Dropbox for Teams

Introducing a new admin console and sharing controls for Teams

Posted by Emil Ibrishimov on February 12, 2013
Collaboration, Dropbox for Teams, Productivity / 69 Comments

We hear stories every day about how people love using Dropbox at work to collaborate and share effortlessly with their colleagues. People at over two million businesses and 95% of Fortune 500 companies are using Dropbox — from law firms working with their clients to international businesses staying in sync across the world.

Today, we’re launching a completely redesigned admin console and new sharing controls to help Dropbox for Teams admins manage their group.

We’ve been working with our customers to design features that give them the insight and tools their businesses need, while keeping the simplicity that makes Dropbox so easy to use. As Bill O’Donnell, chief architect at Kayak says:

“Dropbox for Teams has a clean, clear user interface, which is one of the reasons our employees love this product. The new redesigned admin console will make management a lot easier now from the admin’s perspective. That’s a big help, as we continue to grow and expand the use of Dropbox at Kayak.”

This launch is a first step to make Dropbox better for businesses. Admins will now have:

Increased visibility

  • View recent activity, web sessions, linked devices, and third party applications for each member of your team.
  • Get a complete picture of activity across the team. Filter by logins, passwords, apps, devices, and members.
  • Generate a downloadable report to give insight into activity for a selected period of time.

Better control

  • Set sharing controls at the account level to keep shared folders and links within the company or allow team members to decide access levels on a case-by-case basis.
  • Require all team members to keep two-step verification enabled.
  • Unlink a team member’s web sessions, devices, or third-party apps and send a password reset email, if necessary.

Check out a two-minute demo of the admin console to learn more:

With today’s new additions, “Dropbox is making it easier for IT admins to control and manage users and the sharing of company data,” says Terri McClure, senior analyst at Enterprise Strategy Group. “These new features will be a welcome addition for businesses looking to bring the de facto standard for ease of use for consumer file sharing into the workplace.”

Discover more Dropbox for Teams features or check out our help center. And stay tuned, because we’re always working on ways to help you, and your organization, stay in sync with Dropbox.

 

 

Working on the go? Try Dropbox for mobile.

Posted by Katherine Brittain on January 17, 2013
Dropbox for Teams, Uncategorized / 21 Comments

With apps that can exchange business cards, pay invoices, and send out contracts, people are increasingly looking to their mobile devices to help them work better and faster from wherever they are. That can mean working from the office, the living room, or (maybe) even the beach. So how do we continue to work together without missing a beat?

Use Dropbox for mobile to bring your work with you and share it easily without worrying about cords, attachments or memory cards. And whether you’re a lover of the iPhone, iPad, Android, Surface, or any other kind of mobile device, you can use the Dropbox app or mobile site to view any of the files you’ve added to your Dropbox. That way, your latest client proposal or training video is never out of reach.

But having your files with you is just one part of being “on the go.” Another key part is the ability to collaborate with colleagues and share files from anywhere. With Dropbox on your mobile device, you can create and send a link for any file. Have a beautiful presentation you want to share with a customer who hasn’t used Dropbox?  Just send her a link from your phone and she can admire your handiwork without overloading her inbox.

Dropbox also gives you peace of mind because your work is always safe. Accidentally left your phone in the back of a cab (haven’t we all)? Just go to Dropbox on the web and unlink your device so no one else can access your stuff. Or for added security, enable the mobile passcode for your Dropbox app. That way even if your phone or tablet falls into the wrong hands, your files won’t.

With Dropbox for mobile, you’ll never worry again about bringing your work with you—because your files are at your fingertips (literally). Start a project on your PC at home, continue it on your smartphone on the train, and pick up where you left off on your Mac in the office. Wherever you are, let Dropbox help you focus on what’s important—getting the job done.

