How to Share Large Files through Dropbox when Your Virtual Assistant Uses a Free Account (Video Demo)

Let’s talk Dropbox for a moment. It’s one of my favorite ways to store and share files. I know there are similar tools but there’s nothing like Dropbox. For starters, I can download the Dropbox App to all of my computers and mobile devices – and have access to my files from anywhere I have data or internet!

I use it to share files with colleagues, family, friends, and my virtual assistant most of all.  If you haven’t gotten hip to outsourcing the things that overwhelm you, or even the things that you just down-right don’t have time for, you need a virtual assistant. I’ve been working with mine for TEN YEARS and it was the best decision ever for my business.

If you have a virtual assistant and you share files using Dropbox, you definitely want to know about this file-sharing hack!

Here’s the Problem – Storage Space

If you’re a Dropbox Plus user, you’ve got a terabyte of storage space. That’s plenty of room for you to access to a large volume of files. You’ll be able to put all of your files there and live in file-storing paradise!

But what if you start working with someone who only has the free version of Dropbox with two gigs of space? If your workflow includes sharing large files or graphics back in forth in a shared folder, you might have a problem. 

There’s a bit of a “catch” with Dropbox – when you share a Dropbox folder to someone else’s Dropbox account, it takes up storage space on both yours and their account! If they don’t have Dropbox Plus with that volume of storage space, you end up with a bit of a issue in terms of sharing files and folders and using the functionality of Dropbox with them.

I recently received a question from a student in reference to this issue. In the video below, I will show show you the solution that I came up with for her to work with her virtual assistant. Similar to the details we’ve discussed so far, her virtual assistant doesn’t have a paid Dropbox account and therefore doesn’t have the space required to share files through her Dropbox account with her boss. Or, keep reading for the text version of the explanation!

Here’s the Solution – Sending the Files to Your Virtual Assistant

Instead of sharing a folder with someone, you can send them a link to download the contents of that folder.  First, go to the files area in your Dropbox account.

Next, find the folder you want to share and click on the share icon or share button. Once you click share you can choose create a link. When you create this link you can copy it and send it to your virtual assistant to download files from the folder.  On the recipient’s end they’d just click on download and direct download to save files to their computer and not to their Dropbox account.

Following these steps

How to Effortlessly Back Up Your Phone’s Digital Photos and Videos to Dropbox

With the volume of photos that we take every day/week/month/year, two problems arise for most of the smartphone-carrying population.

  • Your digital photos aren’t safely backed up (and you’d be pretty devastated to lose them in a tech mishap).
    OR
  • Your digital photos are mostly lumped into a giant pile of “I’ll sort these, one day”. It’s the modern-day version of piling photos into a shoebox.

Remember the days of taking photos, developing film, and making photo albums?

Given that each of us now carries in our pockets these amazing devices that can capture moments via digital photos and videos… all day, every day… it’s hard to remember that we used to spend time organizing our photos.

I’m going to come right out and say that there’s no good reason your phone’s digital photos aren’t properly backed up.


PART ONE: Let’s walk through exactly how to back up your phone’s digital photos – for free – using Dropbox.

1. Get a Dropbox Account and Install the app. 

  • If you don’t already have a Dropbox account, go sign up for their free version. Did I mention that it’s free? 2 GB of storage!
  • Install the Dropbox app on your computer.
  • Install the Dropbox app on your smartphone or tablet or both (wherever you’re taking your photos).
  • Here’s a handy list of system requirements for running Dropbox.

2. Turn on “Camera Uploads” on the Dropbox phone app.

Once your Dropbox account has nearly 2 GB used up, simply move the photos out of the Dropbox folder on your computer to another (secure!) location, in order to make room for your photos to continue syncing/uploading.

Note that unless you’re storing your photos in Dropbox or some other cloud-synced application, storing your photos just on your computer’s hard drive does not make them secure.

It’s as simple as that – Turn on Dropbox’s “Camera Uploads” – Have your phone’s digital photos and videos backed up to Dropbox and your computer.


PART TWO: Now that your phone’s digital photos are backed up into your Dropbox account, and are stored on your computer… what’s the easiest way to organize them?

Organize Photos? Why would you do that?!

The answer is: no one wants to look for a needle in a haystack, spending hours going down the rabbit hole of reminiscing as you end up looking AT photos when you’re really looking FOR photos.

Many phones will name the files with the date, or you can sort by the date that the file was created. But searching for photos by date is not exactly the most helpful long-term solution! And, what about the 7 versions of that each photo that you’re prone to taking?

Unfortunately, there’s no single solution, but here are some options

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