Box. Files and Folders. Upload files or folders. Create a folder.
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1 O F F I C E O F I NFORM AT I O N T E CH NO L O G Y S E RVIC E S Files and Folders Upload files or folders 1. From the Upload button, select either Upload Files or Upload Folders. 2. Navigate to the files or folders to upload. Select the files/folder and click Open. Create a folder 1. From the New button, select New Folder. 2. In the pop-up window that appears, enter the folder name. BOX100 Updated 9/17/14
2 Navigating 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 type the word or phrase into the search bar at the top of your page. 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. You can explore it as you see fit, click on the folder your want, and be taken directly there. Collaboration and Sharing s collaboration system works at the folder level you ll invite contacts to join one or more of your folders as collaborators and define the access permissions you see fit. And not to worry: Your collaborators won t be able to peek at anything outside the folder(s) to which they ve been invited. 2
3 Sharing Files & Folders with Links There may come a time when you d like to quickly share files with others who may not have accounts, and who don t need to be collaborators in your folders. These are URLs will 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. 1. Mouse over the desired folder or file and click the link icon next to the Share link. 2. To share, copy and paste the secure link. 3. For added security, consider changing some of the settings found in the Access menu. files to a folder You can upload files to a specific folder by when you enable the Allow uploads to this folder via option. You can then forward attachments or send files to the address generated for that folder to upload your files. 1. From within the folder you want to to, go to the More menu, hover over Upload Options and then select Files to this Folder. 2. From the Options tab in the Folder Properties window, select the Allow uploads to this folder via option. A unique address will be generated for the folder in the field below. 3. Set any other properties for this folder you need to as well as customize your notifications. 4. Select then copy this address. You can then paste it into a new contact in Outlook for your use, or send it to people via or Lync message so they can upload to this folder without having access to it. 5. When finished, click Save. Please note: Only uploads file attachments, the body of the will not be uploaded to. Cumulative size of the attachments cannot exceed 80MB. The folder owner and sender will receive a notification that files were uploaded successfully. Collaborators will also receive a notification if upload notifications are enabled for the folder. 3
4 Invite Collaborators 1. Mouse over the folder you d like to share and click the Share link to the right of its name. 2. Click the Advanced options link. You ll also need to assign the invitees an access type. uses waterfall permissions. This means collaborators have the same access type throughout a particular folder structure. For example, an editor in a top-level folder will be an editor in all the subfolders, too. o Co-owner: Users will have the same permissions as the owner of the folder o Editor: Users can upload, download, preview, edit, delete and share files within the folder o Viewer Uploader: Users can upload, download and preview files within the folder o Previewer Uploader: Users can upload and preview files within the folder o Viewer: Users can download and preview files within the folder o Previewer: Users can only preview files within the folder o Uploader: Users can only upload files into this folder 3. When the access type and message are complete, click Send. A friendly invitation with instructions for joining your folder will be sent. Adding Comments to a File Comments provide a powerful way to drive discussion around content in your account. Use comments to request feedback from others, make notes to yourself, notify others of updates to a file, and a variety of other social interactions. 4
5 1. Mouse over the desired file and click on the comments icon. 2. Type in your thoughts and click Add comment. Creating Tasks for a Collaborator 1. In the comment box, click the Assign Task link at the top or assign this as a task link under the text box. 2. Assign the task to a collaborator and set a due date. Click Add when you re finished and a notification will be sent to the assignee. Messages Tasks appear when you are assigned a task. Messages appear whenever you are mentioned in a comment. Sent is the list of tasks or messages you have created. From here, you can manage sent items. File Locking and Version Control Prior to making changes on documents with collaborators, you first need to lock the file to prevent changes happening from two or more collaborators at a time. Download and Lock a File to Edit 1. Mouse over the file and click the drop-down arrow to the right of the file name. 2. Click Lock File. 3. 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. 4. Download the file using the More options menu and be sure to use the same file name. 5. To get the updated file back in, mouse over the locked file and click the drop-down arrow to the right of the file name, then click Unlock File. 5
6 6. To upload your new version, click the drop-down arrow next to the folder and choose Upload New Version. A pop-up window will appear, allowing you to select the edited version. Click Select file, grab the file from your computer, then click Upload to upload and unlock the file. Version Control Once you ve completed the upload, 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. Folder Properties 1. Mouse over the desired folder and click the More options arrow. Hover over Properties and choose the option to modify. 2. A pop-up window will appear in which you can adjust the folder settings for shared links, user privileges, commenting and more. 6
7 User Notifications To keep you apprised of current events in your account, has built an 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 the gear icon in the right corner of the red header bar next to your name at the top of the page, then select Account Settings from the dropdown menu. 2. Next, switch to the Notifications area in the light grey bar. From here, you can adjust the default notification settings for your account. 3. Once you re finished, click Save. Quick Tip: Your default 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 Options. Sync To use Sync, download the app from the Mobile and Sync tab under Account Settings. Once installation is complete, a Sync folder will appear on your desktop. And any files you drag into this folder will be synced with your account. On.com, a blue symbol will be displayed next to all synced folders. You can also select your folders to appear in 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. Once you re finished, you can always unsync a folder from the dropdown menu. 7
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