So your company gave you access to Box. Now what? Here are some tips on how you can use Box to do your best work and collaborate more easily and securely.
Take the first step
To get going, login using your company's Box page. Upon login, you'll see all of the content that has been made available to you. You can also start creating new content and uploading your own files right away.
Pro-tip: Any content that is private to you will show as a yellow folder, content that has been shared with others will be blue.
Organize your workspace
Overwhelmed by all of your files? Folders are here to save the day. The folder is your Box account's basic building block, where you'll group similar files together. Follow the steps below to create a new folder:
- Click New, and from the menu that displays click New Folder. The Create a New Folder dialog box displays.
- Enter the folder name.
- (Optional) To enable others to access this folder, enter the email addresses of each person to whom you want to grant access. Use a comma between each email address.
- To control others' level of access – for example, whether you want people to be able to make changes to folder contents or just to view files – click the Permission down arrow and select the appropriate role (co-owner, editor, viewer, and so on) for the level of access you want to assign.
Mark your favorites or start a collection
Everyone has those go-to files that they visit day after day. To add a file to your favorites, drag the file into the favorites area for quick access. You can also create a new collection.
Collections enables you to create and name private collections of content in your Box account, where you can organize files and folders that you own or share. Collections are not shared and are only visible to you.
To dive back into content you were working on yesterday, you can just visit your recents and get right back into the swing of things.
Search for your files with ease
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 of your page. 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.
View your files and give feedback
Clicking on a file, whether it's a document, pdf, or even a video, will allow you to quickly preview your content. You don't even need to download files or folders to make changes to content in Box, just hit open, lock the file down if you want to prevent others making changes, you can then edit your content and hit save, to record your changes back to Box. Box will record who made the changes and when and you can compare or revert back to older files as needed.
Share your files and folders
With your content in the cloud, file sharing is as easy as creating a link or sharing directly from Box. Share any size file, from zipped folders to large raw images to videos, with anyone inside or outside your enterprise. Box allows you to eliminate large email attachments and the security issues they create. You can also decide who is able to access the link, set a password, choose an expiration date, turn off downloading and so on.