Georgetown Box Basics Contents What is Georgetown Box?... 2 Claiming Your Georgetown Box Account... 2 Logging into Georgetown Box... 2 Uploading Files... 2 File Version History... 3 Downloading Files... 4 Email Notification Settings... 4 Creating Folders... 5 Folder Icons... 6 Navigating Amongst Folders... 6 Sharing Files... 7 Through Your Email Client... 7 Password Protecting your Emailed Links... 7 Through a Folder... 8 Disabling a Shared Link... 8 Setting an Expiration Date on a Shared Link... 9 Deleting Files... 10 Logging Out of Georgetown Box... 11 Online Help... 11 Dianne Harrison Ferro Mesarch
What is Georgetown Box? Georgetown Box is a file sharing and storage service that enables you to securely store files in the cloud (all of your files are encrypted and backed up nightly). It functions on PCs, Macs and a wide range of mobile devices. So, anywhere you can access the Internet, you can access your files. You can also share your files. Claiming Your Georgetown Box Account Before you can start using Georgetown Box, you need to claim your account. To do so. 1. Browse to https://box.georgetown.edu/activate. 2. The Activate your Georgetown Box Account webpage will open. 3. Enter your NetID, Georgetown University password, and click on the Log In link. 4. The Welcome to Georgetown Box! webpage will open. Logging into Georgetown Box 1. Browse to https://box.georgetown.edu. 2. The Georgetown Box webpage will open. 3. Click on the Click Here to Login button. 4. Enter your NetID, Georgetown University password, and click on the Log In link. 5. Your Georgetown Box webpage will open. Note: You can keep your Georgetown Box account for as long as you are an active student, staff or faculty member. Note 2: You have 50 GB storage in your Georgetown Box account. Uploading Files 1. Log into your Georgetown Box account. 2. Click on the Upload button, located in the upper, left-hand corner of the screen. 3. Choose Upload Files from the drop-down menu 4. The Choose File to Upload dialog will appear. 5. Browse to the file you want to upload, select it, and click on the Open button. 6. An Upload Files dialog will appear. 7. Click on the Upload button. 8. A message will appear at the bottom of your Georgetown Box webpage that your file is uploading. 9. When the upload process is finished, you will see your file listed under the Upload button. Note: You can upload multiple files at a time. Simply select more than one file from within the Choose File to Upload dialog. Note 2: You can drag and drop a file into your Georgetown Box webpage. Page 2
File Version History Georgetown Box has a Version History feature that allows you to access previous versions of the same file. To use it, follow the instructions listed below. 1. A file with multiple versions will have a version number listed under its name. 2. Click on the version number to display the Version History dialog. 3. The previous versions will be listed in chronological order. You might have to use the dialog s scroll bar to see all of them. 4. To download an older version of the file, click on the Download link listed under the name of that version. 5. To revert to an older version of the document, click on the Make Current link listed under the name of that version. 6. To delete a previous version of the document, click on the X located to the right of the name of that version. 7. Click on the Close button when you are finished using the Version History dialog. Page 3
Downloading Files 1. Log into your Georgetown Box account. 2. Hold your mouse over the file that you want to download. 3. A dropdown arrow will appear to the far right of the file. Holding your cursor over the dropdown arrow will display the phrase More Options. 4. Click on the More Options icon and choose the option Download. 5. A message will appear at the bottom of your screen, asking if you want to open or save the file. 6. To open the file, click on the Open button. 7. To save the file, click on the dropdown arrow to the right of Save button and choose the Save As option, so you can designate where the file will be saved. Note: Clicking on a file will open a preview window. Email Notification Settings You can receive emails when people upload, download and/or view your files. 1. Click on the gear icon, in the upper right-hand corner of the screen, to the right of your name. 2. Choose the Account Settings option. 3. The Account webpage will open. 4. Click on the Notifications tab at the top of the window. 5. Enable the desired options and click on the Save button, located at the bottom of the screen. Page 4
Creating Folders 1. Log into your Georgetown Box account. 2. Click on the New button, located at the top of the screen, to the right of the Upload button. 3. Choose the New Folder option from the drop-down menu. 4. The Create New Folder dialog will appear. 5. Type a name for the folder in the Folder Name field. 6. You can keep the folder private (for your use only) or share the folder with others in the Collaboration section. 7. If you want to share the folder, type the email addresses of the people with whom you want to share. You will need to press the Enter key on your keyboard after each entry. 8. Grant the desired access type to each person with whom you are sharing the folder in the Select Access Type section. 9. Click on the Okay button. 10. The Okay button will change to Loading while your new folder is being created. 11. When the folder creation process is finished, you will see your new folder listed under the Upload and New buttons. Note: You can hold your cursor over each access type for a description of its permissions. You can also hold your cursor over the lowercase i that appears after the Learn About Access Levels phrase to see what each access level can do. Page 5
