David and Katie are joined by Eddie Smith of Practically Efficient to discuss all that is awesome about Dropbox. The trio discuss how to use Dropbox to share files across multiple computers and iDevices as well as dive into geekier uses for the service.
Links of note
Practically Efficient
David’s Multiple Account Trick
Eddie’s Post on Secure Dropbox attachment
Merlin’s Post on Secure Dropbox attachment
Don Southard’s Dropbox/Hazel Security
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I have been using Dropbox for two years now, and really like it and rely on it (I work with sound and put my Logic projects in Dropbox, so all I do is immediately saved and synchronized).
Sadly, as I’m listening to this Dropbox episode, for the first time since I started using it, it stopped syncing! My files get synced on one Mac, but on the other Dropbox won’t sync for hours now. And I’m a Pro user, and I really hope this is a one-time issue.
Loved the Merlin Mann episode by the way!
Thanks for the show.
The multiple account workaround wouldn’t be necessary if Dropbox just allowed us to set password protection on selective sync settings.
My other Dropbox issue is with the pricing plans. I would love to pay for Dropbox. It is absolutely essential and always literally the first thing I install on a computer. However, I only use 3Gb of (free) space. The lowest tier of pricing is $100 for 50GB. That’s just too rich for me to justify. If they had something like 20GB for $40 I’d sign up straight away. Their high entry point means they end up getting nothing. They’re leaving money on the table and they’re squeezing customers with needs in the 10 – 20GB sphere.
Maybe you didn’t mention it due to the air of illegality around torrents but one of my favourite uses of Dropbox is to setup my torrent application on my always-on Mac Mini to open any torrent files in my Dropbox folder. If I’m at work and I want to start a downloading something at home I just download the torrent, Hazel moves it from my Downloads folder into my Dropbox folder and the client at home sees it and starts downloading.
A hopefully interesting aside – Dropbox’s speed is mainly down to the clever work they do on their server to compare the content you are attempting to upload with what they already have.
You can see difference really clearly when you compare mainstream content with your own content. Say you acquire a copy of a popular TV show from a website. If you put it in Dropbox you’d find it uploads with what seems to be impossible haste. Now try adding a home movie of roughly the same size – it takes ages. In the case of the TV show, Dropbox is clever enough to know it already has that exact same file on its server, so it just points to that rather than grind through another upload.
There are other plans that people can get on “request”. I contacted support and they had 10GB, 20GB, and 25GB plans. I think the 20GB plan is $60/year and the 25GB plan is $70/year. I can’t recall what the 10GB plan was, I think it was $50/year. I have the 25GB plan.
Dropbox uses Amazon S3 for its backend so you’re unlikely to find 20GB for $40/year, unless Amazon drops its storage prices by quite a bit.
For doing symbolic links for Dropbox, there’s also MacDropAny,
http://wiki.dropbox.com/DropboxAddons/MacDropAny
The Dropbox Wiki is a good source of Dropbox tips and resources.
Another good show.
I’ve been using Dropbox since you first had to have a beta code you use it. From day one it was useful. At first I used a lot of symlinks to sync programs across multiple Macs, but it has been great to see so many programs include Dropbox integration. 1Password integration with Dropbox is perfect so now even my iOS devices and Macs all have the latest. Plus of course TextExpander integration. While my favorite book catalog app Bookpedia doesn’t support dropbox directly, I can still use a symlink to sync the database – just have to keep from having the program open on both Macs at the same time.
Hazel, which I bought because of your show, is also great with Dropbox.
Most of my documents and notes I moved to the cloud via Evernote. Still there were plenty of documents I wanted to keep in their file form and I pretty much keep all of these docs on Dropbox which gives me both backup and a limited version repository.
As a Windows Application Developer I keep another Dropbox to share documents between my work laptop and Dropbox in a Parallels VM on my Mac Pro. So it is quite easy to work at home or at work. Dropbox used to be blocked at work, but strangely after I told on of the people in IT about Dropbox it is no longer blocked – even though they normally block anything that moves as IT people so love to do.
