We use a broad range of tools to create content and software for this site and in our consulting businesses. Dropbox may be the most integrated into our work. Thus, this is a near-perfect solution to a common problem. We would not be doing it justice if we did not highlight it as one of the tools we use.
Life Before Dropbox
I first was introduced to Dropbox many years ago as a solution to one of my most annoying problems. I had gotten to a point where I used multiple devices for work daily. It was not at all uncommon to need to access the same files on a desktop and my laptop even within a single hour. The solution I used was a form of smart copy using the Ant tool to update files on a USB drive. I would then move the device to whatever current machine I was on.
In my defense, this was before the Cloud was more than new technology. The cloud storage and access from anywhere we enjoy today had not yet been achieved. The process I used was only slightly painful, and it did provide backups in a pinch as well as access when it was most needed.
Smooth File Sharing
While my method was functional, it was not a pleasant experience for the user. There were too many ways I could miss a file, and copy-paste has its problems no matter where you do it. This is where Dropbox came in and made my life so much better. There was a free version that was big enough at the time to make it a natural choice. I think I was able to start with 250MB of storage and could quickly grow to 500MB of maybe a gigabyte through sharing email links. That amount of storage easily covered my personal file needs.
The beauty of the solution was much like it is today. I simply installed the software and placed files in the dropbox folder that was created. Files were automatically synced to the cloud and then to my various devices. Better yet, this process was fast and did not take a bunch of resources. It quickly became a process that required no thought and allowed me to have access to my files anywhere.
Backups and Version Control
File sharing was the only feature I needed. Therefore, roughly fifty dollars a year to increase my storage space was more than worth it. Note that the price has gone up in the last decade, but so has the feature set. The features provided (that you hope you never need) are easy to use and access. These are backup and version control.
We all reference version control for our source code regularly. However, there are other documents we create that can use the same sort of snapshot-in-time restore functionality. This need may be to restore an accidentally deleted or edited file or when we realize we got lost on a rabbit trail.
The lowest-end option includes a thirty-day version control feature through Dropbox Rewind. This service is not only valuable, but it is also easy to use. I find myself going to the web site to utilize rewind a few times a year, and that still adds up to days saved over reproducing corrupted files.
Providing Access To Others
File limits for email servers and clients have grown substantially over the years. Nevertheless, email is still a sort of clunky way to send or share a file. Dropbox addresses this by allowing you to share a file or even a folder via a link. This is a feature I use heavily with clients and co-workers on various projects.
The folder share option, in particular, is perfect when you have different files to share with varying people or groups. For example, it is easy to have a “personal” folder you share with family members, an “Acme” folder for customer files, and a “Joe Blow” folder for a co-worker. In each case, the recipient can place files in that folder to share with you as well as you sharing out to them. This feature is an example of the cloud at its best.
Try It Today
Dropbox Basic is free and includes 2GB of storage space. You can start today and feel like your environment is a professional one immediately. On the other hand, you can get a year of the basic features and more for around $120 (USD) with a Plus subscription. This option has been some of my best-spent money over the years and a subscription I renew without hesitation each year. If you have not tried Dropbox, then I recommend you give it a spin. You have nothing to lose other than a few pain points.
