Box User Guide

In this handy guide, we’ll show you how to share, access and mange your content – from anywhere.
You’ll see the play-by-plays you need to get the Box basics under your belt, plus some tips and tricks
that’ll make you a seasoned ninja in no time.

Have additional questions? Visit [Link] for more information and training resources.

Contents

Contents.................................................................................................................................. 1

Logging in to Your Box Account............................................................................................... 2

Creating a New Folder............................................................................................................. 2

Uploading Files........................................................................................................................ 3

Navigating Your Files............................................................................................................... 4

Inviting Collaborators.............................................................................................................. 5

Shared Links............................................................................................................................ 6

Adding Comments to a File..................................................................................................... 7

Creating Tasks for a Collaborator............................................................................................8

File Locking and Version Control............................................................................................. 8

Folder Properties..................................................................................................................... 9

User Email Notifications........................................................................................................ 10

Box Sync............................................................................................................................... 10

Box Edit................................................................................................................................. 11

© Box Inc. • [Link]

Logging in to Your Box Account:
First things first: Here’s how to log in:

Go to [Link]
1. Click Continue
2. Type in your user name and password

Don’t have access yet? Send a request to support@[Link].

Creating a New Folder

The folder: It’s your Box account’s basic building block, where you’ll group similar files together.
Here’s how they’re created:

1. Click the New button and select New Folder:

2. In the pop-up window that appears, enter the folder name. Prefer a
private folder? Select Keep Private For Now. To create a folder where
you’ll work with others, pick Invite People to Upload or Download Files:

3. Need folders inside the first one? To create sub-level folders, just click the top-level folder to open
it, and repeat the steps above.

© Box Inc. • [Link]

Uploading Files
It’s a breeze to share files using Box, but first – naturally – you’ll need some in your account! You’ve
got two choices: Use Upload Files when you only have a few to get to the cloud, and Bulk Upload
when the job’s a bit bigger.

Adding Files Via Upload Files

1. Navigate to the folder where you want to send your files

2. Click the Upload button, and then choose Upload Files:

3. A pop-up window will appear, allowing you to select the specific file(s) you want to upload from
your computer.
4. Select the specific file(s) and click the Open button.

Adding Files Via Upload Folders

1. Navigate to the folder where you want to send your files

2. Click the Upload button, then Upload Folders
3. A pop-up window will appear, which allows you to browse your computer to upload folders
4. Once you’ve added the files or folders you need, click OK to get them up to Box.

Quick Tip: Bulk Upload runs best on the latest version of Java; get it at
[Link]/en/download/[Link].. You can also just DRAG and DROP files or entire folder
structures if you are working in Chrome. Check out best-supported browsers for Box here.

Navigating Your Files

Once your files are in Box it’s easy to access them wherever you are. Box’s familiar, intuitive design
makes it simple to navigate your account, and you’ve also got three slick shortcuts at your disposal:
the Search tool, Jump to Folder and the Updates view.

Search

If you’re looking for a certain file – or even a certain word or phrase within a file – jump right to it with
the Search tool. Just pop your query into the search bar at the top right of your page:

© Box Inc. • [Link]

Box will search the titles of your files and folders as well as the body of your documents.

Receive too many results? Simply apply some filters. You can sort by folder,
file type, date, content type, and owner.

Jump to Folder

If you want to get to a folder quickly, use the Jump to Folder tool. Simply click the dropdown menu in
the upper left corner to access your entire folder structure and be taken directly there.

Updates

On this page, you’ll see what files and folder have been recently updated in your Box account. You
can click right into the file or simply view the history – including comments, tasks, versioning and
more. To view recent updates click the Globe Icon in the blue menu bar.

Additionally, you can filter the results by the type of update made. To sort by action type, hover over
All and select the filter you’d like to apply:

© Box Inc. • [Link]

Inviting Collaborators
Now that we’re on the topic, it’s time for Box’s bread-and-butter: simple, secure file sharing with
collaboration.

Box’s collaboration system works at the folder level – you’ll invite contacts to join one or more of your
folders as collaborators, and can give them whatever access permissions you see fit. And not to
worry: Your collaborators won’t be able to peek at anything outside the folder(s) where they’ve been
invited.

Here’s how to start:

1. Next to the folder you’d like to share and click the drop-down arrow to the right of its name. Mouse
over Share and then click Invite Collaborators.
2. In the pop-up, enter the email addresses of the contacts you’re inviting to the folder. You’ll also
need to assign the invitees an access level based on the permissions you wish to provide foe each
collaborator.

Quick Tip: Collaborators have the same access level throughout a particular folder structure. For
example, an editor in a top-level folder will be an editor in all the subfolders, too.

3. Select the access level they’ll need, then click Invite: A friendly invitation with instructions for
joining your folder (or for creating a Box account, if they’re not already with us) will be sent, straight
away.

Shared Links
There may come a time when you’d like to quickly share files with folks who don’t have Box
accounts, but who don’t really need to be full-blown collaborators in your folders.

Enter shared links – your pleasantly painless solution. These are URLs that’ll take any recipient right
to the folder or file they need, without giving access to any other part of your account. Difference is –
unlike collaboration – contacts with a shared link get read-only access and won’t be able to make
changes to your files.

