DROP BOX BASIC INSTRUCTIONS - Install and Share

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DROP BOX BASIC INSTRUCTIONS - Install and Share To set up DropBox go to: http/www.dropbox.com and download the software. If you already have an account set up with a CNELM email address then sign-in.

1 DROP BOX BASIC INSTRUCTIONS - Install and Share To set up DropBox go to: http/ and download the software. If you already have an account set up with a CNELM address then sign-in. If you are new to DropBox then Sign-up for an account and follow the on-screen instructions and please note the following: 1) DropBox is associated with an account - therefore select your CNELM student account to set up a FREE 2GB DropBox account. 2) DropBox is available across Operating System Platforms for Windows/Mac and Linux systems - instructions for installation and use are available on the HELP pages on the DropBox Website. 3) The instructions here are for mainly for users of Microsoft Windows and are applicable to XP, Vista and Windows 7. However, much is applicable to Mac and Linux Users. 4) If you already have DropBox but associated with a different address other than your CNELM account then see guidance at the end of this document. Installation: Once you have downloaded and executed the exe file follow the on screen instructions - the default options are all OK but you may wish to change the location where the DropBox folder and files will be stored. By default on Windows this will be under User on the C Drive. Once installed a icon for DropBox will appear on your Desktop and more usefully in the system tray (bottom right-hand corner of the screen) - next to the clock. The icon in the system tray enables right click options - so right click on the mouse while hovering over the icon to reveal the options - as per the image below You will notice the options 'Open DropBox folder and Launch DropBox website' - these are the two main options you will use and need. Preferences allows you to change DropBox folder location and other items such as if you want DropBox as a programme to launch when you turn the computer on, also note you can directly access HELP information using the Help Center - see image below: 1

Under 'Advanced TAB you can change folder destination, default Language and set-up selective sync option. Under the General TAB you decide on when to start DropBox.

(The Proxy option may only be needed if a student lives in a location where internet access is restricted and programmes like DropBox blocked by Government Firewalls).

2 Under 'Advanced TAB you can change folder destination, default Language and set-up selective sync option. Under the General TAB you decide on when to start DropBox. Other TABS such as ACCOUNT, BANDWIDTH can be left alone - you will only need to use the POXIES TAB if you use a Proxy Server or VPN to access DropBox. (The Proxy option may only be needed if a student lives in a location where internet access is restricted and programmes like DropBox blocked by Government Firewalls). SOME GENERAL NOTES AND WARNINGS: 1. DropBox works by creating a FOLDER on your computer - this folder SYNCS with your DropBox account's dedicated space on the DROPBOX company's servers. You can then INVITE other people (by ) to SHARE your files/folders. 2. The DropBox folder on your computer is like any other folder - you can create NEW folders and add files to those folders by Drag and Drop. WARNING - please note in many situations drag and drop will actually be by default CUT and MOVE - if it is important to keep a copy of the file in the original location then COPY and PASTE into the DropBox folder rather than drag and drop. The same applies when you drag a drop a file out of the DropBox folder - if you do this and move the file out it will effectively delete the file from everybody's computer who shares the files/folder. THEREFORE, when CNELM shares files with you we ask you not to delete files from the folder or to drag and drop files out of the folders. Naturally, after some time your FREE storage space will run out - and so we have issued an instruction guidance document to let you know how to safely leave a folder, retain a copy of the files you need and to free up DropBox space on the DropBox server so you can share more files. The instruction document is available on the CNELM website under the 'Online Support Videos' link on the left-hand side of the web-page - (see Learning Resources 1). 3. CNELM have chosen DropBox as it offers Bank Level (256 bit encryption) protection. The files you transmit (upload or download) from your computer to the DropBox Server are encrypted within a secure tunnel (just like logging onto your Bank) - the files and folders are also encrypted on the DropBox server. CNELM has considered this safe for the transmission 2

of client recordings and sensitive files. However, it is possible to further protect very sensitive files using either WinRaR (share-ware) or 7zip(free-ware) or for Mac users UnRaR (cost about 1.

