Syncing Dropbox with your computer: the complete guide

Dropbox is one of the pioneers of cloud storage and remains a popular choice for syncing files between devices. With the Dropbox desktop app you can manage your files seamlessly on your Windows PC or Mac. In this in-depth guide you'll learn how to install, configure and get the most out of Dropbox.

Why choose Dropbox?

Dropbox stands out for its reliability and ease of use. Key advantages are:

  • Fast and reliable syncing
  • Excellent collaboration features
  • Smart Sync to save storage space
  • Extensive integrations with other apps
  • Available on almost every platform

Installing the Dropbox desktop app on Windows

Installing Dropbox on Windows is easy:

Step 1: Download Dropbox

Go to dropbox.com/install and the download starts automatically. If it doesn't, click 'Download Dropbox'.

Step 2: Install

Open the downloaded file (DropboxInstaller.exe) and follow the installation instructions. The installation takes only a few minutes.

Step 3: Sign in or create an account

After the installation you'll be asked to sign in. Don't have an account yet? You can create one for free with your email address or with Google/Apple sign-in.

Step 4: Sync settings

Choose how you want to use Dropbox. You can store files locally, use Smart Sync, or select specific folders to sync.

Installing the Dropbox desktop app on Mac

On a Mac the installation is straightforward too:

Download and install

Go to dropbox.com/install and download the Mac version. Open the downloaded DMG file and drag Dropbox to your Applications folder.

Grant permissions

The first time you launch it, macOS asks for permission for system extensions. Go to System Preferences > Security & Privacy and allow access.

Finder integration

After installation, Dropbox appears in the Finder sidebar. You'll also see sync status icons next to your files that show whether they have been synced.

Understanding the Dropbox folder

After installation, a Dropbox folder is created on your computer:

Location of the Dropbox folder

By default the Dropbox folder is in your user folder (C:\Users\[username]\Dropbox on Windows, /Users/[username]/Dropbox on Mac). You can change this location in the preferences.

How syncing works

Everything you put in the Dropbox folder is automatically uploaded to the cloud and synced to all your other devices that have Dropbox. Changes are applied right away.

Recognizing the sync status

Files show an icon that indicates their status:

  • Green check mark: Fully synced
  • Blue circular arrows: Syncing in progress
  • Red cross: Sync error
  • Cloud icon: Online-only (Smart Sync)

Using Smart Sync

Smart Sync is Dropbox's answer to limited disk space:

What is Smart Sync?

With Smart Sync you can see which files are in your Dropbox without keeping them all stored locally. Files are only downloaded when you open them.

Turning on Smart Sync

Smart Sync is available for Dropbox Plus, Professional and Business accounts. Go to Preferences > Sync and choose 'Smart Sync' under 'Default sync setting for new files'.

Managing files with Smart Sync

Right-click a file or folder and choose:

  • Online-only: Removes the local copy, the file stays in the cloud
  • Local: Downloads the file to your computer

Setting up Selective Sync

If you don't need all folders on your computer:

Selecting folders

Click the Dropbox icon in the taskbar, then go to your profile picture > Preferences > Sync. Click 'Selective Sync' and uncheck the folders you don't want to sync.

How it differs from Smart Sync

With Selective Sync, excluded folders are not visible in your Dropbox folder at all. With Smart Sync you see all files, but they are not stored locally. Smart Sync is more flexible if you want quick access to all your files.

Backing up computer folders

Dropbox can automatically back up important folders:

Setting up computer backup

Go to Preferences > Backups and click 'Set up' next to 'Automatically back up computer folders'. Select which folders you want to back up: Desktop, Documents and/or Downloads.

How the backup works

The selected folders are moved to your Dropbox folder and continuously synced with the cloud. You'll find them under 'My PC' or 'My Mac' in your Dropbox.

Sharing files with Dropbox

Dropbox makes collaboration easy:

Right-click a file or folder in your Dropbox and select 'Copy Dropbox link'. Paste this link into an email or message to share it.

Shared folders

Right-click a folder and choose 'Share this folder'. Enter the email addresses of the people you want to share with and decide whether they can only view or can also edit.

Advanced sharing settings

On dropbox.com you can set extra options such as a password, an expiration date, or disabling downloads for shared links.

Dropbox Paper and Office integration

Dropbox integrates with productivity tools:

Dropbox Paper

Paper is Dropbox's own collaboration tool for documents. You can create and edit Paper documents directly from the desktop app.

Microsoft Office integration

Open Office files in Dropbox directly in Word, Excel or PowerPoint. Changes are saved to Dropbox automatically. You can also choose to use Office apps by default for certain file types.

Troubleshooting

Here are solutions for common Dropbox problems:

Syncing gets stuck

Click the Dropbox icon and check whether any files have problems. Restarting Dropbox sometimes helps: click your profile picture and choose 'Quit Dropbox', then open the app again.

Conflicted copies

If the same file was changed in more than one place, Dropbox creates a 'conflicted copy'. Compare both versions, keep the right one and delete the other.

Not enough disk space

Use Smart Sync or Selective Sync to keep fewer files stored locally. Also consider setting large files you don't use often to 'online-only'.

Slow syncing

Go to Preferences > Bandwidth and check that the upload and download speeds are not limited. On slow connections you can also limit the speed manually so you don't disrupt other internet activity.

Dropbox plans

Dropbox offers several plans:

Dropbox Basic (free)

2 GB of storage, syncing on 3 devices.

Dropbox Plus

2 TB of storage, Smart Sync, offline folder access, and more. Ideal for personal use.

Dropbox Professional

3 TB of storage, advanced sharing features, Dropbox Showcase and watermarking.

Dropbox Business

For teams, with admin tools, unlimited storage (depending on the plan), and advanced security.

Conclusion

Dropbox remains an excellent choice for cloud storage and file syncing. With features such as Smart Sync, extensive sharing options and reliable syncing, Dropbox is a perfect fit for both personal and professional use. Follow the steps in this guide to install and configure Dropbox, and enjoy seamless access to your files on all your devices.

Frequently asked questions

How much free storage do I get with Dropbox?

With a free Dropbox Basic account you get 2 GB of storage. You can earn extra space by inviting friends (500 MB per referral, up to a maximum of 16 GB). For more storage you can upgrade to Dropbox Plus (2 TB) or other paid plans.

What is the difference between Smart Sync and Selective Sync?

With Selective Sync you choose which folders are not synced to your computer at all: they are invisible in your Dropbox folder. Smart Sync shows all files, but does not store online-only files locally. They are downloaded when you open them. Smart Sync offers more flexibility.

Can I use Dropbox on multiple computers?

Yes, with Dropbox Basic you can link up to 3 devices. With paid plans (Plus, Professional, Business) you can link an unlimited number of devices. All files sync automatically between all your linked devices.

What happens if I accidentally delete a file?

Dropbox keeps deleted files in the trash on dropbox.com. With a free account, files are kept for 30 days; with paid plans, for up to 180 days or longer. You can restore deleted files through the Dropbox website.

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