Folder Icons Folder icons differ based on factors like shared link type, collaborator permission, and access levels. Some of the frequently-used icons are identified in the below image. Navigating Amongst Folders The easiest way to navigate amongst folders in Georgetown Box is to use the Navigation bar. The left-most option is always All Files. From there, you can open any folder or file. Page 6
Sharing Files Through Your Email Client 1. Hold your mouse over the file that you want to share. 2. Click on the Share link, located to the right of the file s name. 3. A url will appear in the Link field, located below the file s name. 4. You can copy and send that url through your email application. Password Protecting your Emailed Links 1. Create a link for your file. 2. Click on the Advanced Settings icon (the gear located to the right of the Link field). 3. A Link to [Filename] dialog will appear. 4. Click on the Share tab. 5. Click on the dropdown arrow to the right of the Access field and choose the Anyone with the link option. 6. Click on the dropdown arrow to the left of the Require Password field. 7. Type a password in the Password field and click on the checkmark to its right. 8. Click on the Close button. 9. When you copy and send the link via email, the receiver will have to know the password in order to open the file. Page 7
Through a Folder 1. Hold your mouse over the file that you want to share. 2. Click on the More Options icon (the dropdown arrow to the far right of the file name). 3. Choose the option Share. 4. A Link to [FileName] dialog will appear. 5. Click on the Email tab. 6. Type the email addresses of the people with whom you want to share. You will need to press the Enter key on your keyboard after every entry. 7. If desired, type a message in the Message field. 8. Click on the Send button. 9. The Send button will change to Processing while the email is being sent. 10. A message will appear once the email has been sent. Note: The people to whom you send the email must share the folder in which the file is located. Disabling a Shared Link 1. Hold your mouse over the name of file that you no longer want to share. 2. Click on the Share link that appears to the right of the file s name. 3. The shared link will appear under the file s name. 4. Click on the People in this Folder link that appears to the right of the shared link. 5. Click on the Remove Link option. 6. A warning dialog will appear, stating that this action will permanently remove the shared link. 7. Click on the Continue button. 8. The link to that file will be removed. Page 8
Setting an Expiration Date on a Shared Link 1. Hold your mouse over the name of file. 2. Click on the Share link that appears to the right of the file s name. 3. The shared link will appear under the file s name. 4. Click on the Advanced Settings icon (it looks like a gear) that appears to the right of the shared link. 5. The Link to [Filename] dialog will appear. 6. Go to the Share tab. 7. Click on the dropdown arrow to the left of the Set Link Expiration field. 8. Click on the Calendar icon that appears in the Date field and select an expiration date. 9. Click on the checkmark to the right of the Date field to set the date. 10. The expiration date will appear to the right of the Set Link Expiration field. 11. Click on the Close button. Page 9
Deleting Files 1. Log into your Georgetown Box account. 2. Hold your mouse over the file that you want to delete. 3. Click on the More Options icon (the dropdown arrow to the far right of the file name) and choose the option Delete. 4. A warning dialog will appear, asking if you want to delete the file. 5. Click on the Delete button. 6. A message will appear stating that the file has been deleted. Note: To empty your Georgetown Box trash, click on the Trash icon, located on the right-hand side of your screen. Then click on the Delete All button located at the top of the screen. Note 2: To restore a deleted file, click on the Trash icon, located on the right-hand side of your screen. You can restore all documents by clicking on the Restore All button. To restore an individual document, click once on the file that you want to restore, hold your cursor over the More Options icon, and click on the Restore option. Note 3: Deleted files are kept in the Trash folder for thirty (30) days. Upon expiration, files are automatically deleted and can no longer be recovered. Page 10
Logging Out of Georgetown Box Click on the gear icon, located to the right of your name. A dropdown menu will appear. Choose the Log Out option. A Georgetown University webpage will open. Click on the word here in the Click here to fully log out from Box phrase. Online Help Online help for Georgetown Box can be found at https://box.georgetown.edu/faq. Training videos can be found at http://boxuniversity.litmos.com/online-courses. The IST Department especially recommends the 101 - Box User Essentials elearning video, which is free. Page 11