3 of client recordings and sensitive files. However, it is possible to further protect very sensitive files using either WinRaR (share-ware) or 7zip(free-ware) or for Mac users UnRaR (cost about 1.50 from the Apple store). Using these programmes allows you to password protect the documents you share in encrypted archives (WinRaR 128 Bit encryption and 7zip up to 256 Bit encryption). Naturally if you do password protect a shared file in an encrypted archive you will need to the password to CNELM - send to dave@cnelm.co.uk. If in doubt Dave Lee for advice in his capacity as Practice Supervisor. Please also note that there are online instruction videos on the CNELM website (Learning resources 3) that cover how to password protect documents using WinRaR or 7zip. WARNING: please note the files on your computer are NOT encrypted - so please refer to the Learning Resource 1 document for advice on file encryption and file shredders. Also refer to Learning Resources 6 on Digital Document Shredding 4. We ask students to use DropBox for sending large files that cannot be sent via or are also too large to upload via the assignment upload manager. CNELM also use DropBox to send you recordings of consultations. When you need to share a file with CNELM - for example a client recording - you need to enter an address to share the folder with CNELM - the address you must use is as follows: dataadministrator@ac.cnelm.co.uk Understanding DropBox Icons: This Green Circle with White tick indicates everything has synced The rotating egg-timer indicates files are syncing (uploading or downloading) The Red Circle and White cross indicate a sync issue - see below** Files and Folders have the above icons on either the top or bottom of the folder/file image ** If you have the RED CIRCLE/WHITE CROSS this can mean you have run out of FREE space on your account and will need to FREE-UP more space by either deleting files or safely leaving shared folders before the new files/folders will sync properly. This can also mean that syncing has been interrupted - such as turning off your computer before a sync completed and that this has corrupted the process - usually restarting the sync will sort this problem. This can also mean you have tried to download or play a file BEFORE it has been fully uploaded - ALWAYS wait until files/folders have synced (Green Circle with White Tick) before attempting to play them. For other errors refer to the DropBox website. 3

4 ICONS in your system tray should look something like these. Remember you can right click on the ICON to pull-up the additional menu choices. How to SHARE a file or Folder: 1) Right Click on the DropBox Icon in the system tray - select 'Open DropBox Folder' 2) Make sure you are connected to the Internet 3) When the DropBox Folder opens Create a New folder (you can right click and select NEW and then FOLDER). Give the new Folder a NAME - for example 'NLP Client Recording - student number SA1' (where SA1 means Summative Assignment 1) - then COPY and PASTE your recording (could be video or audio such as AVI, VOB, MP3, WMA, WMV etc) and any other documents (Word/PDF/PowerPoint etc) into the folder. As soon as you have created the folder and put files into it the syncing process will start and your folder and files will begin to be uploaded to the DropBox Server. 4) Right Click on the DropBox Icon in the system tray and select 'Launch DropBox Website' - this will take you to the DropBox Website and your online account - you should see a screen like the one below as it should automatically log you in. If it does not log you in then SIGN-IN and you will see a screen like the one below: Naturally this is a screen shoot of Dave's DropBox and is displayed so you have an idea of what the screen will look like. 4

5) Right Click on the folder name you created - you should see 'NLP Client Recording - student number SA1' listed in the folder list - naturally not in the example above.

5 5) Right Click on the folder name you created - you should see 'NLP Client Recording - student number SA1' listed in the folder list - naturally not in the example above. When you right click on the folder then the following will be displayed: Right Click on Folder name and then Select the first option in the Drop Down menu called Shared Folder Options. 6) After selecting shared folder options the next screen will be displayed: In the box 'Invite collaborators to this folder' enter the addresses of those you wish to invite. If sending to CNELM remember to use the following address: dataadministrator@ac.cnelm.co.uk You can include a short text message and then CLICK Share Folder. DropBox will then automatically send an invite to those in your invited list. If you do not want other people to be able to share the folder with other people you can un-tick the tick box. 5

