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How to use Dropbox as a team member

How to use Dropbox as a team member

20 minute read

How to access your Dropbox team account

You should have received an email invite to join your team on Dropbox. To get started, click Join your team from the invitation, and follow the prompts to sign up. If you didn’t receive an email, ask your IT department or Dropbox team admin for help.

Join a Dropbox team account.

How to log in to a Dropbox team account

You can access your Dropbox account in three ways: on dropbox.com, from the Dropbox desktop app, and with the Dropbox mobile app.

Get started by logging in to your account on dropbox.com. Then, install the apps on your computer, tablet, and phone to get the most out of your account.

How to log in to your Dropbox account

How to log in to your Dropbox account using Google Sign-in

How to log in to your Dropbox account using Sign in with Apple

How to log in to your Dropbox account using SSO

Having trouble loging in to your Dropbox account?

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. 

You can easily do this by visiting dropbox.com, or by downloading Dropbox for your devices.

How to download the Dropbox desktop app

  1. Download the Dropbox desktop app.

  2. 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.

  3. 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. Find out more about using the Dropbox with Windows 10 in S mode or on Linux.

Find more information on Dropbox compatibility with your operating system

What to do if Dropbox won't install

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:

  1. Log in to dropbox.com.

  2. Click Upload under the search bar at the top.

  3. 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:

  1. Drag and drop the file or folder into the Dropbox folder on your hard drive.

  2. 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 easily add files or folders to your Dropbox account right from your phone or tablet.

  1. Open the Dropbox mobile app on your Android or iOS device.

  2. Open the folder where you’d like to save your files.

  3. Tap "+" (plus).

  4. Tap Create or Upload File.

  5. Tap Upload File.

  6. Tap Browse and find the file you’d like to upload.

  7. Select the location where you’d like to save the file in your Dropbox account.

  8. Tap Upload.

How to back up your computer

You can automatically create a back up of key folders stored on your computer in your Dropbox account. After the initial backup, any changes you make to those folders or their contents will be automatically updated on your computer and your Dropbox folder. 

You can access the folders, which are backed up under “Mac” or “PC”, from anywhere you use use Dropbox, such as dropbox.com, the Dropbox mobile app, and the Dropbox folder in File Explorer (Windows) or Finder (Mac).

Want to know more about using Dropbox to backup your files? Watch our Backup Tutorial.

Learn more about backing up your computer

How to create a folder in Dropbox

Create a folder on dropbox.com

To create a folder:

  1. Log in to dropbox.com.

  2. Click Create folder under the search bar at the top.

    • You can also click + Create and select Folder.

  3. Name your folder.

  4. Select who’ll have access to your folder: Only you or Specific people.

    • If you select Specific people, type emails, names, or groups you want to share your folder with and select Can edit or Can view from the dropdown.

  5. Toggle on Add automation to set up your folder to automatically organize your content and convert files, if you’d like.

  6. Click Create or Share.

Create a folder in the desktop app

  1. Select Create and choose the item you want to create.

  2. Name the folder.

  3. Select Invite members and then enter the email, name, or group you want to share it with.

  4. Set permissions for those you invite. Can they edit the document, or do you just want them to view it?

  5. Select Share to send the invitation and start collaborating.

Create a folder on the Dropbox mobile app

Android:

  1. Open the Dropbox mobile app on your Android device.

  2. Tap the"+"(plus sign).

  3. Tap Create new folder.

  4. Type a name for your folder.

  5. Click Create.

iOS:

  1. Open the Dropbox mobile app on your iOS device.

  2. Tap the"+"(plus sign).

  3. Tap Create folder.

  4. Next to Folder name, tap New folder to name your folder.

  5. Type a name for your folder and tap Done when finished.

  6. Click Create.

How to share a file or folder from your Dropbox account

Share a file or folder from dropbox.com

  1. Log in to dropbox.com.

  2. Hover over the item you’d like to share.

  3. Click the Share icon that appears.

  4. Type the email or name of the person, people, or group you’d like to share with.

  5. Select Can edit or Can view from the dropdown menu.

  6. Click Settings to customize who has access or disable downloads. You can require a password and set an expiry date too.

