Guide: How to Use Dropbox Paper: Tips
It’s been a few years since Dropbox Paper stepped out of beta. The collaboration tool lets you create shareable notes and neatly organize documents and files in folders or projects. Dropbox Paper accepts all types of content and media formats, making it incredibly easy to map up documents. Dropbox Paper can do more than that. If you want to explore the full potential of Dropbox paper, check out the hack and tricks mentioned below.
1. Create invitations-only folders
When you create a folder in Dropbox Paper, all team members can see it by default. However, if you want to create a folder for specific people on the team, the best solution is to create an invitation-only folder. Click on Create a new folder button on the right panel, and once the new window appears, add the name. Next, tap on the building-like icon on the bottom ribbon and select Invite Only.
Select the names of your team members and click Create button Cool Tip You can also choose to quietly create a folder that is accessible to everyone. To do this, uncheck the member names before clicking Create button
2. View the power of search
Do you need to search for a document with a specific word? The power search makes it possible. All you need to do is type the keyword in the search bar and the relevant file or folder will be displayed right away.
For example, the Ransomware article appears in the GT> Android> Posts> AI folder for my account. So I don’t have to go all the way to that folder. Likewise, you can just search by the title of the document and the tool will take care of the rest.
3. Choose the shortcut
In this day and age where everything is almost instantaneous, it is essential that you also follow the same mantra when managing your team on paper, especially when it comes to formatting your documents. Dropbox Paper comes with an assortment of keyboard shortcuts. Aside from the common keyboard shortcuts like Ctrl + B for Bold and Ctrl + U for Underline, this collaboration tool supports many alternatives.
Numbered list: 1. followed by a space To do list: [] followed by a space Header: Ctrl + Alt + 1 Date: / date followed by space
So if you need to add a series of tasks, add * followed by space and it will immediately add a bullet.
This saves you a lot of time moving back and forth between the toolbar in a document. They also make your workflow smoother.
To see the full list, simply click on the keyboard icon in the lower right corner.
Create tasks like a boss
As you may already know, all you have to do is type to add a checklist of items [] followed by a space. The good news is that you can assign these checklist / tasks on the go by simply adding an @ sign followed by the team member’s name. So if you need to create a task called ‘Add comments to Facebook’ and assign it to Sylvia with a due date of January 11th, all you have to do is type the following command. [] Add comments on Facebook @Sylvia / 03/11/2020 That is it. No hassle playing with the toolbar or the top ribbon. Cool Tip Use the Present icon at the top to present your document as a slide show.
5. Add documents to the folder
Do you open a specific folder to often place a document in it? That is a terrible waste of time. The best way is to put the document on it home page. And once you’ve given it a name, click the Add to Folder link below the document name, and the tool will take care of the rest. Did you know: Documents without folder structure are shown as Unfiled on it home page.
6. Too many emojis? Count them!
Do you think you’ve used way too many emojis in your document? Rather than sit down to manually count them, let’s Dropbox Paper do the work?
Yes, you read that right. Aside from the basic counts such as word count and character count, Dropbox Paper also counts the number of emojis.
So if you find that 29 emojis are a bit too much, you can just go back to the document and delete them.
Tap the three dots to check the word count button in the top right corner and click on the option for Word Count.
7. Paste screenshots like a pro
Another cool trick what you can do with Dropbox Paper is you don’t have to upload screenshots and images in the conventional way. All you need to do is copy the images from the source and paste them into your document. Also, rearranging images on Dropbox Paper is as easy as dragging and dropping. Select the image you want to move and move your mouse pointer to the position of your choice. Handy, right?
8. Link to various media items
Be it an audio file or a YouTube video, Dropbox Paper allows you to display them quite easily. The mantra? Cut and paste. Yes, you don’t need to add the embed link.
Here you just have to copy the video (or song) link from the address bar and paste it into your document – yes, similar to images and screenshots.
9. Integrate with your calendar
Last but not least, you can integrate Paper with Google Calendar (or MS Outlook). To do that, click on the document name and you will see a small grayed out prompt for Link a calendar event.
Select the calendar of your choice, and select the set once up is completed, add the date and minutes.
The good news is that once you integrate your calendar, all upcoming meetings will show up on Paper home page.
10. Couple like a ninja
Yes, I know there is a handy icon next to Invite that allows you to add external links. But it is cumbersome to click on it and then add the link every time you need to add a link.
The smart thing is to select the text you want to link, press Ctrl + K and then add the link. Handy, right!
11. Export your documents
Dropbox also allows you to export your documents in PDF, Word, or markup formats. This is especially useful if you need to send documents to customers or business partners who don’t have access to your team’s Dropbox Paper.
To export, select the document from the home page and click Export button, as shown in the screenshot below.
Then select your format and the download will start in a few seconds.
Put pen on paper
Apart from all feature above, Dropbox Paper makes it easy to integrate with third-party apps, extending the reach of the tool by several degrees. Plus, you can link to your Dropbox files and documents just as easily as a check box or a bulleted list. The next up Looking for ways to use Dropbox from Gmail? Read the following article to find out how.
How to Use Dropbox Paper: Tips: benefits
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