3 What is Box? It’s not just syncing your folders… Box is a cloud collaboration tool that lets you store, access, and edit your files anywhere, anytime.
4 Getting Started on Box Agenda What is Box? 1 2 3 Box Basics – Core Features and Locking/Unlocking Live Q&A
5 Box Basics The Box Web Application Full-text Search! ( Even works on the mobile apps!) View your folder tree Click the triangle Upload files You can also simply drag onto the page All Files This page always shows both your folders and those you’re a collaborator in Create New Files Click ‘New’ to create a new file, like a MS Word, PowerPoint, or Excel file, or even a Box Note! Collaboration Sidebar The right-hand sidebar shows useful information like who’s in a folder – the collaborators
6 Box Basics Navigating when Previewing a File More Information Hover over the name for more information, like Version History and details Fully Native Preview Box Preview allows you to see a file, whether a document, video, presentation, or more, without having to download Comments/Tasks Comments and tasks are shown as a thread next to the file – think of using this for doing file reviews instead of email Edit a File Click the pencil icon to directly open and edit a file, right from the Box website – no manual download/upload required
7 Box Basics Uploading Your Content A Box account does you no good if you don’t have any content (files) in it – so let’s review the main ways of getting content into Box. Upload Folders If you’re wanting to upload folders (not just files), use this option Upload files Use this option if you’d like to do basic uploading of one or many files Drag & Drop You can also simply drag and drop files from your computer directly into the folder you’re currently in Box Sync You can also move files and folders directly into your Box Sync folder on your computer – they’ll then get synced up to Box – a good option for larger uploads
8 Box Basics Locking Files Do you and your colleagues need to work on a file together? Make sure that you signify your content is being worked on by using a file check-in/check-out feature called Lock File. Lock File When working on a file that multiple users have editing access to, make sure to lock the file. Lock Options When locking a file, you can choose if you want others to be able to download the file while it’s locked or choose an expiration time for the lock on the file to end so that you do not need to unlock manually. Tip: Once you have finished your work, if you did not set an expiration time for the lock, simply click unlock and other users will have the ability to edit. If you forget to do so, any other collaborator that has editing capabilities is also able to unlock the file.
9 Box Basics Unlocking Files Are you finished editing a document after you have locked the file? Do you have editor privileges on a file that needs to be unlocked? Use the tool Unlock File to allow others to edit the document. Unlock File Once you have finished your work, simply click Unlock and other users will have the ability to edit. Tips: If you forget to unlock your file, any other collaborator who has editing capabilities is also able to unlock the file. If you need to concurrently edit a document, you are able to create a Box Note rather than a Microsoft Office document.Box Note
10 Box Basics How & When to Share Box is great at storing and syncing your own files, but sometimes you want to share files with others or maybe you’re needing to collaborate with your team in a shared workspace (a shared folder). In Box, there are two main ways of ‘sharing’. 1 Collaborators “People in this folder” List of Collaborators The right-hand sidebar will always show you who is a collaborator in the folder you’re currently in Globe The globe icon indicates that the collaborator is not from your organization (they’re external) Invite People Simply click this button to add new collaborators to the folder. Access Level Easily change what each collaborator can do in the current folder
11 Box Basics How & When to Share Box is great at storing and syncing your own files, but sometimes you want to share files with others or maybe you’re needing to collaborate with your team in a shared workspace (a shared folder). In Box, there are two main ways of ‘sharing’. 2 Shared Links “A link to a file or folder in Box” Shared Link Every file or folder in Box can have a link associated to it Access Level There are three levels of access – new links will always default to ‘people in your company’ (company colleagues and folder collaborators only)
12 Box Basics Access Your Account Across Your Devices & Apps Box for iOS/Android Simply visit the Apple App Store or Google Play Store to download Need offline access? Use Box Sync on your computer! Sometimes you need offline or native access on your computer – that’s where Box Sync can come in Box for Outlook* Included in Box for Office, the Outlook integration allows you to save attachments and ‘attach’ files from Box directly *Windows only Box for Office* Create, open, save, and share Box files directly within Word, PowerPoint, and Excel *Windows only
13 Getting Started on Box Agenda What is Box? 1 2 3 Box Basics – Core Features and Locking/Unlocking Live Q&A
15 Box for Mobile iPhone, iPad, Android – Top 10 1 Get started: download the Box app from your phone’s app store and sign in with your standard O3 credentials 2 Start Sharing: View and generate Shared Links to files and easily email them out right from your phone 3 View Your Content: Preview more than 100 file types (not just Office and PDFs!) – no downloading required! 4 Create Box Notes: Create and work in Box Notes with your colleagues simultaneously – from your phone or computer! 5 Leave Comments: View and add comments when reviewing a file, and even @-mention your colleagues in the folder 6 Present From Your iPad: Present PowerPoint presentations directly from your iPad during meetings 7 Search: Use the same full-text search you have on box.com directly from your phone to locate your content quickly 8 Work Offline: Save files for access even when you don’t have a network connection 9 Invite Collaborators: Invite your colleagues to folders as collaborators right from your phone – no computer required! 10 Be More Productive: By viewing your content on the go, get more work done, or maybe review a file quicker than before!