 

 

Customer Spotlight: Radiolab

Posted by Nina Han on January 09, 2013
Collaboration, Dropbox for Teams, Uncategorized / 1 Comment

The new year has begun and it’s time to make good on our resolutions.  This year, we are committed to helping people save time and resources at work—with Dropbox! Check out how Radiolab’s use of  Dropbox for Teams allows them to spend time on what really matters: getting the message out. Download the full case study here.

Keeping everyone on the same page

When Radiolab first began, its small staff was able to share ideas, story drafts, and pertinent files in person and on the spot. But as the show grew in popularity and the staff grew in size, Radiolab needed to find a new way to keep everyone on the same page. “The show is deeply iterative,” says Radiolab’s Executive Producer Ellen Horne. “When we develop stories, we do draft after draft…it’s not uncommon for us to go through forty or fifty drafts.”

When Radiolab learned about Dropbox for Teams, they knew they had found a solution that could grow with the organization. Regardless of where reporters, hosts, or producers were physically located, the Radiolab team could share files quickly and easily.

“It’s been sort of surprising how much easier Dropbox has made collaboration—particularly with people who aren’t in the office with us,” Horne says. “We’re finding that as a team we’re working together better with Dropbox than we’ve ever worked before.”

Sharing content effortlessly

Content distribution is another area that improved with Dropbox for Teams. Horne explains, “We have three hundred stations carrying our show and they need promos and episodes. Dropbox makes managing communication, and getting all of our stations the materials they need, effortless.”

Sharing with offsite show contributors has also become much simpler. For instance, when the team needs to pass a draft to host Robert Krulwich, who works offsite at NPR, they can simply send him a link to the recording and get his feedback right away. Dropbox for Teams eliminates the need to email a large file that is time-consuming to both upload and download.

Working on the go

Employees at Radiolab love having the ability to select and listen to favorite files via smartphone using Dropbox for Teams. “Most of us spend up to an hour on the subway every day, so being able to listen to drafts on the train through Dropbox makes the commute a productive and delightful time,” Horne says. With Dropbox for Teams, figuring out what to take for the road is now a thing of the past. “There’s no time spent gathering things and preparing,” says Horne. “No matter where I go, I have what I need.”

Radiolab is a podcast and public radio program that investigates the interesting ways in which the world works. Produced in New York City and broadcast each week on more than 300 U.S. public stations, Radiolab explores monumental topics such as time, randomness, the limits of the mind, and the physics of the universe.

 

Use Dropbox for Teams and want to be featured in a customer spotlight? Email us at teams-stories@dropbox.com.

It’s the most wonderful (and hopefully productive) time of the year

Posted by Anna Liu on December 19, 2012
Dropbox for Teams, Productivity / 15 Comments

During the holidays, we know you have a ton of things to worry about: where your in-laws are going to stay, spending quality time with your family, and standing in line for last minute presents. Here are a few ways you can use Dropbox to boost productivity and free up time for what matters most to you!

1. Work from the comfort of…anywhere: As you buy gifts and travel, make sure your digital work world is in order along with your shopping lists. Keep documents, spreadsheets, presentations, photos, and videos in Dropbox so you can access them on all of your devices — including computers, tablets and mobile phones. Knowing you can effortlessly power up and pick up where you left off makes juggling festivities and work as easy as pecan pie.

2. Stay up to date with your coworkers and family: Banish email attachments and USB drives and collaborate with ease. Use a shared folder to keep your project files in a central place and let any member of the folder make edits. Share a link to a file with people outside your company, even if they don’t use Dropbox. Also, because links stay the same as the files change, you won’t have to resend if you update the file!

3. Retrace your steps: View past edits and restore any version of a file for 30 days (and keep track of changes others have made within shared folders). Also, if you mistakenly delete a file, restore it with a few clicks. And if you have Dropbox Pro or Dropbox for Teams, you’ll get unlimited version history with Packrat.

4. Back up your files without checking them twice: Manual backup is unnecessary because with Dropbox, your files are available across all of your devices and synced to your computer, automatically!

