How to use box.com (box.net) to collaborate on a project

1. S4
Secure and Synchronize while
Saving your Sanity
How to Use Box.com

2. The Challenge
• A dispersed (editorial) team
o Geography
o Time zone
o Need to work away from primary office
• Many documents – many versions each
• Constant revisions
• Need to share with selected outsiders

3. Box.com
• Free (5 GB per account)
• No software required
(App for phone or tablet useful but not necessary)
• Works with Windows, Mac, and Linux
• Can view and comment with Tablet or
phone
• All you need is a computer with a
o Web browser
o Internet connection

4. How to use it:
 Visit www.box.com and create a free account
following the on screen instructions
 In a few minutes you’ll get a confirming email.
 Return to box.com and log into your new account
with the username and password you chose.

5. After you login, you’ll see a column on the right with tasks you can
perform.
If you need to return to root of your account, click on the Files button

6. Start by creating a folder.
Click the + New button near the top of the browser window
In the window which appears give the folder a name. Keep the other
options as they are.

7. Now that you have a folder, add a file, such as a word document to it.
Do this by clicking the Upload button to the left of the + New button
and selecting a file on your computer.
Note that you can
add a description to
the file, by clicking
on the blue add
description link

8. Your workspace now has a file and a folder
file such as a word document
folder
Note that files and folders have a small menu. Click the
down arrow to reveal more options, which differ depending
on whether the object is a file or folder.
For folders
For files

9. If you move your cursor over a file, it will be highlighted and a link titled Tasks
will appear. It allows you to send requests to other team members.

10. It’s usually easier to keep related files in the same folder or
subfolder. To move a file into a folder, simply click on it and drag it
into the desired folder. Your folder will change from yellow to blue,
indicating it now contains something. (This color change may take a few
minutes.)
Now that you have content, you can share it.
Click the down arrow by your folder. Select Share -> Invite
Collaborators

11. It’s usually easier to keep related files in the same folder or subfolder.
To move a file into a folder, simply click on it and drag it into the
desired folder. Your folder now changes color from yellow to blue,
indicating it now contains something.
Now that you have content, you can share it.
Click the down arrow by your folder. Select Share -> Invite
Collaborators -> Enter their email addresses - comma separated.
You can allow collaborators
to edit documents by giving
them Editor status or
restrict them to viewing
documents by inviting them
as a Viewer

12. Each collaborator needs her own Box account. When a collaborator
logs-in, she will see the project folder, and by clicking on it, the
file(s) it contains. She can edit a file, by downloading it, changing it
and again uploading it.
After the file is uploaded, its version number will change as will the
record of actions taken on the file and size, if the file has grown.

13. When you open a collaboration folder, a list of collaborators will be
shown in the right column. All collaborators for all projects will be
shown, by visiting Contacts from Box.com's main menu:
Managing Your Project:
• By default, Box will email you whenever you or a collaborator interacts with
a file. This may quickly become tedious. To change notifications for various
actions, choose My Account -> Account Settings -> Notifications. From here
you may choose what you wish to be emailed about.
• You can see the history of changes to project files, by clicking the Updates
link.
• In addition to using a Mac, Windows PC or Linux computer, you can access
documents from a tablet computer or even a smart phone. You do this by
visiting m.box.com and logging in. You can get more functionality on a tablet
or phone, by installing a free Box app.
• Most of the remaining choices should be self-explanatory. Feel free to
contact me, if you have questions.

14. Why Bother?
• The mechanics of Box.com will take a 15 to 30
minutes to learn
• Changing your style of collaboration will take longer.
It won’t be easy until it becomes a habit. This one is
worth acquiring.
• Once a project get’s complex with lots of tasks,
revisions, and concerns of who is supposed to do
what when; it becomes very valuable
• When you’re away from your office it’s also very
convenient to be able view files from a phone or
tablet.