How I’m using Dropbox.

Since I talk about Dropbox quite a bit anywhere and everywhere I can, I’m often asked for app recommendations and about the services that I use with it. The beauty of it is that these things can and do change from time to time because so many apps and services plug into Dropbox that there’s always something new to try. So here are some of my uses and apps as of right now.

For starters, I don’t use my OS X home folder for anything, if I can help it. Everything important lives in Dropbox. I can’t move my Library in there, but if I could, I would. If I lost my MBP tomorrow, I could be back up and running 90% of the way just by logging into Dropbox on a new machine. That makes me feel good. Now, onto some more specific things.

1Password: The alpha and omega of all my Dropboxing. 1Password is the single most useful app on any of my systems, and my world lives inside it. Security’s no joke, and 1P makes it easy. Constant updates, communicative and friendly developers and a willingness to always improve make it my number one app, anywhere.

Notes, Reminders: Notes are stored as plain text files and kept in a folder called Notes. I point the awesome Notational Velocity fork nvALT at this folder on the Mac, and whatever app I’m currently using on iOS at it as well. Right now, that happens to be Elements by Second Gear. It’s clean and fast. Reminders are a different beast. Currently I’m back using Appigo’s Todo, which I’d purchased a million years ago, but which has seen some pretty decent updates. My tasks sync in a Dropbox folder and appear on all my devices. This could change by the time you read this, but that’s what’s great about Dropbox. Another one of my favorites is TaskAgent, although it’s more for lists and doesn’t have reminder functions built in. If you just have one list, you might check out Due, which is also great.

Camera Uploads: This is a service that’s now provided directly through the Dropbox app. Before it was offered, I used many different iOS apps to get my camera roll into Dropbox, and I still use one called CameraSync because it uses geofencing to determine when to activate and upload your pics, taking the manual process away entirely. I set it up for the office and my house, and when I go between them, I get a notification that my pics are uploading. It’s like magic. (I also have Photo Stream turned on as a fallback, but I like that they’re also in Dropbox automatically as well, for obvious reasons – Photo Stream has a 1,000 pic/30 day limit).

Byword: My favorite writing app for Mac and iOS. Hook Byword up to your Dropbox, and your works in progress are everywhere. I store them as plain text (.txt) files for portability into other writing apps as well.

Day One: My journal of choice. Byword is for things I intend to put somewhere on the web, Day One is just for me. A gorgeous Mac and iOS app, with tons of features and improvements. If you’re not using this app, you’re seriously missing out on a flagship writing experience. Again, I choose to store the data file in Dropbox, because I want to be able to pull it apart if I feel like it (or need to) and iCloud’s data container doesn’t sit well with me.

Scanner Pro: A great quick utility by Readdle. If I need a PDF of something I’m looking at in the real world, I grab my phone or iPad, take a picture, and Scanner Pro converts it to a great looking PDF and drops it into my Dropbox for me. Easy.

Drafts: Quick capture and instant dumping into a variety of iOS apps. I keep a “Drafts” folder hooked up to Dropbox and have it set to capture text notes that I intend to file away in my large note file. Hazel watches this folder and drops .txt files into the other one for me.

TextExpander: Super time-saver. TextExpander takes snippets of keys you assign and drops giant chunks of text in their place. I keep the settings synced with Dropbox between my systems.

Paper: My favorite sketching app. Although I don’t use Paper all that much, when I do, it exports my journals right into a Dropbox folder. I end up using this to quickly diagram things for clients sometimes. It helps to have a picture to go with what I’m saying, and if we’re all in agreement, I can save it, export it and refer to it when I go to create a formal wireframe document or something like that.

Software: I keep a master repository of all kinds of .dmg files and installers in Dropbox. I’ve been a Pro customer for years, and recently had my storage space doubled to a massive 200gb, so this is even less of a problem now than before. Super convenient when you’re managing multiple systems in an office environment and the Mac App Store isn’t how you plan to do it.

System: I keep a folder called System in my Dropbox, and the purpose of this folder is to preserve app settings and things like that. If I can, I’ll install an app and configure it so that its settings automatically go there, but if not, I can always manually copy/move some things around or set up Hazel rules to duplicate these settings/files. Alfred is a good example of an app that runs out of this folder – all my extensions and tweaks are synced between my Macs into Alfred from here.

What else?…

Sharing: throw things in a Dropbox folder, get a quick link. Better than email for giant files, and usually works ok for everyone.

IFTTT: there’s all manner of cool automated things you can do with IFTTT, a web service that aggregates other web services to do some nerdy heavy lifting for you. I’m currently pulling all my Instagram shots in automatically, as well as Facebook pics I’ve been tagged in. I also have something set up to automatically forward a document from my iPhone to a folder specified by me in Dropbox, but I don’t really find myself using it. Still, it’s cool and it’s just scratching the surface.

iPhoto: I wouldn’t recommend trying to point multiple machines’ iPhoto installs to one library you keep in Dropbox (seems to have issues, YMMV) but if you only have one machine on which you use iPhoto, it’s an easy way to back that giant file up (if you have the space).

I could go on and on. When I record podcasts, they dump directly into a Dropbox folder from Audio Hijack. I keep a folder just to sync stuff between my MBP and my Mac mini server at home if I need to. A different folder to share things with my wife and her MBP. The possibilities are nearly limitless, and growing every day. It’s a fantastically reliable and functional tool I’ve grown to rely on. I’d hate to go back to computing without it.

If you’ve got a great way to use Dropbox, I’d love to hear it.

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Author: Seth Clifford

I'm here for the open bar.