5. Make your business run more smoothly than Santa’s workshop with Dropbox for Teams: Dropbox for Teams comes equipped with admin tools, dedicated phone support, and all the space your team needs.

So no matter where you celebrate the holiday season, your files can come along for the ride. And all the time and energy you save can be spent with family, friends or even just an extra large mug of eggnog.

Webinar: Better collaboration using Dropbox for Teams

Posted by Alex Yen and Deanna Dong on December 12, 2012
Collaboration, Dropbox for Teams / 27 Comments

Want to learn more about using Dropbox at work? Check out a recording of our recent webinar with tips on:

• Best practices on how to collaborate with colleagues
• Tips on sharing files with external clients
• Administrative tools to manage your Teams account

Enjoy!

Customer Spotlight: Huge

Posted by Katherine Brittain on December 05, 2012
Collaboration, Dropbox for Teams / 20 Comments

Want to learn more about how people at other organizations use Dropbox during the work day? Meet Huge, a digital advertising agency that uses Dropbox for Teams to amplify collaboration and productivity for its team around the globe. Download the full case study here.

Effortless Integration

When Paul Doyle, Director of IT at Huge, began exploring options to address the organization’s growing need for better collaboration capabilities, his main priority was to find a way to share large files in a no-fuss, no-hassle way. With Dropbox for Teams, he found a solution that merged seamlessly with Huge’s work flow, allowing employees to share high-definition graphics and videos and parse out raw file formats to expedite work.

“Dropbox for Teams gives us the ability to share any large format file and back 
it up automatically, allowing people to work more closely together on projects,” explains Doyle. “Dropbox offers a system that fits with Huge workflows, instead of one that requires Huge to change workflows to fit the system.”

Beyond streamlining how Huge employees tackle their work, Dropbox for Teams made the lives of IT easier. “We have many people who work on two machines,” says Doyle. “By working with data in Dropbox, they can synchronize their laptops and desktops. This alleviates the need for IT to provide some sort of device to make sure multiple machines are in sync. Dropbox does it for us.”

Secure Sharing, Inside and Out

Given how quickly business moves today, Huge’s operations depend on being able to efficiently transfer ideas and information between its offices in the U.S., Europe, and South America. Features like shared folders and LAN-syncing allow Huge to immediately sync files with its London and Rio de Janeiro offices, making collaboration smoother.

“With Dropbox we can share
 with our Brazil office without having to implement any infrastructure. It used to be difficult to get things in place, but Dropbox lets us easily get files over to the South American team,” says Sam Gorney, Huge Manager of Technical Support Systems.

Dropbox for Teams is not only a great way for Huge to circulate information internally, it also makes sharing outside the team, like with clients, simple and worry-free. For example, project managers rely on Dropbox to share deliverables such as budgets, project files, and SOWs with their clients. Having the ability to share with a link makes it particularly easy for employees to send information to people outside of the organization. “Dropbox speeds up the process of collaboration between our team and external third parties, and that definitely has made a difference,” explains Doyle.

Huge is a digital advertising agency that provides strategy, design, and development services for clients such as HBO, PepsiCo, IKEA, and Toyota.  The organization helps companies transform their brands and grow their businesses by reworking websites, campaigns, and digital multimedia. With offices in the U.S., Europe, and South America, the company’s operations are dependent on the ability to effectively exchange ideas and information with Huge team members around the world.

Use Dropbox for Teams and want to be featured in a customer spotlight? Email us at teams-stories@dropbox.com.

Get the most out of Dropbox at work with Pro or Teams

Posted by Nina Han on November 14, 2012
Dropbox for Teams, Uncategorized / 24 Comments

We love the fact that organizations like Fenix International use Dropbox at work to back-up their data and share important information easily across the world. If you’re deciding between Dropbox Pro and Dropbox for Teams and wondering which option would better suit your needs, here are some helpful tips:

If you work independently, or are part of a small business under 5 people and only need up to 500 GB of space, then Dropbox Pro may be the right solution for you. We’ve heard stories about photographers using their Dropbox Pro accounts to send albums of wedding pictures to newly married couples, and writers using shared folders to keep their editors up to date. Pro accounts come with options of 100GB, 200GB, or 500GB of storage, so you can share, edit, and collaborate to your heart’s content!

