Monday Productivity Pointers
Illustration by Neil Webb

Collaborating on team documents


Monday Productivity Pointers

with Jess Stratton

Video: Collaborating on team documents

Hi, this is Jess Stratton and welcome to Monday Productivity Pointers. Dropbox is a cloud app that offers file synchronization and storage, photo backup, sharing, and more. A free account will give you two gigabytes of space. And there's also a desktop app for Mac and PC, tablet, or smartphone app. And you can also access your files at any time, any where from a web browser. You can revert to older versions of your past files if you need 30 days to get a back up version and you can also share files and folders with other people.
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  1. 10h 57m
    1. Welcome to the series
      1m 13s
    2. Running a group meeting with coworkers
      7m 19s
    3. Recording and marketing chat on air
      8m 30s
    4. Creating a quick presentation
      5m 37s
    5. Presenting from an iPad or computer
      3m 36s
    6. Migrating your accounts to
      9m 55s
    7. Setting budgets and goals
      7m 4s
    8. Collaborating on team documents
      5m 53s
    9. Creating an online photo gallery
      4m 58s
    10. Kickstarter: Setting up your project
      10m 41s
    11. Driving traffic to your project
      5m 48s
    12. Conducting a voice call with a virtual team
      6m 40s
    13. Adding video and chat notifications
      4m 7s
    14. Accepting a payment with Square
      4m 35s
    15. Using the Square Wallet
      2m 32s
    16. Setting up shop on Etsy
      6m 31s
    17. Tracking your Etsy sales with Shop Stats
      4m 9s
    18. Raising your Klout score
      7m 3s
    19. Earning Klout perks
      4m 55s
    20. Skydrive: Collaborating on team documents
      4m 56s
    21. Skydrive: Accessing files on the go
      2m 57s
    22. Setting up Google alerts to track your data
      5m 5s
    23. Removing a page from the Google search index
      4m 42s
    24. Browsing privately in public
      4m 38s
    25. Cleaning up your session before logging out
      5m 8s
    26. Troubleshooting a remote computer with TeamViewer
      3m 42s
    27. Taking screenshots from a PC
      4m 12s
    28. Taking screenshots from a Mac
      3m 36s
    29. Setting up Find My iPhone
      3m 36s
    30. Using iCloud to find an iPhone
      3m 49s
    31. Sampling color from the screen
      5m 27s
    32. Using for inspiration
      3m 22s
    33. Get an audio clip onto YouTube using iPhoto
      5m 49s
    34. Creating playlists and customizing your YouTube channel
      5m 41s
    35. Record your screen using QuickTime
      3m 14s
    36. Record your screen using CamStudio
      2m 34s
    37. Using Tempo Smart Calendar when you are going to be late
      3m 9s
    38. Using Twist to let your customers know where you are
      3m 38s
    39. Using Wunderlist to track multiple projects
      9m 0s
    40. Use the Wunderlist browser extension to create tasks on the web
      5m 46s
    41. Using Smart Mailboxes with Mac Mail
      6m 52s
    42. Customizing the Mac Mail View
      7m 13s
    43. What's a firewall?
      7m 36s
    44. What is the Cloud?
      4m 42s
    45. Creating your own recipe with IFTTT
      7m 19s
    46. Browsing existing recipes with IFTTT
      5m 7s
    47. Installing the Feedly browser extension
      6m 34s
    48. Customizing Feedly
      6m 53s
    49. Understanding the basics of Twitter
      9m 9s
    50. Using Tweetdeck to handle multiple accounts
      9m 14s
    51. Working with URL Shorteners
      5m 45s
    52. Using
      8m 31s
    53. Creating Quick Parts to re-use text
      6m 19s
    54. Moving your Autotext to a new computer
      6m 7s
    55. Shutting off access to social networks
      6m 18s
    56. Hiding taskbars
      2m 36s
    57. Exploring the iOS 7 Update
      10m 7s
    58. Running a productive online meeting
      3m 44s
    59. Getting meeting minutes faster
