a Dropbox business 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 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. 

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

  1. Log in to Gmail in your browser.

  2. 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.

  3. Search for Dropbox for Gmail. Select it.

  4. Click Install.

  5. 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 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 out these files just like any other file.

And 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?

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