Getting your team on Dropbox
This guide is for organizations that received Dropbox licenses as part of our non-profit donation program.
10 minute read
Step 1 - Accept the donation
After a Dropboxer has donated their business licenses to you, you should have received an email about this. If you click on the call to action in the email, it will take you to a page where you need to add the following information:
Admin Email - The admin is the person that will manage inviting other users onto your Dropbox team, the person that can change settings (for example sharing settings) for the whole team and that can reset passwords as well as manage information. You need an admin initially to gets tarted. You can then promote other users to admins or transfer your admin permissions later on.
Domain - Add the domain that your organization uses, for example your website url or the email domain that your users are using (ex.username@yourorganization.com)
What sectors is your non-profit focused on - Choose any applicable from the dropdown
Where is your headquarters? - Add your HQ info.
Please upload your 501(c)(3) or international equivalent - A 501(c)(3) or equivalent in your country, is proof that your organization is tax-exempt at not-for-profit. Please add a certificate to prove that you are a non-profit organization.
Click “Accept donation”
Step 2 - Receive first admin email
After accepting the donation, the admin should receive an email in their inbox from no-reply@dropbox.com with the subject “You’ve been made an administrator of the [Your Team’s Name] Dropbox account”. The email will look like this: (see image below).
Click “Get Started” to create your account.
Step 4 - Explore the admin console
The admin console on dropbox.com is your central hub for visibility and control. As the team admin, click on “Admin console” at the bottom left. You will see different tabs that help you oversee users, team workflows, and invite new team members to create their own accounts under your business account.
Step 5 - Invite your team members
In the admin console, click on “Members” and then “Invite members”. You can add individual people easily by putting in their respective email address and clicking “Done”. Now your team members have received their own personal invite to your team.
They will go through the same steps as referenced in Step 3.
Step 6 — Create a shared folder or a team folder
Note: By default, the files that you add to your account are private, and only visible by
you. To make your files accessible to the rest of your team and be able to collaborate
on the same files, you need to put them in shared folders or team folders.
Here’s how to do it:
Shared folders
Create a folder in your “All files” section by clicking on “create” > “folder” to create an individual folder or click “create” > “shared folder” to invite other members to it straight away. When creating a simple folder, by default this will be a private folder and only visible to you, but you can choose to share this folder with others at any stage. As soon as you invite other individuals to it, it becomes a shared folder.
A shared folder in Dropbox is any folder that an individual member of a team has invited other people to view or edit — even if they’re outside your team or don’t have a Dropbox user account. Anyone with shared folder access can see all the files in that folder, but nothing else outside of
that folder.
Team folders
A team folder is a powerful tool for sharing with your whole team or a specific group inside your team, for example “Everyone at Non-Profit” for that team wide information, “Board Members” for the board, or the “Donations Team” that keep all the donation data for their eyes only.
A team folder needs to be created by the team admin, you can do this in the admin console. Navigate to “Content” in the admin console, create a team folder and add any of your groups.
Groups can also be created through the admin console under “Groups”. Create a group and add any members to it. Explore more about how to create groups
here.