      6m 47s
    60. TextExpander for Mac
      7m 6s
    61. Breevy for Windows
      3m 44s
    62. Using Smart Folders on a Mac
      5m 52s
    63. Using Windows Libraries
      4m 25s
    64. Finding large attachments in your email apps
      5m 13s
    65. Use Ninite to install all your PC apps at once
      3m 30s
    66. Use Get Mac Apps to install your Mac apps at once
      2m 56s
    67. Creating a disposable email address with Guerrilla mail
      4m 7s
    68. Creating an email address that lasts only 10 minutes
      3m 16s
    69. Finding and adding local vendors to enhance your iOS reminders
      3m 45s
    70. Adding geofencing to Find My Friends
      3m 20s
    71. Turning a Word document contract into a PDF
      4m 1s
    72. Turning a PowerPoint presentation into a PDF
      4m 10s
    73. Resetting browser site passwords
      7m 11s
    74. Disabling toolbars, resizing screens, and accidentally closed tabs
      7m 42s
    75. Identifying your wifi's weakest link
      7m 59s
    76. Setting up dual band speed on your router
      7m 36s
    77. Add your social media activity to your website
      8m 54s
    78. Using WordPress mobile to update on the go
      4m 48s
    79. Matching the header row on your spreadsheet files
      8m 20s
    80. Using a formula to merge first and last name columns
      5m 58s
    81. Using JoliDrive to browse cloud app data
      5m 11s
    82. Using JoliDrive on an iPad
      4m 31s
    83. Finding deals on eBay using misspelled listings
      4m 18s
    84. Searching for promotional and coupon codes online
      5m 52s
    85. Sending real postcards from your computer with Postagram
      4m 25s
    86. Using Postagram to send a real postcard from your smartphone
      3m 55s
    87. Getting to Inbox Zero
      11m 4s
    88. Using existing GMail labels with Mailbox
      3m 19s
    89. Adding 2-step authentication
      3m 39s
    90. Enabling in-app PIN codes
      3m 31s
    91. Accessing your digital movies
      5m 20s
    92. Copying movies onto a device
      3m 25s
    93. Using Genius Scan to scan your documents
      3m 34s
    94. Sending your scans
      2m 41s
    95. Using Acrobat to ink sign a PDF
      4m 49s
    96. Writing a letter of recommendation
      7m 49s
    97. Constructing a successful press release
      4m 48s
    98. Troubleshooting wireless security
      4m 48s
    99. Writing a claim letter
      5m 22s
    100. The best reasons to try online chat customer service
      5m 9s
    101. How to do a firmware update
      6m 34s
    102. Siri, your iPhone assistant
      4m 48s
    103. Writing an email that gets read
      4m 51s
    104. Writing an email that requires action
      2m 54s
    105. Your Blu-ray questions answered
      3m 50s
    106. Using LittleBit to photograph your goal progress
      3m 9s
    107. Exporting WordPress blog entries
      3m 28s
    108. Understanding how Office 365 works
      5m 9s
    109. Using Waze for crowdsourced GPS
      2m 58s
    110. Downloading your Facebook timeline
      3m 10s
    111. Scheduling email with Boomerang
      4m 24s
    112. Google Labs for Calendar
      2m 58s
    113. Finding missing songs in iTunes on your iPhone
      2m 10s
    114. Requesting your Twitter archive
      2m 59s
    115. Using Doodle for easy group scheduling
      4m 59s
    116. Easily remote to another computer with
      3m 47s
    117. Keyboard shortcuts for YouTube
      2m 58s
    118. Easily annotate images with Skitch
      6m 4s
    119. Migrating to Google Apps
      9m 31s
    120. Get your Google Calendar schedule by email every morning
      3m 3s
    121. Blurring photos for posting on social networks
      6m 41s
    122. Using supplemental To Do apps
      3m 43s
    123. Getting alerts for Amazon price drops
      2m 36s
    124. Four tips to teach kids about websites
      8m 19s
    125. Caring for family members from afar
      4m 39s
    126. Using Google Sheets to make templates
      4m 35s

