Migrated from the official guide. This page carries the full SBM Box User Guide so it's searchable on this site. The original is also available as a PDF download ↗.

“Welcome to Box 101. In this handy guide, we'll show you how to share, access and manage your content, from anywhere. You'll see the play-by-plays you need to get the Box basics under your belt, plus some tips and tricks that'll make you a seasoned ninja in no time.”

Log in Folders Uploading Navigating Collaborators Shared links Comments & tasks Locking & versions Settings Box Sync

Logging in to your Box account

Visit stonybrookmedicine.box.com and sign in with your Stony Brook Medicine email or UHMC username and password.

Logging in at stonybrookmedicine.box.com. From the SBM Box User Guide (PDF)

Creating a new folder

Click New › New Folder, enter a folder name, and choose between a private folder or a collaborative folder. Create sub-folders by opening the parent folder first.

Creating a new folder: private or collaborative. From the SBM Box User Guide (PDF)

Uploading files

  • Upload Files (smaller batches): navigate to the target folder, click Upload › Upload Files, choose files in the pop-up, and click Open.
  • Bulk Upload (larger jobs): navigate to the folder, click the Upload dropdown, select Bulk Upload, drag files in (or click “Add Files” to browse), then click Upload.
Quick tip: there's more than one way to get your content to Box. Try all of them: Upload, Bulk Upload, Sync, and emailing files to Box. Note that Bulk Upload runs best on the latest version of Java.
The Upload menu. From the SBM Box User Guide (PDF)
Upload Files: pick files in the pop-up. From the SBM Box User Guide (PDF)
Bulk Upload: drag files in or browse. From the SBM Box User Guide (PDF)

Navigating your files

  • Search: the search bar (top right) supports AND operators and quotation marks, and searches file names and file content.
  • Jump to Folder: click the tree icon (upper-left) to navigate the entire folder structure.
  • Recent Activity: click the globe icon in the blue menu bar for recently updated files and folders, including comments, tasks, and versions; filter by hovering over “All.”
The search bar: searches names and file content. From the SBM Box User Guide (PDF)
Jump to Folder: the tree icon. From the SBM Box User Guide (PDF)
Recent Activity: the globe icon. From the SBM Box User Guide (PDF)

Inviting collaborators

Collaboration happens at the folder level. Mouse over the folder, click the drop-down arrow, hover over Share, and click Invite Collaborators. Enter email addresses, pick an access level, and click Invite. The invitation email goes out immediately.

Quick tip: collaborators keep the same access type throughout a folder structure: an editor in a top-level folder is an editor in every folder inside it, too.
Access levelWhat they can do
Co-ownerSame permissions as the folder owner
EditorUpload, download, preview, edit, delete, and share files
Viewer UploaderUpload, download, and preview files
Previewer UploaderUpload and preview files
ViewerDownload and preview files
PreviewerPreview files only
UploaderUpload files only
Inviting collaborators and picking an access level. From the SBM Box User Guide (PDF)

Shared links give read-only access to a file or folder for people who aren't collaborators, with no Box account needed:

  1. Mouse over the folder or file and click Share.
  2. Copy the URL next to “Link to this folder,” or click the envelope icon to have Box send it by email.
  3. Add security: Set Expiration (auto-expire) or Set Password under the Access button.
  4. Customize the link suffix via Customize Link.
  5. Restrict who can open it with the @[YourCompany] (company domain only) or Collaborators Only options.

Quick-sharing icons in the preview window's Sharing section cover email, social, mobile, and website embedding.

Creating a shared link. From the SBM Box User Guide (PDF)
Link security: expiration and passwords. From the SBM Box User Guide (PDF)
Customizing the link suffix. From the SBM Box User Guide (PDF)

Discussions, comments & tasks

  • Discussions: open the folder, switch to the Discussions tab, enter a topic, click “Create Topic.”
  • Comments: mouse over a file, click the comments icon, type your note, click “Add comment.”
  • Tasks: from the comments icon, click Assign Task, describe it, pick the task type and assignee, set a due date, and click Add. The assignee is emailed automatically.
Quick sharing options in the preview window. From the SBM Box User Guide (PDF)
Folder discussions. From the SBM Box User Guide (PDF)
Comments on a file. From the SBM Box User Guide (PDF)
Assigning a task to a collaborator. From the SBM Box User Guide (PDF)

File locking & version control

  1. Mouse over the file, click the drop-down arrow, and click Lock File (optionally prevent downloads or set a lock expiration).
  2. Edit locally, saving with the exact same file name.
  3. Mouse over the locked file › Unlock File › Upload Edited File (Unlock), select your edited copy, and Upload.

A version icon next to the file name shows how many earlier versions exist. Click it to view, download, or restore any of them.

Quick tip: all versions you store count toward your storage limit.
The version icon next to a file name. From the SBM Box User Guide (PDF)

Folder properties & notifications

Mouse over a folder › drop-down arrow › Folder Properties to adjust shared-link settings, invite privileges, commenting, and more. For email notifications: My Account › Account Settings › Notifications, adjust, and Save.

Quick tip: email notification settings can also be applied at the folder level: set an account-wide default, then give specific folders a different level.

Box Sync

Box Sync (Business/Enterprise) is available from the Mobile and Sync tab under Account Settings. Files dragged into the Sync folder sync automatically; a blue symbol marks synced folders on Box.com.

Looking for step-by-step screenshots? The Box Support Center has 200+ illustrated articles covering every feature in detail.