Now Amazon has just released their cloud storage starting with free 5GB and 20GB if you buy an MP3 album. Wow after using Dropbox for so long it seems Amazon decided to go back to the 90′s and give us an interface reminiscent of that time – painfully ugly with manual file uploading. Arg! You would think they would to copy Dropbox which uses their S3 service.
Another really good show, thank you – my only slight criticism is that you didn’t really explain Dropbox very well near the beginning. (Granted, there would be very few of your listeners who didn’t already know.)
I know from experience how tricky it can be to convey just exactly what Dropbox is. I’ve found that it’s best not to introduce the concept of Dropbox’s public folders and public files until you’ve conveyed what its basic functionality is all about.
I always describe that basic functionality as being like a virtual USB stick plugged into all your machines and devices. No more transferring files via physical USBs and/or emailing yourself attachments etc. That usually gets people interested to know more.
Thanks to Eddie for another good couple of Hazel tips as well!
BIG PROBLEM: DROPBOX DELETED MOST OF MY FILES !!
Okay, thank goodness that wasn’t me, but it is the header of a thread in the Dropbox forums I found while looking for the reason the files I had in Dropbox had “gone walkabout” and become corrupted.
I tried and liked the free Dropbox. I researched its security and found it “acceptable.” Since Dropbox Security is Amazon S3 security, possible even enhanced, it should be fine.
So I purchased three PRO accounts. Goal: three of us at work sharing files from two offices in different cities could do so through Dropbox.
Setup: three unique users, each with their own Mac. In addition, I set up a Mini at home where (lovely system we have in America) I have the fastest internet. The Mini’s role was to be the “backup” system. I also linked my MacBook Pro laptop. The Mini and MacBook Pro were part of my Dropbox account.
Then I laboriously copied 35 GB of files into Dropbox from the home fast connection. The files went up to Dropbox. Then I copied the same files from a harddrive into all the other four computer Dropbox folders, and only then launched a sync.
Seemed to work perfectly. Until the three of us began actually using the files in our Dropbox folders as our actual work files as though the Dropbox folder was our Documents folder.
Some files just started disappearing. Even though I had the extra cost Pack-Rat “forever” backup, they were just GONE. Whiff. Files, like Quicken that are “packages” (there are others, think iWork) began reporting conflicts. Excel files create a duplicate of themselves as they open so you’re not really editing the saved file, and the Dropbox began filling with those.
I was never able to identify what was wrong. My suspicion pointed at Dropbox’s statement that the “last saved” file is the one it keeps. So if a computer clock is a bit off, or someone shuts down a remote computer in a different city, there could well be a conflict, and Dropbox loses control.
MY RECOMMENDATION: If you’re the only user of your Dropbox account, you’re probably fine. But if you start sharing important files on which others will work with you, keep a version outside your Dropbox. Thing about Dropbox is, the Dropbox will reach into your computer, into the Dropbox on your computer, and change or delete a file that is there. Especially if you share with multiple users over multiple computers in different locations, it is better to be safe than sorry. Just keep an extra copy outside your Dropbox.
Those scary warnings aside, this was an excellent episode with lots of fascinating information. Good job, David and Katie!
Point of clarification: Drop box has a ‘Lan Sync’ option, not ‘Wireless Sync’. The important distinction being that you CAN sync on your local network irrespective of whether you have wireless connectivity, provided you have wired connectivity.
If you’re following this thread, you should just click over to the Dropbox forums where the Thread “Files Get Randomly Deleted?” was started 26 minutes ago. (Mon, Apr 11, 2011, 1:13 CDT)
http://forums.dropbox.com/topic.php?id=36308
George – there’s pretty much always a thread like that at or near the top of the Dropbox forum. I’ve been a DB user for 2 years, and every time I’ve dropped in on the forum, one of those threads is up and running.
