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Using Box Instead of Email Attachments

Rather than sending people files as attachments to emails, it is possible to send people links to files that are in Box.

Advantages

  • Sending a link from Box bypasses the maximum email size limits imposed by Pacific and correspondents’ email systems.
  • Links take up much less of the limited mailbox space of both senders and receivers.
  • Box links give one access to additional security features (passwords, expiration, preview-only and PUNet ID and password requirements).
  • People following links see the current version of a file (not a version that may potentially be out-of-date by the time it is opened).
  • You can easily share entire folders, including subfolders.

Link Types

Links sent via the following methods come in these types:

  1. People in this folder” (used if you want only people who have been granted access to the file, by name, in Box to have access)
  2. People with the link” (used if you want anyone who receives the link to be able to access the file)
  3. People in your company” (used if you want only people with Pacific university Box accounts who receive the link to be able to access the file).

Using Box for Office Plugin:

The Box for Office plugin is a free plugin available for PCs running Microsoft Office. If you do not have the Box for Office plugin on your university-issued computer, contact the Helpdesk. To send an email as a link using the plugin:

  1. Open Outlook and begin composing a new message.
  2. If you are attaching a file that is not currently in Box:
    1. Click the Upload and Attach icon.
      Note that you can also click the Attach File button (paperclip icon) or click and drag a file onto the email. You will be prompted "Do you want to upload [filename] to Box and insert a shared link?” and can click Yes to attach via Box. However, you may get an error if your attachment exceeds the file size limit for normal attachments.
    2. Browse to the folder in Box where you wish to store the file.
      • Tip: Consider creating a folder in your personal Box space specifically for files you want are sending via email. Naming the folder something like “!email attachments” will help you find it easily via the Box for Office plugin.
    3. From the pulldown menu at the bottom of the window choose the desired Link Type (see above).
    4. Click Upload.
  3. If you are attaching a file that is currently in Box:
    1. Click the Attach from Box icon.
    2. Browse to the location of the file in Box that you want to attach. Select it.
    3. From the pulldown menu at the bottom of the window choose the desired Link Type (see above).
    4. Click Insert.
    5. A link will appear in the body of the email. You can use cut and paste to move this around as desired.

Using Box Web Interface:

Use this method if you do not have access to Outlook with the Box for Office plugin.

  1. Log onto the Box webpage.
  2. Navigate to the folder where the file is you want to send, or where you wish to store the file you will be sending.
    Tip: Consider creating a folder in your personal Box space specifically for files you want are sending via email. Naming the folder something like “!email attachments” will help you find it easily via an alphabetic list.
  3. If you are uploading the file to the folder, do so now (using click and drag when in Google chrome of the Upload button otherwise).
  4. Click the Share or Shared link to the right of the file or folder in question. A new window will appear.
  5. Click on the blue text to access and set the options options for Link Type (see above).
  6. Copy the URL under Shared Link.
  7. Click Close.
  8. Go to an email you are composing and paste in the link. Indicate to the correspondent that this is the link they should use to access the file or folder.

Other Security Features

Once a link has been created, you can go into the Box web interface to change or add security features. Just find the file and click on the "Shared" link next to it. Then click on the gear icon to access settings. Different settings will be available depending on the Usage Type (see above) of your link. "People with the link" gives access to the most features:

  • To add a password, check the checkbox next to Require Password and enter a password on the box that appears.
  • To set the link to expire, check the checkbox next to Disable Shared Link on and enter a date in the box that appears.
  • To disallow downloading (correspondents can only view a file via the Box preview in the web browser) uncheck the checkmark next to Allow users with the shared link to download this item.

Questions? Comments?

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Properties ID: 000248   Views: 449   Updated: 9 months ago
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