  7. Click Share file or Share folder. Recipients will receive an email invitation to the content you shared.

  8. You can also click Copy link (If a link hasn't been created yet, click Create and copy link).

  9. 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

  1. Open the Dropbox folder on your computer. Right-click the file or folder you’d like to share.

  2. Click Share

  3. Type the Email, name, or group of the person (or people) you’d like to share with.

  4. Select Can edit or Can view from the dropdown menu.

  5. Click Share. They’ll receive an email with a link to the file or folder.

Create and share a folder in the Dropbox desktop app

  1. Select Create and choose the item you want to create.

  2. Name the folder.

  3. Select Invite members and then enter the email, name, or group you want to share it with.

  4. Set permissions for those you invite. 

  5. Select Share to send the invitation and start collaborating.

Share a file or folder using the Dropbox mobile app

  1. Navigate to the file or folder you want to share.

  2. Tap""(ellipsis).

  3. Tap Share.

  4. Tap Create a link.

  5. If a link was already created for this content, tap Share link next to Anyone with the link can view.

  6. 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.

Learn how to easily share subfolders within a team folder in Dropbox and enhance collaboration with this instructional video.

How to scan documents and upload them straight to Dropbox from the mobile app

Easily upload, organize, and share your scans with the Dropbox doc scanner. You can even search for text within your scans thanks to optical character recognition(OCR).

Follow these steps to scan and save a doc from your phone:

  1. Open the Dropbox mobile app on your Android or iOS device.

  2. Tap "+"(plus).

  3. Choose Scan Document (on Android devices, you’ll need to select Allow when prompted).

  4. Take a picture of content you want to transform into a document. You can also select an existing image from the iOS Camera Roll, or on Android, tap the photos icon.

Learn more about how to use the doc scanner.

Dropbox automation options

How to create an automated folder

To create an automated folder:

  1. Log in to dropbox.com.

  2. Click Create in the upper-left. 

  3. Click Automated folder.

  4. Name the folder and select an automation option.

    • Options provided will be Files added to a folder are saved as PDFs, Files added to a folder are unzipped, Files added to a folder are tagged*, Files added to a folder are saved as images, Files added to a folder are saved as videos, and Files saved to a folder are sorted based on category.

  5. Follow the prompt(s), then click Create.

*Only available to customers on Dropbox Professional, Standard, Advanced, and Enterprise plans

How to add automation to an existing folder

To add automation to a folder:

  1. Log in to dropbox.com.

  2. Hover over the folder and click “” (ellipsis).

  3. Click Add automation.

  4. Select the automation option and click Next.

  5. Follow the prompt(s), then click Add.

Note: You must have editing abilities for a folder to add, edit, or delete automations.

How to share an automated folder

Automated folders can be shared the same as any other folder. The folder automation will remain for anyone the folder is shared with. Once an automated folder has been shared with someone, they will see notation that the folder is automated as well as which automation option was selected.

Learn more about how to use Dropbox automation options.

How to automatically upload photos from your mobile device

Camera uploads is a feature that automatically uploads photos from your mobile device to Dropbox.

Android:

  1. Open the Dropbox mobile app.

  2. Tap the menu button.

  3. Tap Settings.

  4. Under Features, tap Camera uploads.

  5. Tap Back up my photos.

  6. If prompted, tap Allow.

iOS:

  1. Open the Dropbox mobile app.

  2. Tap the person icon.

  3. Tap Camera Uploads.

  4. Tap Ok to give Dropbox access to your photos and videos.

  5. Choose what you’d like to back up and whether you’d like to use cell data.

  6. Tap Back up my photos.

Note: Camera uploads is not available for Dropbox team accounts that use Dropbox Enterprise Mobility Management (EMM) for Android or Dropbox customers on Linux.

Your admin may have turned off this feature for your team. Contact your admin to request feature access. 

How to invite people to your Dropbox team account

Team members can invite people individually with email if their admin allows it. To do this:

  1. Log in to dropbox.com.

  2. Click your avatar (profile picture or initials) in the top-right corner.

  3. Click View team and groups.

  4. Click Invite members.

    • If you don’t see Invite members, your admin may have disabled this feature for your team. Click Suggest members instead to send a suggestion to your team’s admin.

  5. Type the email of the person (or people) you’d like to invite.

  6. Click Invite to join.

Unlock your team’s potential with a Dropbox team account

Learn how to collaborate more effectively using your Dropbox team account.

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