It’s akin to any forum for any product of any kind – problems. That’s what a forum’s there for and I hope you and all others affected by anything like this get it sorted properly and promptly.
But it’s by no means indicative of the overall user experience of Dropbox. I’m a single-user user of the service and have never lost a file in 2 years. It looks to me as if file loss is nearly always related to multiple users sharing folders and creating conflicted copies – which Dropbox is supposed to save under the banner ‘conflicted copy’, so something is up in your case.
I’m confident you’re right, Johnny Mac. ” . . . file loss is nearly always related to multipe users sharing folders and creating conflicted copies.”
Thing is, Dropbox promotes “folder sharing,” and I drank the Kool-Aid after giving it a brief trial.
Way back on my first computer the spreadsheet was promoted with what sounded like effectively infinite rows and columns. What was NOT in the user manual was this statement: “you can see infinity, but you can’t use it, because your computer doesn’t have enough RAM. In fact, there isn’t enough RAM in the world . . . ”
So what would be nice amidst all this “promotion” is a simple statement from the developer (in this case, Dropbox) of what NOT to do. Might cut down on their sales, or might prevent users like me from setting up potential disasters.
If multiple users sharing folders create conflicted copies and lose files, then Dropbox just isn’t ready for multiple user prime-time.
In terms of a brilliant iOS app with dropbox sync, everyone should check out PlainText. It’s so neat and clean, it creates its own folder in Dropbox and syncs v quickly, and deals with no-connectivity well. It also supports Text Expander. It is also very simple to use Notational Velocity with it.
I put it all my quick thoughts of thinks to look into or quick tasks into a file on my iPhone, and then have an alias on my desktop so I can really quickly access these thoughts whenever, wherever, and this interface is perfect.
Once again another outstanding show. I have to thank you for the most awesome tip on Dropbox/Hazel/photos. I will be doing some traveling later this year and plan on taking an ipad. I was trying to decide what I was going to do to protect any pictures I take while on the road.
After listening to this show, I plan to use the ipad and upload my pics at the end of each day to dropbox (thus no risk of losing pictures because of a lost or damaged SD cards). When I get home and turn on my desktop, Hazel will move them all to my aperture library. How cool is that.
It’s the little things.
I use and love Dropbox all the time at home, church and work. The Pastor drops his notes into it so the projector people know what scripture he’s going to use. My boss drops in new graphics for the site or documentation intended for our end users after edit. I stuff everything in there that I used to email to myself unless it goes into Evernote.
There are two times when it doesn’t work well. One is when you have multiple computers opening files and saving them “automatically” or “behind your back”. As mentioned above, some things like to make copies and such and it gets ugly. The other time is when 2 people are working at the same time. Dropbox is just that, it’s a drop off/pick up box and it does not do, nor does it claim to do, concurrency.
Now, if they added a check-in/out system it would be more awesome than it is.
Thanks for the show guys, I always learn a trick or two and am sometimes inspired into my own tricks.
I just ran upon this site and thought I would share. It is a really good and comprehensive list of uses for Dropbox and a great inspiration for your next big project.
http://goo.gl/N2q3
Another great show, guys. I loved all the insights about creative ways to use dropbox (and will put some to use), but I want to share one good reason to use Sugarsync instead of Dropbox.
Like the two of you, I’m an attorney. I have a small firm, recently switched over to Macs. We don’t want to shell out money for a Mac Mini Server with Lion coming out and the possible integration of server functionality into the regular OS. Without a proper file server, file permissions make hosting all files on one computer a high-maintenance proposition (always going in and resetting the permissions to everyone can read/write).
Sugarsync and Dropbox are the perfect solution because each computer sets the correct permissions to the synced files on that computer. And as an added bonus, I can get any client’s file onto my phone, iPad, or laptop with ease from anywhere with an internet connection.
