VA Tools In The Spotlight: Dropbox

VA Tools In The Spotlight: Dropbox

Dropbox is one of the leading cloud file storage services and is a fantastic tool to use as a Virtual Assistant to share files with your clients.

What is it used for – key features

  • Sharing files and documents in cloud storage
  • Files and documents can be easily shared and accessed with clients
  • All of your and their work is always backed up in the cloud

Why should l recommend this tool to a client?

It is a great way of sharing files and documents, without having to send them over email. You can have one central file which you both access. Any changes made will be saved automatically in the cloud on both computers.

How does it work?

You have your own Dropbox account, and can invite clients to collaborate and join certain folders. This means that they can see and open anything in this folder. Every time you work on something, it will be saved and synced across all accounts, ensuring work is always backed up. Download the Dropbox software from the internet, and it will operate as a normal folder on your computer. Work can also be accessed on the Dropbox app on phones and tablets. There is also the option to have a ‘Work’ Dropbox account. If your client operates their whole business on Dropbox and wants you to access their entire back office system, you have the option of having both a work and personal account.


Dropbox offers many integrations. You can view the entire list here.


Dropbox features three plans, with the Basic option free. The Standard plan starts at $15 per month and the Advanced plan is $25 per month per user. The Basic plan gives you 2 GB of space and is quite sufficient for personal use. As you and your client require more space, you may want the 5 TB that the Standard plan offers. For the Advanced plan, you have unlimited storage for three or more users.

Best Practices

Sharing. When you want to share a folder and its contents you can do so one of two ways. From your computer’s file system simply right-click on a folder and select 'Share' (you’ll see a small Dropbox icon beside it). Alternatively, from within the browser-based version of Dropbox simply right-click on a folder and select Shared folder options.

Revision History. Dropbox has a revision history which tracks changes made to the document and when they were made and by whom. To see a history of changes, simply right-click on a file and select Previous versions.

Selective Sync. When you add Dropbox to a new computer, your entire Dropbox account will sync across. If you don’t want all of the folders, simply use the Selective Sync Feature to only sync certain folders.

Default Folder. Make Dropbox your default save folder when saving anything. This will save you the hassle of adding documents to it later in from your desktop.

Deleted items. Once an item is deleted, it is still kept for 30 days. This is great if you change your mind about something, or accidentally delete something.

Other Comparable Tools

Google Drive


Do you use Dropbox? How do you find it helps your client projects? Share with us below!

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