Here’s how to generate one:

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© Box Inc. • [Link]

1. Mouse over the desired folder or file and click Share
2. In the space that appears below the item, you’ll see a URL next to Link to this file (or folder) –
that’s your shared link
3. To share, just copy and paste the secure link into an email/IM/what have you, or click the envelope
icon next to the shared link to have Box send an email to your recipient(s).
4. For added security, consider setting an auto-expiration for the shared link. This will sever the
connection to your file/folder after the clock runs out, ensuring your content isn’t accessible when it
shouldn’t be. Just click the Advanced Settings button and select Set Expiration:

5. To require that recipients enter a password to use the shared link, click the Require Password box,
add your desired password, and click Save:

6. Until now, we’ve been working with an Open shared link … but you’ll notice that’s not the only
option available to you in the Access menu. Want to beef up your link’s security? If so, consider:

 People within Grocery Outlet: The shared link will only be viewable by people with your
company’s domain
 Collaborators Only: Only people who are collaborating with you on the file or folder will be able
to open the link

© Box Inc. • [Link]

Adding Comments to a File
Get rid of lengthy email chains, especially when you are going through review cycles! Keep your
comment and notes directly in Box attached to your files!

1. Click on the document you want to comment on and view it in preview mode
2. Type in your thoughts, @mention key people you want to notify and click post!

Creating Tasks for a Collaborator

Here’s another way you can use Box to tame the email beast and get your inbox under control:
assigning tasks. Example: Instead of shooting your coworker an email asking for quick feedback on a
file, consider creating a task for them to keep the whole process right in one centralized location.

To get going:

1. Select the task icon instead of comments when previewing a file

2. Enter a collaborators name who will be responsible for completing the task
3. Set a due date for completion; automatic reminders will be sent 7 days prior to the due date as
well as on the actual due date if the task has not been completed
4. Enter the description of the tasks or instructions for the assigned person to complete, click assign

4. The assignee will receive a notification and will see pending tasks from their Box notification tab

© Box Inc. • [Link]

File Locking and Version Control
You’ve seen how Box makes it easy to share your content with anyone, but you may be wondering
what happens when two or more of those folks try to edit a file at the same time. Don’t fret: We’ve
developed one tool – file locking – to prevent this from happening, and another – version control – to
correct it if it does.

Download and Lock a File to Edit

To make changes to a file and prevent other users from getting to it while you work:

1. When you select “open” a pop-up window will appear in which you can check boxes to prevent
other users from downloading the file while it is locked and/or set an expiration time for the lock.
Click Continue, and the file will be locked
2. All done? Save the file in the program you used to edit it – and be sure to use the same file name
3. To get the updated file back in Box, mouse over the locked file and click the drop-down arrow to
the right of the file name, then click Unlock File
4. To lock a file for a specific, set duration and disable downloading, click on the … button and select
Lock File in preview mode. The user the drop down menu to specific the lock duration, select Disable
Download as desired and click Lock! The file will auto-unlock when the time is up, no need to unlock
it yourself!

Version Control

When you save a new document version, you’ll see a version icon
next to the file name:
This icon shows you how many previous versions of the file are
saved. If you click the icon, you’ll see the older versions, can
download them or make an older version the most current one:

When you delete an older version of this file, the deleted version is
retained as determined by the trash policy for your account. You
cannot restore a deleted version after the trash policy's expiration
date.

It’s your very own time machine to ensure that you never lose your
work!

© Box Inc. • [Link]

Folder Properties
As a folder owner, you’ve got a suite of sophisticated settings available to you – these properties
control how your collaborators view and manage the files in your folder. To access these properties:

1. Mouse over the desired folder and click the drop-down … button. Mouse over Properties and select
Folder Settings
2. A pop-up window will appear, where you can adjust the folder settings for shared links, user
privileges, commenting and more

User Email Notifications

To keep you apprised of current events in your account, we’ve built an email notification system that
lets you know when your collaborators access or edit your files. It’s up to you what actions you’ll be
notified about, so here’s how to make your choices:

1. Click your name in the top right corner of your account and select Account Settings from the drop
down menu (it’s the gear icon)
2. Next, select the Notifications tab: From here, you can adjust the default email notification settings
for your account. Once you’re finished, click Save:

© Box Inc. • [Link]

Quick Tip: Your default email notification settings can also be overridden at the folder level. Settings
in the section pictured above apply by default to your entire account, but you can give certain folders
a bit more granularity by setting notifications at that level. To do so, right-click the name of the folder
in question, mouse over Folder Properties, then click Email Options.

Box Sync
This cross-platform productivity booster lets Box Business and Enterprise customers keep files from
their Box accounts in sync with their computer desktops.

To use Box Sync, download the app from the "Get Box Sync" tab under Account Settings. Once
installation is complete, a Sync folder will appear on your desktop. You can also access it here.

And any files you drag into this folder will be synced with your Box account. On [Link], a blue
symbol will be displayed next to all synced folders.

For any folders you have on Box already, you will need to select them to appear in Box Sync for work
while you are offline. To do so, click the drop-down menu next to the folder and choose Sync Folder
to Computer. Note, you can only sync folders where you have Editor access or above.

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© Box Inc. • [Link]

Once you’re finished, you can always unsync a folder from the dropdown menu.

Box Edit
What happens when you need to make a change to a file in Box? Box Edit lets you edit files directly
on Box. If you have a program that can edit a file type, you can use Box Edit by clicking the Open tab
within the preview view
.
Box will open the file in the program on your computer or within Office Online, you can make changes
like you normally would and click Save. Box will save your changes as the next version in the stack.

Learn more and download plugin applications here. Box for Office, Box for Outlook and Box for
Mobile and more!

Have Questions?
Visit support@[Link] or [Link] for more information on Box features and
functionality. You can also check out our awesome End User Video Tutorial library here!

Don’t forget to review key information in our Getting Started Folder!

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© Box Inc. • [Link]