Sadly, Dropbox’s terms of service allow them to access and review synced data, which violates my obligation of confidentiality to my clients. Sugarsync, on the other hand, goes out of its way to expressly disclaim any right of access to any synced data without my permission unless ordered to do so by a court, and even then their policy is to provide me advance notice. I followed up with Sugarsync to discuss their internal training and security key access, and they stood by their EULA in a written email to me.
So there is one use case in which Sugarsync may make more sense than Dropbox, for whatever that may be worth. I know the podcast isn’t targeted at lawyers, but one lawyer’s use case seems a relevant addition this time around. Can’t wait for the next episode!
Would like to hear from David on Martin’s concerns about DropBox examining files…he’s an attorney also, right?
Great show, thanks for all the tips. After reading this article on Dropbox’s de-duping process, I’ve been concerned about is absolute security of information in Dropbox. I still use it to sync most of my stuff, but I’ve started to look at other services like SpiderOak. Am I being too paranoid?
The disadvantage to any other syncing tool is that it won’t be anywhere near as convenient for iOS.
I am a graphic designer and love Dropbox for showing files to people (eg when they ask me to email them 150.)
My mum’s laptop hard drive broke but all her data was on Dropbox so it was no problem. Moreover, all her data was quickly set up on her new system.
I would like Dropbox to offer the equivalent of MobileMe family pack fir 5 user discount.
In my experience Dropbox application does not ask me if I want to upgrade to the latest version (like Omnifocus launches and asks ‘Omnifocus 1.9 is available. Do you wish to upgrade?). They should add this feature, via mac app store updating.
Hi,
I would like to give some feed back from your Dropbox podcast. I am not a very advance user of dropbox and only use it for my personal use. It seems to me that there is some misunderstanding on the use of the public folder. From listening to what was said in the podcast, we get the impression that the use of the public folder link sharing is insecure and leaves your dropbox public folder open to prying eyes for ever to everyone… really? The link we share with others is specific to the file we share and if you copy in text edit two different links from the public folder, they will not be the same and only have access to the one file we decide to share… or am I missing something?
It is like giving a key to a room to someone and include a key to a specific folder in a filing cabinet. Only if you want to share this with many others will it be available to these. And once the said person or persons have the file you can always delete that folder after a predetermined time. I see no security problem in this. The dropbox public folder is never compromised by this and all the many other files kept there are safe from prying eyes.
Thank you for all your hard work in sharing your ideas via the podcast. I hope this will not be taken as a negative criticism but as a conversation input to a very interesting subject,I hope I got this right and if not just ignore,
Kind regards,
Photos are not in the Public folder but you can make them public (for better or for worse).
On the Dropbox website go to Photos, click on Gallery and you get a link you can copy and send to other people.
Great podcast, thanks you guys!
correction: that’s Dropbox website > Photos > a folder with photos in it. Only then do you get that link (you have to click on a folder of photos to get it).
Great episode. I’m a new fan.
The problem with Dropdav is that you upload to a specific dropdav folder. I e-mail my iPad iWork files, and then “open in” Dropbox. From there, I can upload the document anywhere I want in my Dropbox.
Dan
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re. Don Southard’s Dropbox/Hazel Security solution, I feel that I should recommend Prey at http://preyproject.com/. Cross platform (though I only use it on my Mac), easy to setup and test.
Just a comment on Adma Lisagor’s use of Dropbox. He said he keeps everything in Dropbox. That’s fine but realize DropBox does not do file versioning–that is to say, it’s fine to keep his Final Cut Pro project files there, but if he’s always working from one file he losing the changes he made to a project the day before.
So when he begins a new day of editing he could either, make a copy of the previous day’s and then work forward with that one–preserving forever(almost literally) all the work/changes he’d made up to that point–OR–make a copy of the previous day’s final project file then delete it–letting Dropbox’s archive feature permanently preserve that solely on Dropbox servers and not on his machine.
That deleted version will always be there waiting to be restored should he need to. Now this is a feature that only early adopters of Dropbox get for free–unlimited archive of deleted files that is. Newbies have to pay :-}