 

If your team is larger, and you begin to find that you’d like more administrative features, an easier way to pay, and a dedicated account manager, Dropbox for Teams is the right choice. In addition to what you can already do on Dropbox, Teams offers:

  • As much storage as you need. Dropbox for Teams gives you unlimited storage! Accounts start with a default of 200GB per license, but there’s no charge for additional space. Teams accounts have pooled storage quotas, so you never have to worry about using up each person’s individual quota with shared folders.
  • Centralized billing. Finance will thank you! Instead of billing multiple accounts or having people expense their individual accounts, simplify your accounting and deal with just one bill.
  • Administrative features. Team admins can remove team members by disabling accounts, and can also see who on their team has turned on two-step verification for added security. We’ll be continuing to roll out new admin features as well.

 

Once you’ve decided that Dropbox for Teams is right for you, getting started is a snap. As an admin of a Teams account, you can add people to Dropbox by clicking the ‘Team’ link and inviting new members.  And if people from your team are already Dropbox Pro subscribers, they can easily convert their existing accounts and keep their existing files intact. The balance they have remaining on their accounts will be applied to the Teams subscription.

Keep in mind that no matter which type of Dropbox account you choose, you can always share with people outside of your team through a shared folder or link. So, whether you go with Pro or Teams, you can count on Dropbox to help your team work better, faster, and together!

Dropbox is like a time machine!

Posted by Anna Liu on November 07, 2012
Dropbox for Teams / 24 Comments

Have you ever wished you could go back in time and look up an old version of a document or recover a deleted file? Never worry again! Dropbox keeps snapshots of every change you’ve made over the last thirty days, so you can view past edits and restore any file you need.

And if you use Dropbox Pro or Dropbox for Teams, you’ll have access to Packrat, a feature that saves your file history indefinitely, so you can always return to a previous version.

Here’s how:

Keep track of changes on the Events tab

On the web, check out the Events tab to see every change made in your Dropbox, including when you’ve created, edited, or deleted files or folders. All actions are logged as soon as they occur, and you can always review the edits you’ve made. If you’re in a shared folder, you’ll also be able to see changes made by other members of the folder, too.

Restore previous versions of your files

In addition to keeping track of all actions, Dropbox records the changes to a file every time you save! So, if you need to go back in time, you can view previous versions of your files for thirty days (or indefinitely if you have Packrat).

To view a previous version on the web, right-click (or Ctrl+ click) on a file and select ‘Previous versions.’ From there, you can choose to either download or restore an earlier version of your file.  On your computer, right-click (or Ctrl + click) the file from your desktop and hover your mouse over ‘Dropbox’ and select ‘View Previous Versions.’

 

Undelete files if you need them later

If you delete a file and realize later that you need it again, you can restore deleted files for thirty days (or forever, with Packrat)! On the web, click on the trashcan in the upper right hand corner to show all deleted files within that folder, then right-click (or ctrl-click) on a deleted file and choose the ‘Restore’ option.

 

With Dropbox, it’s easy to view changes, recover deleted files, and restore previous versions. So edit, share, and relax — Dropbox has your back!

 

 

 

Customer Spotlight: Fenix International

Posted by Nina Han on October 24, 2012
Dropbox for Teams / 26 Comments

We love hearing about how people use Dropbox for Teams within their organizations and look forward to sharing those stories with you. Read on to learn about Fenix International, a renewable energy company, that uses Dropbox to increase productivity and prevent data loss.

