Ask Dotto Tech 15 – 2-Step Verification, Dropbox, Evernote, & Google

On Ask Dotto Tech 15 we have you covered on topics from:

2-step verification – How to gain access and what is it? Evernote Atlas – How to access the Atlas Dropbox sharing – How to share on Dropbox in view only mode Gmail signatures & Google+ – How to change your avatar and signature

2-Step Verification

What is 2-Step Verification?

Receive a code on your phone to access your accounts that have been setup with 2-step verification. Online and through a code delivered to your phone and entered online on the site. What if I lose my phone? Google has the answer for everything, right? They have already thought about this and have a great article here; that will walk you through the steps to regain access to your account.

Dropbox

How do I share a file in Dropbox without the recipient being able to re-share the file? To adjust the sharing settings for any of your Dropbox files, you will first want to visit the online platform rather than accessing through your desktop app.

How To Share Dropbox Files in View Only Mode

  • Click a file you would like to share
  • Click the “Share” button that will appear on the right-hand side
  • Enter the recipient you want to share the file with
  • Click the blue link to “Change Permission/add expiration.”
You will need the paid version to update permission settings and password protect a file Dropbox Share File1 Dropbox Share File2

Dropbox File Sharing Options on Free Version

Dotto_Video_package_-_Dropbox

Dropbox File Sharing Options on Paid Version

dropbox sharing file

How To Share Dropbox Folders in View Only Mode

  • Click a folder to share
  • Click the rainbow folder at the top of the screen
  • Enter the recipient you want to share the file with
  • On the right-hand side click the down arrow and select “can view” (premium version only)
If you are running the free version of Dropbox you will see the “can view” is greyed out, it is a paid feature at this time. Dropbox Share Folder

Dropbox Folder Sharing Options on Free Version

Dotto_Video_package_-_Dropbox (1)

Dropbox Paid Version Folder Sharing Options Dropbox Share Settings


Evernote

How to add the Atlas feature on Evernote?

The only way to access the Atlas feature on Evernote is to open up the desktop application versus the online version. The Atlas feature does not seem to be available with the online version of Evernote. Looking to the left-hand sidebar you will see the Atlas option, just click that option to be taken to your Atlas feature.  Evernote_Atlas  

What is the Atlas feature in Evernote? 

The Atlas feature in Evernote brings up the location of your notes using geo-location. So when you have been traveling and took a picture of a receipt from dinner, you don’t have to remember the restaurant name, you can just search by location. 

Gmail

How do I remove a signature avatar from my Gmail account?

To adjust your signature within Gmail and Google you will want to make sure to log into your Gmail account and take the following steps:
  • Click the “gear” on the upper right of the screen. 
  • Click Settings
  • Scroll down to the Signature option
  • You can add/change/delete a signature
gmail settings final   gmail signatureThere you have a very diverse and comprehensive Ask Dotto Tech #15! Please head over and leave your questions on the YouTube channel, we may just choose it for an for an upcoming episode of Ask Dotto Tech! Until next time … have fun stormin’ the castle!

