Dropbox is a cloud storage and file synchronization service with desktop apps for Windows, macOS and supported Linux distributions, alongside web, Android and iOS access. Its desktop client connects a folder on your computer to your Dropbox account, letting you work with files locally and reach the same content from other devices.
Synced folders
The Dropbox folder appears in File Explorer on Windows and Finder on Mac. You can organize its contents with familiar file operations: create folders, move documents, rename items and save work from other applications. Dropbox synchronizes changes in the background so updates reach the account and connected devices.
Files kept on the computer remain usable without an internet connection. You can continue editing them while disconnected, and Dropbox synchronizes the changes when connectivity returns. The desktop icon provides access to recent activity, file search and synchronization status, while file context menus expose actions such as copying a Dropbox link or opening version history.
Local storage
Dropbox provides two different ways to control how much account content occupies a computer. An online-only file remains visible in the Dropbox folder but keeps its content in the cloud. Opening it downloads the file, so the computer needs an internet connection and enough free space. Marking a file as available offline keeps a local copy ready for disconnected work.
Selective sync works at the folder level. Unchecking a folder removes that folder and its contents from the computer while leaving them in the Dropbox account. Those choices apply to the individual computer, allowing a laptop to keep fewer folders than another machine. Selective sync is available on the free Basic plan as well as paid plans.
Shared access
A Dropbox link gives another person access to a file or folder without attaching the content to a message. Recipients can view or download linked files without having a Dropbox account. View-only sharing leaves the original file unchanged; inviting someone to a shared folder with editing permission lets them work on the shared content.
The owner can withdraw access through a shared link by deleting that link. Eligible paid plans add controls such as passwords, expiration dates and disabled downloads. Team plans also provide team folders, groups and administrative sharing controls, so access can be managed for a group rather than assigned separately to each person.
Sending final files with Dropbox Transfer
Dropbox Transfer handles the delivery of finished files. You select and upload the material, create a transfer, then send its download link or deliver it by email. The recipient receives files to download rather than editing access to a working folder.
Transfers do not consume the storage allowance used by files in the Dropbox account. The permitted transfer capacity depends on the plan and any applicable add-on.
File history
Dropbox retains earlier file versions so an unwanted edit can be reversed without recreating the document. Version history applies to different file types, including PDFs and Word documents. Deleted account files can also be restored through the website while they remain within the recovery period.
The available history depends on the account. Plus retains a 30-day history, Standard extends it to 180 days, and Advanced provides a year.
Computer backups
Dropbox Backup selects files and folders from a computer’s home folder for cloud backup, then reflects subsequent changes in the backup. It can also back up a connected external drive. Backed-up external-drive files are changed on the original drive, with the cloud backup updating while that drive is connected; they are not a shared folder for editing inside Dropbox.
A backup can be restored to a new computer, downloaded as a ZIP archive or returned to the folder locations used on the previous machine. The updated Backup also supports automatic schedules, including daily, weekly and custom intervals.