6 7) Your folder is now shared. When the invite is received the person who was sent the will only need to click on the link - sign-in to their DropBox and ACCEPT the invite. Then your folder and files will be shared with that person who will then have a duplicate copy of the files/folders on their computer. If the person you sent an invite to does not have DropBox then when they click the link it will take them to the DropBox website and invite them to download and install DropBox and create an account (they will have to create an account using the used to invite them). Once they have installed the software and logged into their account they simply click ACCEPT on the invite to start the syncing process. NOTES: Please refer to DropBox help online and also read the document relating to safely leaving folders without deleting files for other users - available on the CNELM website under Online Support Videos - Learning Resources 1- there is a short video and a guidance handout. For instructions on Shared Folder Member lists and options as the folder owner - please refer to the DropBox website. Please Note only Main Folders can be shared - sub-folders (child of parent folders) cannot. For option on setting up folder and sharing preferences please refer to the DropBox Website. Mac and Linux users please note that information in terms Icons and sharing are more or less the same - your install and file locations will be different. Please also refer to Online Support Videos Learning Resources 3 and 6 for guidance on using WinRaR and 7zip to encrypt files and using Eraser for Digital Document Shredding. WHAT IF I ALREADY HAVE A DROPBOX ACCOUNT BUT IT IS ASSOCIATED WITH A DIFFERENT You have several options as follows: (select the most appropriate one for you) 1. If you are able you can set up a second user account on your computer and install a fresh copy of DropBox under that user account and then set up that DropBox account to be associated with your CNELM account. The downside of this will be having to chop and change between user accounts on your PC. 2. You can uninstall DropBox - in Windows go to Start - Programmes - DropBox and select uninstall (Please note the uninstall will not delete the folders and files DropBox created in your Users Profile). Reinstall DropBox - when asked to select an account - select set up a new account and use your CNELM address. When you click next the DropBox install manager will recognise you already have a folder called DropBox - it will then ask you if you wish to MERGE or set-up a new LOCATION - select MERGE. Once installed you will find all your old DropBox folders and files in your new account. You can still access your old DropBox account via the DropBox website. 3. If you have a second computer install the new CNELM DropBox account on to the second computer. 6

7 4. If you pay for a larger DropBox account via subscription - then it maybe better to select option (1) as your new DropBox account under option (2) will only be a FREE 2GB account. 5. If your current DropBox is a FREE account and hardly used then you can delete it completely and reinstall setting up your new account. ALTERNATE SHARING: Usually CNELM will share folders with students by sending you an invite. This means students have collaborator status and as such can delete files. The danger of this is that students can unintentionally delete a file and that action means the file is deleted for everybody else. This is a great system for sharing and a group of people working together on documents - but it also means we need students to be careful and not to delete files. In future it is more likely that we will not Share folder with students where the folder is shared with a Module cohort - such as Clinical Skills observation consultations. Instead we will send LINKS rather than Folder Invites. The benefits of LINKS is that students cannot accidentally delete files - moreover, the LINK will take the student right to the folders and they can be opened and played straight away - without the need to download the whole folder. In order to stream the videos you will need a good internet connection - however, you can also decide to download the files - and select where you wish to save them. Document files such as PowerPoint and PDF can be downloaded easily and quickly. The other main advantage of sharing by LINKS - is that this does not eat up your FREE DropBox Space. As we roll-out sharing by LINKS we will create a Guidance document similar to this one. Please note we will only share folders and links with students using the CNELM system - this is for security reasons as many documents shared are classified as sensitive. I hope you found this guidance of some assistance and use. Dave Lee CNELM Centre Administrator and Practice Supervisor 7

1. Type in your account and password. If you have Windows, Mac, iphone, or Android, you can download corresponding applications here

SmartStor Cloud Web I. Login to SmartStor Cloud 1. Type in your account and password 2. Click If you have Windows, Mac, iphone, or Android, you can download corresponding applications here II. Document