If you’re like most people I know who use computer technology, you’re probably juggling a huge number of documents which you sometimes need to access from different locations, on different devices.
As a solopreneur, this is true for all work. I need constant, easy and instant access to my documents, whether I’m working from home on my desktop or sitting in a coffee shop with my laptop.
Like a lot of people, I have a collection of flash drives that I used to use in the past to take documents with me wherever I went. This system required me to remember to copy the most current versions of files AND to remember to take the right flash drive with me. This took an incredible toll on my already overburdened brain.
Enter Dropbox – my favorite application for document management. It has simplified my life dramatically.
Dropbox is a web based file-hosting service that allows you to store files in the cloud, which you can then access from multiple computers and mobile devices.
How DropBox Works
- When you sign up for a free DropBox account you start with a storage limit of 2GB.
- You can then install the small DropBox application onto the computers you use. This creates your “MyDropbox” folder. From then on, you can save all your files in your dropbox and they will automatically and continuously be synced with your dropbox folder in the cloud.
- You can also access your DropBox from some mobile devices.
- Even if you don’t have the application installed on a computer you can access your Dropbox through the website.
- If you need to , you can also share documents with other people, and they can also makes changes to the documents.
Super simple. Super efficient
The beauty of DropBox is that a local copy of your files are stored in your dropbox, on each computer you have the application installed on.
How I Use It
This tool has really simplified my file managment. I have a desktop computer and a laptop, and spend almost equal amounts of time working on both. I have several external drives which keep copies of ALL my digital stuff and are hooked up to my desktop. I am able to access them from both computers when I am home.
When I am on the road working from one of my satellite offices (ie, Panera or Starbucks) I often need to access files. I can remote into my desktop if necessary, but that’s sometimes a little tedious if all I want is to grab a file.
So, I keep my often used documents as well as those for active projects in my DropBox. I have access from my own computers, from my Android phone and in a pinch from other peoples computers. I can access my files from my laptop when I’m on the road. Even if I have no internet connection the files are stored locally, so I can open them and make changes, and know that as soon as an internet connection becomes available my changes will automatically be synchronized.
My flash drive days are over.
This post is part of my Favorite Fridays feature. Every Friday I take the opportunity to talk about some of my favorite applications, websites, tools and gadgets and share with you how I use them in my work and life.
