Five Dropbox tips

BY J. CARLTON COLLINS, CPA

1. Receive emailed files from others directly into your Dropbox. Paid Dropbox members can create a File Dropbox, which is a special Dropbox folder that enables anyone you invite to email files directly to your Dropbox. To set up a File Dropbox, right-click on any Dropbox folder and select Create File Dropbox, enter the email addresses (separated by semicolons) of the people who will be emailing files to your Dropbox, and then click the Send Now button. ( Optional: If desired, you can protect the File Dropbox with a password or set the File Dropbox to expire after a specified number of days.) The File Dropbox folders option is not available to free Dropbox subscribers.

2. Track version histories. For free subscribers, Dropbox keeps 30 days of version history for all files saved to Dropbox and longer version histories for paid subscribers. To use this feature, right-click on any file in your Dropbox and, from the pop-up menu, select Dropbox, View previous versions. This will display a list of file versions; select one and click the Restore button to open the previous version.

3. Troubleshooting the red X. If the Dropbox icon in your System Tray displays a red “x” (as shown below) either your hard drive connection is inconsistent, your computer’s system time is set incorrectly, or you have exceeded your allotted storage quota. To resolve these issues, Dropbox recommends that you keep your Dropbox on the same drive as your operating system, adjust your computer’s clock, delete unnecessary files on your Dropbox to free up space, or purchase more storage capacity.

4. Integrating Office and Dropbox. CloudOn (cloudon.com) is a free app that works with Dropbox and allows you to create, review, and edit Microsoft Word, Excel, and PowerPoint documents saved on Dropbox, Box, or Google Drive accounts from your Apple or Android tablets and smartphones.

5. Attaching Dropbox files to email. Attachments.Me (attachments.me) is a free app that links Gmail with Dropbox, Box, or Google Drive accounts, enabling you to attach files in your Dropbox to emails without having to first load the file(s) onto your smartphone or tablet.

SPONSORED REPORT

Questions to ask before committing to the cloud

Cloud computing has its pros and cons. In this report, we answer common questions CPAs may have as they consider transitioning partially or fully to the cloud.

QUIZ

News quiz: IRS reopens an online service, but criticism endures

The IRS brings back the Get Transcript Online service, but the agency faces criticism for its handling of the aftermath of the event that led to the shutdown of the service. See how much you know about other recent news with this quiz.

CHECKLIST

Auditing risks in culture

Cultural flaws can seriously damage an organization. Here’s how internal auditors can reduce risks by embedding culture audits into existing audit programs.