An Introduction to Box.com

Transcription

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 the Box webpage at Here, you will find links to Quick Start Guides, Frequently Asked Questions and Answers, and information about upcoming workshops! Getting Started with Box.com 1. To get started with Box.com, go to To create your UIS Box account, click Sign Up and follow the instructions. Once you have created your account, click Log In. 2. Choose your campus (University of Illinois At Springfield) and click Continue. Information Technology Services, UIS 1

2 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. Information Technology Services, UIS 2

3 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 address, and choose their access type. 3. Your folder will now be added to your Box account. Information Technology Services, UIS 3

4 Uploading Files Files can be uploaded manually or by dragging and dropping. 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. To drag and drop files into your folder, Information Technology Services, UIS 4

5 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. Please note that some browsers do not support dragging and dropping. 2. The file will then be uploaded to the folder. Sharing Files 1. Click in the Invite People button on the right side. Information Technology Services, UIS 5

6 2. Enter the addresses of the people with whom you would like to share the file/folder and select the desired level of permission. 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 dropdown arrow 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. Information Technology Services, UIS 6

7 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. Comments and Tasks To add a comment or assign a task, 1. Click the icon to the right of the file you wish to add a comment or assign a task to. (It looks like a callout shape). 2. To leave a comment, enter your comment in the box and click Add Comment. 3. To assign it as a task, after entering your message click assign this as a task. Information Technology Services, UIS 7

8 4. Enter the address of the collaborator to complete the task, a due date, and then click Add task. 5. The task will then appear under the file in the folder. You can then add another comment, or mark the task as complete. To simply leave a comment without marking the task as complete, choose incomplete in the dropdown menu instead of Complete. Click Submit when you are finished with your comment. Embedding/Linking To share your file through embedding it or distributing a link to it, 1. Under File Options, choose Share. Here, you can click copy the link to distribute to others. Click the Advanced Settings wheel icon to distribute the link via to others. Click Embed to access the code for embedding the file. Information Technology Services, UIS 8

9 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 New 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. Information Technology Services, UIS 9

10 3. The bookmark will now appear in your Box feed. Managing your Account 1. To work with your account and manage settings, click the wheel icon 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 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 s, and when you wish to receive real-time notifications. After making all your selections, press Save. Information Technology Services, UIS 10

11 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. Box also has apps that integrate with Google Apps! Information Technology Services, UIS 11

12 Simply click Add to integrate Box with your Google Docs, Calendar, Sites and Gmail. 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 wheel 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 Run on the download box that appears. Information Technology Services, UIS 12

13 4. Check the box that you agree to the terms and conditions and click Install. 5. 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 and click Log In. Information Technology Services, UIS 13

14 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. Right click on the folder or document you would like to sync. Click Sync folder to computer. 8. Click Sync Folder. Information Technology Services, UIS 14

15 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. Click on Start or the Windows icon and go to Documents. Information Technology Services, UIS 15

16 12. Your Box Sync file will appear right above your Desktop in the left menu box. 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. Under Account Settings, click the Mobile & Sync tab, and scroll down to Mobile Access. Information Technology Services, UIS 16