Sharing Files with Box

Before You Start

Box offers two primary ways to share content with others:

• Shared links: Send a hyperlink to anyone (view or download only)
• Collaborators: Invite someone directly into a file or folder (can edit, upload, and comment)

Choose the method based on what level of access you want to give.

Shared Links

Shared links let you quickly copy and share hyperlinks to content stored in Box with people inside and outside HWS. Recipients can view or download the content but cannot edit or upload new versions.

Create a Shared Link

1. In Box, hover over the file or folder you want to share.
2. Click Share.
3. Enable "Share Link"
4. Click Copy to copy the link to your clipboard.

You can now paste the link into an email or message.

Configure Link Settings

1. In the Share window, click Link Settings.
2. Adjust access permissions, set an expiration date, or add password protection.
3. Click Save.

Note: People without Box accounts can access shared links if the link permissions allow it.

For more details, see Creating Shared Links on Box Support.

Inviting Collaborators

A collaborator is someone you invite directly into a file or folder. Once invited, the item appears in their All Files page. Collaborators with proper permissions can edit, upload new versions, and comment on documents.

Invite a Collaborator

1. In the Share window, type the email address of the person you want to invite.
2. Select a permission level (Editor, Viewer, etc.).
3. Click Send or Invite.

If you invite someone without a Box account, they will be prompted to create one before accessing the content.

For more details, see Inviting Collaborators on Box Support.

HWS Student Email Addresses

Caution: When inviting students as collaborators, use their firstname.lastname@hws.edu email address, not their username (e.g., AB1234@hws.edu).

If you don't know a student's name of record, look them up in PeopleSoft or Outlook. Students invited using their username email will receive the invitation but will be unable to access the shared content.

More Help

Need additional help? Contact the HWS IT Services Help Desk.