Lesson # 2 – Saving Documents to Dropbox

Greetings from GrantLessons! Fires are burning everywhere here in the West. We still have smoke rolling in from the American Fire. We had a great Grants Committee meeting today. It really is fun to watch a team develop over time. Well we are off to our second lesson. Today we are talking about how to save a document to Dropbox.

Last week the homework assignment was to gather up the documents grantors require when we are doing grant writing. Our goal is to capture these documents into a file that we then house in Dropbox. Here are a few tips I learned over time. When you are saving a Word or Excel document be sure to save it in the lower version, as a .doc or an .xls file since it the documents are saved in newer versions some members will not be able to open them up.

You will have to scan documents, such as the financial audit and the Form 990 to a portable document file, commonly known as a “pdf”. These are usually fat documents, in that they are 30 to 33 pages long. First, be sure that your treasurer has given you a “clean copy” of the Form 990. Here is where you can have a little chuckle with the treasurer. I now get both documents from our treasurer on a thumb drive each year.
These fat documents can cause a problem when they are uploaded to the online application. Once you have the document as a pdf you will need to reduce the overall size of the document. Often these documents are in MB (megabytes) and they need to be reduced to KB (kilobytes). Stop in and see your administrative services and have a chuckle with her, she can help. And if she can’t ask your children or grandchildren 😉

Your homework for this week is to get all the required documents scanned and saved into the appropriate file type. Next week, we will discuss how to write a chapter history and a short description of the chapter’s programs. Remember there is a lot of information on our blog website at http://www.grantlessons.wordpress.com.

If you are like me, you are saying a quick prayer for all the firefighters out there.

Catch me when you can and I will catch up with you soon. Sandie

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