Saving Time and Data

On the first day of a two-month, multi-continent business trip, a burst of turbulence tipped a latte onto Fenix International COO Brian Warshawsky’s laptop, turning it into a soggy and expensive paperweight. For some, an accident like this would have caused hours of additional work—but not for Brian.  Upon landing, he simply pulled out his spare testing laptop, installed Dropbox, synced his files and folders, and within minutes was able to pick up exactly where he left off.

“Having my files on Dropbox that day saved me from what could’ve become a very unproductive trip. Not only would I have had to ask colleagues in different countries to email me everything again—I would have lost a significant portion of the data forever,” said Brian.

Sharing Content Instantly

With its management team based in the US, manufacturers in China, investors in Europe, and distributors and customers in Africa, Fenix International has a worldwide footprint. Prior to switching to Dropbox for Teams, Fenix maintained a shared network drive.  Employees rarely used the drive, however, and instead managed their own content locally and shared files by email.  As the sizes of their engineering drawings, data files, and presentations grew, Fenix had to look for an easier and more efficient way to share data across the globe.

Today, Fenix saves its files on Dropbox for Teams and uses shared folders to instantly make data available to team members worldwide. When a Fenix technician in Uganda sets up a shared folder to capture diagnostic data in the field, engineers in the US can open that folder to access and analyze the data as soon as it is generated.

“Using Dropbox to receive data in real time from the field has allowed us to innovate much faster,” says Paul Jehlen, an engineer in Fenix’s San Francisco office.  “There is no more back and forth over email—the data is always there when you need it.”

 

Fenix International creates and manufactures affordable electricity generation and power storage solutions in developing countries. ReadySet, their flagship plug-and-play energy system, can power lights, radios, mobile phones, and even medical devices, and can recharge using various renewable energy sources including solar, micro-wind, micro-hydro, and bicycle. ReadySets enable communities to leapfrog the traditional electricity grid, delivering sustainable energy to deep rural areas previously ignored or underserved.

Use Dropbox for Teams and want to be featured in a customer spotlight? Email us at teams-stories@dropbox.com.

Top 10 Tips for using Dropbox at work

Posted by Anna Liu on October 17, 2012
Dropbox for Teams, Uncategorized / 28 Comments

As Teams Account Managers, we’re constantly working with groups using Dropbox to make their businesses run more smoothly. We’ve collected ten of our favorite tips and tricks for Dropbox success to share with you. Check them out!

  1. Set up a shared folder and invite everyone from your team. It’s great for distributing all-company info and maintaining folder structure across the entire team. - Anna
  2. Check to see if your team has turned on two-step verification, and email the folks who haven’t. See how team members can enable the feature below. Security rocks! - David

  1. Create folders by department or project to ensure that sub folders are automatically shared with the people who need them most. You can still add people from other teams to folders individually if they need access. - Kate
  2. Use a flat folder structure to ensure that access to files is properly separated, since sub folders of a shared folder have the same sharing properties. - Justin
  3. Customize folder names in your account without affecting the rest of the team (so you don’t end up with multiple “Final Presentation” folders, for example). If you want to change the name of a shared folder for everyone, unshare the folder first, change the folder name, and then re-share it. - Hannah
  4. Share files with someone that isn’t on the team with a Dropbox link! It’s an easy way to distribute information without giving someone edit access to the files. - Maryanne

  1. See changes made to the files in your Dropbox account and all of your shared folders by going to the Events page. – Dan
  2. Restore an older edit of a file by selecting a previous version. Dropbox is like a time machine – it keeps track of every change in your Dropbox folder over the last 30 days. And if you’re on Teams, you automatically get Packrat, allowing you to go back in time indefinitely! -Katherine B.
  3. Use Selective Sync if you don’t need all of your team’s stuff on your computer. You’ll still be able to access everything on the web, but won’t overload your hard drive. - Ana
  4. Get in touch if you run into trouble and don’t know where to turn! Your friendly Account Manager is ready to help you make the most of your Dropbox experience! – Katherine H.