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Steve Dotto here. How the heck are you doing this fine day? Me? Like my friend, Billy, I am in a New York state of mind indeed. Today, we are going to answer quick little questions that you’ve been asking me for some time here on Ask DottoTech, little answers to big problems that cause you much concern. Stick around. If you have a question for me to answer, that is what this show is all about. You ask the questions. I answer them. Now where you go to ask these questions is right here on YouTube. Go into the Comments area and please post your questions there. I cannot promise to answer each and every question but I do my best. If it doesn’t make it here on the show, I’ll often answer it right within the forum itself. So let’s dive into things, shall we? The first question comes from Wan Ted who asked in reference to two-step verification. I did a video a while back on using two-step verification which is a terrific way to protect your privacy. Essentially, what two-step verification is you need to receive a code on your phone in order to access your Google account or one of your accounts, an account which requires security. It’s two-factor authentication, not only your username and password but then also a remote service delivering you a code to go in. It’s a great way to do things, far less inconvenient that it sounds. You should check out the video which we will link to right here. Having said, Wan is concerned because—and it’s a legitimate concern—“What happens if I lose my phone? Does that mean that I can’t ever log into my accounts?” Great question, Wan, and it’s one that we should all be concerned with. Fortunately, Google has thought of that as far as their two-factor authentication goes. We’ll have a link to this particular document in the show notes, in the description below but these are the common issues that people have. Right there at the top, “What happens if my phone is lost or stolen?” They walk you step-by-step through what you need to do if your phone is lost or stolen. The first thing you do is revoke your password and then you work your way through what Google recommends you do. So you’ll be inconvenienced for a short period of time but you will be able to get back in. You will be able to set everything up. This should not dissuade you from using two-factor or two-step authentication. It is good and it increases your chances of keeping your privacy protected immeasurably. Two-factor authentication – I’ve got nothing but good things to say about it. Next up, we have from Ricardo Rivera who asks, “When I share a file in Dropbox, how can I take out the Share button on the recipient side so that they only have the option to download it?” He wants to share the document but not allow the people to edit the document. I thought it’s simple. In the Share options in Dropbox, you just tell people that it’s a read-only document. So I mentioned that here but I will show it in the show and now I’ve been brought up short because I was in error. When we visit Dropbox, where you go to set your sharing preferences is not in the desktop app but you have to go to the web version and you go into your account in Dropbox on the web. There you can choose to share any folder or any file. If I open a folder here that I wanted to share and I click here on this little rainbow folder that says Share this folder, then I can type in the name of anybody who I want to share this document with. Simple so far, right? Of course, right. But look here, anyone can edit. Anyone can view but that’s greyed out. See, this what I was wanting him to use in order to have people just view the document and not be able to edit it but it’s greyed out. Why is it greyed out? It turns out Dropbox wants us to pay for that particular privilege. Open sharing? Free. Just read-only? It’s one of the Premium features so you have to have a paid account, not the shared or the free account which is what I am obviously running here now and what I imagine Ricardo is also running. So I was in error, Ricardo, when I said that you could just do it by going to the sharing. You have to upgrade to the Premium version to do what you want to do. Hmm… Next up, we have Jack and I’m not even going to try and pronounce Jack’s last name. Jack’s asking specifically about Evernote, how I add the atlas feature which I showed in a video we did quite a while ago, which is one of my 5 Favorite Evernote Features. The good news, Jack, is the atlas feature is still one of my five favourite features in Evernote and it’s pretty simple and straightforward to access. But I suspect the reason why you’re having an issue is you’re using the web version where it tends to be hidden. Here is what the atlas feature does. I’ve got it here available on my side bar right here so I click on the atlas feature. It brings up everywhere I created notes. It’s brilliant. It uses geo-location services so if you create a note or take a picture of a receipt or whatever it is when you’re on the road traveling anywhere, you can sort all those notes by where they were created, not just by the time or by the title as you would do with normal search. So if you’re on the road and you’re in a restaurant and you take a picture of the receipt, rather than have to search for the name of the restaurant when you go to submit the receipt, you can just look for where I was when I created that note. It’s a great feature. How do you access it? Well, if it’s not available in your side bar in the desktop version, right-clicking your mouse allows you to turn on and off what you see. So you can turn on the atlas from here. Failing that, you could at any time go onto the View menu in the desktop version and choose Atlas from the View menu. Unfortunately, it does not appear to be available in the web version so you could only access the atlas through the apps, the desktop version or the mobile version. I hope that that answers that question. Finally, G-D A asks actually based on last week’s Ask DottoTech. He said one day he decided to put an avatar in his Gmail account. He added an avatar to his Gmail account and it was a mistake. Now he wants to remove the signature, the image from the signature within his Gmail account and he cannot figure out how to use it. I’m a little bit confused about what the issue is because I will show you in a moment. He mentions that there’s lots of help online available to change your overall avatar for your Gmail or for your Google account, which I actually found some problems with as I was doing research on this. So let’s just dive in and make sure that you all understand what we’re talking about as far as changing the avatar in your signature file. In Google and Gmail, if you go under the gear setting at any point, you can go into the Settings and on the first page of Settings—there are multiple different pages of settings here—if we scroll down to the bottom, we will have a signature where we can add a signature to our email. Now he said he added an avatar. I don’t see any link to create what Google is calling an avatar but I have pasted in a picture myself. If you want to remove it, you can just be able to click on it and click on Remove and it should remove it. So I think that’s probably the issue you’re having. You haven’t probably gone into the Settings to find this, but I’m not positive. However having said that, as I was going through setting up and playing with our different images, I discovered something kind of unique about Google account. Changing is our personal avatar, this picture that we have is not the same at all times. Let me show you. If we go into our Google profile here and I want to change this picture that I have here, that I’m using here, I can go in and I can click on Edit profile, which will then allow me to change the picture just by clicking on the little camera icon. So if I wanted to change it—let me upload a different photo because I’ve got a few of them. I’ll do my thumbs up one. There we go. I’ll open that. So I’ve got all these great little pictures that I can use for this sort of thing. When I upload the photo, look, what it does. It just drops it in. It didn’t allow me to frame it or do anything with it. It just dropped it in. It gave me no editing options right here from the Edit profile. I don’t like that. I want to be able to frame it myself. So I discovered if you go to this page here which is Google About Me, which brings you to the About Me page, if we go in and we edit our picture here, when we go and use any of the pictures here—there we go, I’ll use this one here. There we go, I’ll choose that one there—I can actually frame it, I can position it exactly where I want and I have an awful lot more control over it. Now one thing I noticed and it’s a little bit confusing to me how Google handles these things, it seems that some of the images are available when I do the account this way and if you noticed, there were other images available in the last time that I edited it. Whether or not that’s a Gmail, Google+ thing, it gets a little bit confusing and Google of course does nothing to help us discover it. But if you want to control your avatar that appears in your Google profile, I suggest that you go to your Google About Me page. There you can go and you can edit everything else that appears in your file as well. This would appear to be the best place for updating your profile information. That is it for today. I hope that you found today’s videos to be useful. Now there are three ways to stay in touch with us here on DottoTech. The first is please subscribe to this channel. The second is subscribe to our newsletter. Then you’ll hear about all of our upcoming live events and webinars and we’re doing an increasing number of training and tutorial webinars. Finally, DottoTech is funded through the support of people like you at the crowdfunding site, Patreon. I encourage you to drop by, have a look and discover what it means to be a patron of DottoTech, what it does for us and what perks are available for you. Till next time, I’m Steve Dotto. Have fun storming the castle!

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