16 Box Sync for Your Computer Sync your folders to your computer Box Sync is a great way to be able to access your Box files when you don’t have internet connectivity. Simply choose ‘Sync Folder to Computer’ from your Box account on any folder you’re an Editor, Co-Owner, or Owner. 1 Install Box Sync: Click the ‘Get Box Sync’ button right from inside your Box account to download the Box Sync app to your computer 2 Select Folders to Sync: In order to begin syncing a folder from your Box account, simply right-click any folder in which you’re an Editor or above and choose ‘Sync Folder to Computer’ 3 Open the Box Sync Folder: You can access your Box Sync folder directly from Windows Explorer (PC) or Finder (Mac) in the left-hand sidebar 4 Add Files/Folders Directly Using Box Sync: Apart from choosing existing folders in your Box account to sync, you can also simply drag (or copy/paste) files and folders from elsewhere on your computer directly into the Box Sync folder to have them start syncing to your Box account and accessible from all your devices
17 Box for Office* (Outlook, Word, Excel, PowerPoint) Get Box in your Office apps You can also open, save, and share your Box files directly from the Microsoft Office applications you’re familiar with. 1 Install Box for Office: Download Box for Office hereBox for Office here 2 In Word, Excel, and PowerPoint: Simply click the ‘File’ tab in the top-left, then you’ll see a Box option in that list. From that menu you’re able to browse (and search!) your entire Box account to open or save files. You can even generate Shared Links and send them in a new email! Watch this video tutorial for a brief demo! Watch this video tutorial for a brief demo! *Box for Office/Outlook is for Windows machines only at this time.
18 Box for Office* (Outlook, Word, Excel, PowerPoint) Get Box in your Office apps You can even save file attachments to Box from Outlook, and ‘attach’ files as Shared Links when sending an email! 3 In Outlook: The Box for Outlook integration allows you to do two things: Save attachments from your inbox directly to Box with just one click! ‘Attach’ files (using a Box shared link) directly from inside of the email window, just like you’re familiar with doing Quick Tip: Create an ‘Attachments’ folder in Box to easily save your incoming attachments to for you to later sort in Box. New/Reply Message Window Email Message Window (Not the preview pane) *Box for Office/Outlook is for Windows machines only at this time.
19 Box Quick Tips Here are some helpful lesser-known features in Box Access Stats: Why send an email attachment when you can send a Box Shared Link and track who actually opens the file and when? Shared Link Advanced Settings: Did you know you can actually send links to Box files and prevent the recipient from downloading the file(s)? Also, you can even customize the Shared Link URL itself to make it simple and clean!
20 Box Quick Tips Here are some helpful lesser-known features in Box Create A File: Did you know you can create an Office (Word, PowerPoint, Excel) file directly from Box.com without having to first create it on your computer then manually upload? Just click the ‘New’ button! Collaborator Access Levels: Did you know Box has 7 different types of access levels to choose from when inviting someone into a folder? That means there’s likely an access level to meet most of your use case needs.
21 Box Use Case Project/Team Workspaces Let’s make it happen! 1.Decide who should ‘own’ all of your team/project’s files. 2.Create a folder to house all your team’s projects – there are many ways of structuring this out. 3.Invite your teammates in a collaborators to the folder. 4.Upload the relevant files and you’re up and running! Project XYZ Project XYZ – External Uploads XYZ – Workstream 1 Example Simple Project Folder Structure XYZ – Workstream 2 XYZ – Project Charter Project XYZ – Folder 1 Uploads Project XYZ – Folder 2 Uploads Key Things to Consider 1.Instead of ‘attaching’ a file in an email, simply copy/paste the Box shared link for the file instead! 2.Updating/editing a file? Use Box Edit (the pencil icon on a file in box) or the manual ‘Upload a New Version’ instead of uploading an entirely separate file – that way you’ll maintain version history, comments, and links. 3.Resist the temptation to provide feedback on files over email – Comment on the file in box instead!