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Watch the Online Video Course Monday Productivity Pointers
10h 57m Appropriate for all Mar 25, 2013 Updated Oct 20, 2014

Viewers: in countries Watching now:

In this series on productivity, author Jess Stratton takes you through the latest tools that will help you run your business and life more efficiently. Each installment covers a particular feature or technique in a different online tool, such as Google Apps, Skype, YouTube,, Etsy, and more. Learn about topics ranging from recording and publishing video chats to managing your finances online.

Note: Monday Productivity Pointers is currently on a break, but stay tuned for new tutorials!

Business Education + Elearning
Jess Stratton

Collaborating on team documents

Hi, this is Jess Stratton and welcome to Monday Productivity Pointers. Dropbox is a cloud app that offers file synchronization and storage, photo backup, sharing, and more. A free account will give you two gigabytes of space. And there's also a desktop app for Mac and PC, tablet, or smartphone app. And you can also access your files at any time, any where from a web browser. You can revert to older versions of your past files if you need 30 days to get a back up version and you can also share files and folders with other people.

Today, I'm going to show you how Dropbox is absolutely gorgeous in collaborating on files and folders with other people. Now, you can't simultaneously edit a file, but just the benefits alone of being able to work on a file collaboratively from your own desk is excellent. I use Dropbox for the anywhere access and file back up capabilities, but I also have a few special synced folders. One is for my bandmates. It's shared, and occasionally I might find some new lyric sheets or photos have magically appeared in the folder.

And I also use them, when I'm working on conference presentations. If I'm working with somebody else, we can each work in that folder on our own computers on our own time. Alright, enough talking. Let's dive right in. As it stands right now on this computer, I'm on a Mac. And I've already got the Dropbox client installed. Now, it's going to work in a similar way on a PC. In the top-right up here, I can see my Dropbox icon. And that green check mark means that everything is currently synced. On a Windows machine, it's going to be at the bottom right in the system tray next to the clock.

Now, I've got Finder open, and here's all of my folders. And I've got a new folder, it says Dropbox. Any folder that I create in there, is going to be put in my Dropbox folder. That means I'll be able to access it online, on my smartphone. Anywhere I can get access to Dropbox. I've created a folder in here called Marketing Presentation Prep, because I'm about to start on a marketing presentation, and I want to work on it with somebody who's going to be presenting with me. I created a doc and I put it in that folder. It's called Speaker Notes.

And it just has some notes of the things that we're going to go over while we talk. I'm going to share that with the person that I'm actually speaking with. So, it goes up to number four. I'm going to close out of it and share it. And let's see what my partner can do with this doc. I'm going to right-click on it, and go to the special Dropbox context menu. This is on a Windows machine too. It works the same way. I'm going to select Share This Folder. I'm not going to share a link to it, because all that's going to do is invite somebody to view the files.

But I want to make this entire folder interactive. And let Shay, add her own files, and work on the same docs. Here's the dialogue where I can add people. I'm going to type in the email address of the Dropbox user that I want to share it with. I select Share Folder. And my invitation has been sent to Shay. Shay's going to get a notification in her email that she's been invited to share this folder. So, now on her own time she can go into this document, modify it, add things to it, and even put anything she wants in this folder. This is what the Dropbox interface looks like online.

I can click Dropbox, and see my entire Dropbox folder structure. Here's my Marketing Presentation Prep. This icon with the people next to it means that it's a shared folder. I can click on it and see any files that are currently in there. Now, it doesn't have to be any documents at all, it can be files, it can be URLs, it can be applications as long as I am not hitting my two gigabyte limit for a free Dropbox account. I'm fine. Now, let me show you what it can do in a mean time while we're waiting for Shay to work on this document on her own time, I can add more things to it.

In my Documents folder on the Mac, I have a document in here. It's a note from last year's presentation. And I want to add it to my working folder because it will help us while we're putting a presentation together. So, I can take it, copy it, go over to Dropbox, go back to my Marketing folder. Right-click and paste it in. You'll notice that the icon had changed while it was syncing. This means that it's not quite active on the Dropbox site, itself. It hasn't synced. It was copying up. So, Shay wouldn't have access to it yet.

The green check mark means that. All files are synced with Dropbox. So, now Shay's going to get notification, that a new file has been added, so that she can go check it out. And I can see up here, that Speaker Notes was updated to the latest version. That means that Shay has already gotten the invitation, has worked on it and sent some changes back. I can double-click on it. And let's see what she did. So, here's her changes. You'll notice that we weren't working on it simultaneously, but we were still able to work on the shared document together.

Especially with files and folders, it gets even more useful. For example, I can take websites that I like for good speaking tips or anything that can help us with the presentation itself. And put it into the folder. So, that's how you can use Dropbox to share files and work on presentations with other people. It becomes a really valuable asset, even though you can't work on files at the same time to be able to work on files collaboratively.

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