using dropbox to sync docs - oak park independent€¦ · choose the dropbox cloud storage service....

Using Dropbox to Synchronize DocumentsDropbox is a document synchronization service that utilizes servers in the internet “cloud” to keep a designated folder and its contents synchronized between different types of devices: 1) desktop/laptop computers with the Dropbox program installed, 2) iPad or other mobile device using the Dropbox app, 3) or any computer with a web browser. You must create a free Dropbox account tied to an email address (such as your district email address) in order for this service to work. If you choose to install the Dropbox program on on a home and/or work computer, it designates a special “hot” folder (also named “Dropbox”) so that any time you drag a file into that folder, it is immediately copied into your Dropbox account in the “cloud.” Any time you edit, modify, or change any of the files in that “hot” folder, the changes are automatically copied to other devices ensuring that all devices are viewing the most recent version of the document.

A teacher could work on a lesson plan document on their Macbook, save it to the Dropbox folder, and open and continuing editing the same document from their teacher’s iPad using the Dropbox app (in association with an Office type app such as Office2HD) with all of the file copying and syncing occurring automatically and wirelessly.

Another usage scenario could be that a teacher creates a separate Dropbox account for use by the Learning Center iPads in their classroom which all have the Dropbox app installed and configured to use the classroom Learning Center account. The teacher then copies a lesson document into their Learning Center dropbox folder on their Macbook and instantly, all of the class learning center iPads are able to access those files.

This guide will walk through how to set up and use the Dropbox program (for computers), the Dropbox app (for iPads/iPhones), and the Dropbox website (for any computer with a web browser).

Create an AccountThe first step is to create a Dropbox account. This can be done either from the Dropbox.com website (“Sign Up”), or from the Dropbox app. The Dropbox app is located in the “Office” folder located on the Dock of the iPad as shown in the picture to the right. Select it to launch the Dropbox app.

You can use your staff email address to create a Dropbox account, or any email address you have control over.

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Using Dropbox to Sync Documents Quick Guide v1.0 - Aug. 26, 2013 Oak Park USD

Next, select “Create Account” after inputting your email address and a password. The app will then ask you for permission to automatically upload photos from your mobile device into the Dropbox folder. This should probably be disabled by clicking the Cancel button in order to keep your Dropbox folder from filling up too quickly (You are allowed to store 2Gb of files on Dropbox without charge.)

The main screen of the Dropbox app lists the files and folders in your Dropbox account. Use the “+” icon in the upper right of the blue bar to Upload photos from your iPad’s camera roll or to create folders or subfolders. The icon next to that with the square and check mark inside it is used to Delete or Move items in your folder.

Finally, the gear icon in the lower right allows you to unlink the iPad from the Dropbox account so that you can sign in to a different Dropbox account.

Each time you sign in to a different Dropbox account, all the existing files on the iPad associated with the former Dropbox account are removed from the iPad. They are reinstalled once you re-associate the iPad with that particular Dropbox account.Note that the Dropbox app may only allow you “view” a file (Word, PDF, Powerpoint, etc.) but you won’t be able to edit it from within the Dropbox app.You will need a different app to Edit those files.

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The Dropbox App

Accessing Files in Dropbox Through Third Party Apps

The Dropbox App may allow you to view certain files (such as PDF’s and MS Word docs) , but it won’t allow you to edit them. You will need a third party app that recognizes Dropbox in order to edit the files stored in your Dropbox account. Fortunately, most document editing apps recognize Dropbox, as they were the first company to create a cross platform file sharing/syncing tool. Notable Office Suite (Word, Excel, Powerpoint) editing Apps include Office2HD and SmartOffice 2. Dropbox is also recognized by the Pages, Numbers, and Keynote apps published by Apple by using the “Open in Another App” feature found under the Share and Print Tool.

The next few illustrations will show how to use Office2HD to access and edit a file stored in a Dropbox account.

Launch the Office2HD app on the iPad: If the app opens to show the contents of the “Local Files” folder, click the “Back” button to go up a level so you can see Office2HD listed in the window, and Local Files is its own folder. Click on the Edit button to add a new “service”

Click the Add Service bar as shown below:

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Choose the Dropbox cloud storage service. Note that many other “big name” cloud storage services can also be added, such as Google Drive, Sky Drive, and Box.net. You may customize the name of your service and don’t forget to click the Save button.

You should now see Dropbox listed under Cloud Folders. Click on the link have Office2HD access your Dropbox folder in the cloud. Note that your iPad must have wireless access for this to be successful. You will need to click on Allow so that Office2HD can have to access your Dropbox account after entering your Dropbox username and password.

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Once you are “in” Dropbox, you can navigate to the folder or sub folder that contains your document of interest. If you click the “Plus” button, you can create a new document (word, excel, or powerpoint type) at that location. Just click on the file to launch it. Do note you can go back a level in the folder hirearchy by clicking the button in the upper left corner of the window.

Here is the main editing window of the word processing portion of Office2HD. Don’t forget to click the disk icon to save any changes you make. And make sure you are in WiFi range so that the changes get copied up to your Dropbox account in the cloud.

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Dropbox Program on the Mac

There is a free Dropbox program that may be installed on your computer(s) - both your work computer and your home computer(s) and for Macs and PC’s. This program designates a special “hot” Dropbox folder on your computer to which Dropbox automatically uploads to the cloud and synchronizes any files that are copied, saved, or dragged into it. It is perfectly okay to have multiple computers synced to the same Dropbox account. A new Dropbox folder can be found in the Finder window of your Mac once the program is installed successfully. (There is a Dropbox program installer located on the Self Help icon on your District Macbook’s dock)

Selecting the Dropbox folder in the Finder navigation bar will show any subfolders and files in your Dropbox account. You can create new folders or sub-folders and simply drag and drop files that you wish to be synchronized into the Dropbox folder or any of its subfolders.

As soon as you make a change in any of the contents of the Dropbox folder, the changes are immediately copied up to the cloud as long as you have a live connection to the internet.

Dropbox from the Web

If you choose not to install the Dropbox program onto any of your computers, you can still access your Dropbox account from any web browser at www.Dropbox.com

If you have already created a Dropbox account (such as from your iPad), you can click on the Sign In link and provide your username and password to get access to your Dropbox account, and to share files, folders, and even photos with others.

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http://www.Dropbox.com

http://www.Dropbox.com

The main Dropbox window shows the files and folders in your Dropbox account. Note the icons at the top of the screen which allow you to Upload new files, Create new folders, and Share folders with others.

Sharing with Dropbox

You can use the web version of Dropbox to share individual files or folders with others. Dropbox will send an email invite to the person(s) you designate with a weblink that they can click on to directly download the file.

If it is a folder that you designate as a Share folder (the rainbow folder icon), the persons you share the folder with will be able to have editing rights to the contents of the share folder as long as they log in with their own Dropbox account after receiving the email invitation that you send out through Dropbox. Just highlight the folder you wish to share, then click the Share a folder icon (Rainbow folder icon)

To share a file in Dropbox, just highlight the file and click the Link icon as shown below:

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