Corner 02: Sharing

Now that we’ve got the basics of Box down, it’s time to learn about what you can do with those files and folders you’ve created and uploaded. Box is a file sharing service at heart and this corner is all about how you can share your stuff with other people and how they can share their stuff with you.

How To Share Your Files

Sharing your files and folders is easy with Box. Simply select what you want to share and press the share button.

Shared Links

From here you are presented with two options, inviting collaborators and sharing a link. Using a shared link allows you to share a file or folder with anyone who has access to the link, including those without a Box account. This means that if you want your group members to have access to your folder for a project you are working on, you could easily post the link to Slack or email the link to your group members. Using a link affords slightly less security because anyone who comes across the link could use it to access your folder.

However you can add in additional security features to insure only pre-approved individuals can see your work. Clicking on the setting ‘gear’ icon in the top right corner brings up a new screen which allows you to set up a password for link access, create a link expiration date, and choose whether users with the link can download your files or folders.

You can always tell if a file or folder is accessible via link by looking for the link icon. You can adjust your link setting here as well by clicking on the icon.

Collaborators

The other option we have when sharing a file or folder is to invite collaborators.

To invite a collaborator simply input their email and choose what level of permission the collaborator will have (note that collaborators need to have a Box account to access your material). There are seven levels of permission available for you to choose from to make sure each collaborator’s access is tailor to your needs. The following chart details what each level is capable of doing.

After sending out your collaborator email, each collaborator can accept your invitation and gain access to the shared material. You can quickly see who has access to each folder or file highlighting it and checking under the ‘Sharing’ tab on the right of the screen.

Clicking on the three dots next to any collaborator allows you to change their permission level or remove them. Clicking the dots next to the Shared Link lets you adjust expiration dates, access requirements, and remove the link.

Comparing Links and Collaborators

The following chart compares the use of shared links and collaborators so you can pick the option that works best for you.

Congratulations! You have finished the second corner of your box experience. Here is a summary of what you have learned in this corner: