an introduction to box - uis · 2016. 1. 25. · information technology services, uis 13 google...

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Information Technology Services, UIS 1

An Introduction to Box.com

Box is an online file sharing and cloud content management service and it provides features such as:

Security controls Space Mobility Online collaboration Mobile access Version history User management

For more resources on Box.com, check out UIS Information and Technology Services’ website at http://www.uis.edu/informationtechnologyservices/iss/box.html. Here, you will find links to Quick Start Guides, Frequently Asked Questions and Answers, and information about upcoming workshops!

Box.com also offers several resources from videos and webinars to user guides! Go to http://success.box.com/ to check out these resources and much more.

Getting Started with Box.com

1. To get started with Box.com, go to http://go.uis.edu/box. If this is your first time using

your U of I Box account, click Sign In. Otherwise, click Log In.

http://www.uis.edu/informationtechnologyservices/iss/box.html

http://success.box.com/

http://go.uis.edu/box



2. Choose your campus (University of Illinois At Springfield) and click Continue.

3. Log in with your NetID and Password.

4. You will now be viewing the homepage of your Box account!

Working with your Files

To begin working with files, click the Files icon along the top toolbar.



Creating Folders

1. To create a new folder, you can click the dropdown bar next the New, and select New

Folder.

2. Enter a name for your new folder, and choose if you would like to keep it private for

now, or if you would like to invite others to view/edit the folder content. After making

your selections, click Create Folder.

a. If you choose to invite people to upload or download files, enter their email

address, and choose their access type.



3. Your file will now be added to your Box account.

Uploading Files

There are multiple ways to upload files to your new folder; manually, drag and drop, or

emailing them.

To manually upload files,

1. Click to open your folder, and then click the Upload icon at the top left corner.

2. Browse through your documents and click Open when you locate your files. Note: to

upload multiple files, hold down the Ctrl key while selecting them.



3. After you have selected your files, they will be uploaded to your Box account in your

folder.

To drag and drop files into your folder,

1. Simply click the select the file from your documents you wish to add to your Box folder,

and drag it to your Box folder. Note: To upload multiple files, click and hold down the

Ctrl key while selecting them.

2. The file will then be uploaded to the folder.



Sharing Files

1. To share a file in your folder, click the Share option to the right of the file.

a. A new box will appear and you will then be provided with sharing options.

Copy the Share link to share with others directly and they can simply click the

link to gain access to the document. Choose Email Address and enter the email

address of the person you wish to share the document with.

b. If you choose to share with a link, click the dropdown below to ensure the correct

option is checked for access type. You can select that anyone with the link can

view, anyone in the company, or anyone with access to the folder. To disable all

access from anyone with the link, click Remove Link.

2. Similar to sharing a file, to share an entire folder, click the Share icon to the far right of

the folder.



a. The same box will appear with options to share via link or email, as discussed

above.

File Options

Versions

Box will track versions of files so you can always view the version history. To view the version

history, open the file.

1. To upload a new version of the file, click the three dot icon to the right of the file and

click Upload New Version.

2. The Version number of the file will appear below the title. Click this icon to view the

Version History.

3. You can now view the various versions of the file. The current version will be indicated

as Current. To make a past version current, click Make current or to download the

previous version as a separate file, click Download. You also are able to Upload a New

Version here.



Embedding/linking

To share your file through embedding it or distributing a link to it,

1. Under File Options, choose “…” icon and select Sharing. Here, you can click Share

Link to distribute to others. Click Embed to access the code for embedding the file.

Box Notes

Notes can be easily created and edited from anywhere while logged into Box.

1. To add a new note, click the New dropdown menu, and choose Box Note.



2. Enter a name for your note and click Okay.

3. Enter the text for your note. Click Share in the upper right corner to copy and distribute

the link.



Box Bookmarks

Bookmarks allow users to store and share specific websites and URLs.

1. To add a new Bookmark, click the New dropdown menu, and choose New Bookmark.

2. Enter the URL address for the page, enter a Name for the bookmark, and enter a

Description. Click Okay.

3. The bookmark will now appear in your Box feed.

Managing your Account

1. To work with your account and manage settings, click the dropdown arrow next to the

user name from the toolbar along the top and choose Account Settings.



2. Click the tabs along the top of your account settings to view and manage the settings in

the different areas.

3. Under the Content & Sharing tab, users are able to specify how links of files are shared

with others….. After making all your selections, click Save at the bottom of the screen.

View the amount of storage you have and have used



4. Under Notifications, select the events in which you wish to receive notifications. Simply

click the box to insert a checkmark to receive a notification. To remove the checkmark,

click the box again, and it will be removed. Choose when you would like to receive

emails, and when you wish to receive real-time notifications. After making all your

selections, press Save.

Box.com on the Go

Apps

1. To access information on Apps for Box, click the Apps tab along the top toolbar.

You can browse apps on the right side of the screen, as well as the featured apps in the

center.



Google Apps

Box Sync

Box Sync for Windows and Mac keeps files in sync between your desktop, Box, and the people

you collaborate with. Access your Box files from your desktop and sync files on your computer

to Box seamlessly.

1. Click the dropdown icon in the top right corner. Click Get Box Sync.

2. Click Get Box Sync for Windows or you can click to download Windows or Mac OS X on

the right side of the page.



3. Click the setup box in the downloads bar at the bottom of the page.

4. Click Run on the download box that appears.

5. Check the box that you agree to the terms and conditions and click install.

6. Once setup in complete, click close.

Using Box Sync

1. When Box Sync is finished downloading, a login box will appear. Click on Use

Company Credentials.



2. Type your UIS email and click Log In.

3. Choose University of Illinois at Springfield and click Select.

4. Type in your NetID and password and click Login.

5. Make sure the sync is on.

6. Go back to your Box folders to start syncing. Click the folder icon at the top of the

Box page to get back to your folders.



7. Click the “…” icon for the file you wish to sync. Under Properties, click Sync to

computer.

8. Click Sync Folder.

9. After a folder or document has been synced, it will have a circle icon in the corner.

This will help you know if your sync was successful and remember which files are

synced.

10. Click on the Box Sync Folder on your desktop and the files you synced will appear

there.

11. You can also access your Box Sync file from Documents. Your Box Sync files will

appear in your folders.



Box for Mobile Devices

Box also offers apps for Mobile Devices to make it easier for you to access your files on the go

from anywhere on your mobile devices. Simply download the app on your device, and you will

have the ability to access, edit and share your documents in an easy to navigate interface.

1. Under Account Settings, click the Mobile & Sync tab, and scroll down to Mobile

Access.