To use Dropbox, create an account at dropbox.com, then upload files with the Upload button or drag them into the Dropbox folder that the desktop app adds to your computer. Everything syncs across your computer, phone and the website. Share a file by sending a link, or share a folder when you want people to edit with you.
Dropbox was one of the first cloud storage services, and it's still one of the simplest. Put a file in your Dropbox folder on your laptop and it appears on your phone, on dropbox.com and on any other computer you sign in to. Here's how to get started, the three ways to use it, how sharing works, and a few habits that keep it tidy as your files grow.
What Dropbox does
Dropbox explains that when you store a file in your account, it's uploaded to its servers, and once the upload finishes, you can open the file from any computer, phone, tablet or compatible device. Change a file in one place and Dropbox keeps everything in sync, so you can move between devices without losing your place.
Three ways to use Dropbox
| Where | How it works | Best for |
|---|---|---|
| dropbox.com | Sign in from any browser | Quick access on any computer |
| Desktop app | Adds a Dropbox folder to File Explorer or Finder | Everyday work with files |
| Mobile app | Browse, upload and share from your phone | Photos and files on the go |
Get started in four steps
- Create an account at dropbox.com.
- Install the desktop app so a Dropbox folder appears on your computer.
- Install the mobile app on your phone and sign in.
- Turn on two-step verification in your security settings to protect your files.
Add files to Dropbox
On dropbox.com
- Sign in at dropbox.com.
- Click Upload under the search bar.
- Choose File or Folder, then pick what to upload.
Dropbox also lets you import files straight from Google Drive or Microsoft OneDrive from the same Upload menu, which is handy if you're moving everything into one place.
With the desktop app
Open the Dropbox folder in File Explorer or Finder and drag files in, or save straight into it from any app. Dropbox says files in that folder automatically sync everywhere you use Dropbox, including the website and the mobile app.
Big files are fine
Here's a detail that surprises people: Dropbox says each file or folder uploaded on dropbox.com can be up to 350 GB, and for anything bigger it recommends the desktop app. So huge video files that would never fit in an email are no problem.
Share files and folders
- Share a link when people just need to view or download something. They don't need a Dropbox account.
- Share a folder when you want people to edit with you. Changes sync to everyone in the folder.
- Request files when you need to collect files from someone. Dropbox says people submitting files don't need an account.
One thing to know: if you share a folder with someone on an individual Dropbox account, Dropbox says they have to join the folder before it appears in their Dropbox. If they say they can't see it, ask them to check their email for the invitation.
Work offline
If you'll be without internet, mark important files or folders as available offline on your computer or phone. They'll open even with no connection, and any changes sync when you're back online.
Back up phone photos
The mobile app can upload photos from your phone to Dropbox automatically, which is a simple backup if you take a lot of pictures for social media or client work. Switch on camera uploads in the app's settings, choose whether to include videos, and keep an eye on your storage, because photos and videos fill it quickly.
Keep your Dropbox tidy
- Create a folder for each client or project rather than one long list of files.
- Use clear file names with dates, so the latest version is obvious.
- Share folders rather than individual files for ongoing projects.
- Clear out finished projects regularly so your storage doesn't fill up.
Restore something you deleted
Dropbox mentions version history as a way to review older drafts or restore something you deleted by mistake. Deleted files can be restored for a while, depending on your account, so don't panic if you delete the wrong folder. I've written a separate guide to recovering deleted files from Dropbox.
Want AI doing the heavy lifting in your marketing?
I build the systems that handle the boring 80 percent, so you get your week back. Done properly, with the human kept in.
Dropbox or another cloud service?
If you already live in Google or Microsoft tools, Google Drive or OneDrive might suit you better, because they're built into those apps. Dropbox shines for simple syncing and sharing big files with anyone. Whatever you choose, pick one home for your business files rather than spreading them across three services. My piece on why manual file sharing becomes a risk as you grow explains why, and this guide to cloud hosting covers the bigger picture.
My verdict
Create an account, install the desktop and mobile apps, and drag files into your Dropbox folder. Share links for viewing, share folders for working together, and use file requests to collect files from clients. Turn on two-step verification, and keep folders organised by client or project from day one.
Frequently asked questions
How does Dropbox work?
Dropbox uploads your files to its servers and syncs them across your computer, phone and dropbox.com, so you can open them anywhere.
How do I upload files to Dropbox?
On dropbox.com, click Upload and choose File or Folder, or drag files into the Dropbox folder on your computer.
Do people need a Dropbox account to see files I share?
Not for links. Anyone with a link can view or download. To edit in a shared folder, they need an account.
How big a file can I upload to Dropbox?
Dropbox says each file or folder uploaded on dropbox.com can be up to 350 GB, and the desktop app handles larger ones.
Can I use Dropbox offline?
Yes. Mark files or folders as available offline on your computer or phone.
