Managing Files and Folders: New Box Experience

In your Box account, you can organize your files in folders just as you would on your computer.

Note: New Box Experience

This page refers to the new Box experience. In Box, hover over a single file or folder with your mouse. If the item looks like the following image, you are in the right place.

 

Files and folders should look like this when you hover over them.Files and folders should look like this when you hover over them.

If the item does not look like the image above, visit one of the links below instead:

 

File and Folder Actions

Organizing and Tracking Content

 

File and Folder Actions

 

 

Create New Files or Folders

To create a new file or folder:

  • Click the New button in the upper-right corner of the page.
  • Choose what you would like to create. You can create a new FolderBookmark (to any URL), Box Note, Microsoft Office file, or Google document. The options shown here may differ based on the settings you or your account admin have enabled.
  • A pop-up window will appear prompting you to enter the name of your new file or folder. If you are creating a new folder, you'll also be prompted to invite 'collaborators' to the folder. If you do not invite any collaborators, the folder will remain private.
  • Click 'Okay' to complete the process. 

 

Moving and Copying

There are a few ways you can move or copy a file or folder.

 

Drag and Drop:

You can move a file or folder from one folder to another by dragging it from its current location and drop it into the destination folder, just as you would with a file on your desktop. 

 

Folder Tree:

You can also move or copy a file or folder by selecting a destination folder using your folder tree.

  • Right-click (or click the ellipses (...)) on the file/folder and select Move or Copy. Alternatively, you can click next to the file/folder name to select it, then click the Move or Copy button in the upper-right of the page. To select multiple items at the same time, hold the Shift or Command key. Use Shift to select all items between the first and last item selected. Use Command to select multiple items individually. Selected items will be highlighted.
  • A new window will appear. Here you can click through your folder structure and select the new location for the file or folder. Once you have selected a destination folder, click either the Move or Copy button. 

 

Delete Files or Folders

To delete a file or a folder:

  • Right-click (or click the ellipses (...)) on a file/folder and select Move to Trash. Alternatively, you can click next to the file/folder name to select it, then click the Move to Trash button in the upper-right.
  • The item will be moved to your Trash folder. You can undo the delete action by clicking the Undo button in the confirmation message displayed. 

To delete multiple files and/or folders:

  • Select the items you'd like to delete by holding the Shift or Command key and clicking next to each file/folder name. Use Shift to select all items between the first and last item selected. Use Command to select multiple items individually. Selected items will be highlighted. 
  • Once you have selected all items, scroll to the top of the file display area and click the Move to Trash button in the upper-right. 
  • Note: if you delete and item inadvertently, it will remain in your trash and will be recoverable for 30 days. Enterprise admins can adjust this setting in the Admin Console. 

For more information on the Trash page, see Trash.

 

 

Rename Files or Folders

To rename a file or folder, right-click the item (or click the ellipses (...)), then select Rename. This will open up a text box where you can change the file name. You can also rename a file from the preview screen.

 

Search for Files or Folders

To search for a file or folder:

  • Locate the search bar at the top of the page.
  • Enter all or part of the name of the file or folder you are looking for.
  • You can refine your results by using content filters or searching for specific metadata.
  • Hit enter or click the magnifying glass icon.
  • You can filter your search results by File Type, File Size, Date Modified, Owner, or custom metadata fields.

For more information on using Search, see Search.

 

Organizing and Tracking Content

 

Sort Files

You can sort your files and folders by Name, Date Modified, and Size. Simply click the appropriate header to sort.

managing files and folders - 4

For numbered files that go into double digits (or higher), "0" must be used to fill digit spaces for the numbers to display correctly. For example, if you have a list of items that goes to 15, use "01" instead of "1" for the order to display correctly. 

 

Folder Icons

Folder icons differ based on folder owner and collaboration status. Frequently-used icons are identified in the following table.

 

  Icon      Description 
Personal Folder
  • Personal folder
  • Owned by: You
  • Color: Manila
folder icons - 2
  • Collaborated folder
  • Owned by: Someone within your enterprise
  • Color: Blue
folder icons - 3
  • External collaborated folder
  • Owned by: Someone outside your enterprise
  • Color: Grey

 

Access Stats

Use access stats to keep track of who has viewed your content. Whenever someone views or downloads a file, an access stat will be created. Access Stats are only available to Starter, Business, Business Plus, and Enterprise accounts.

 

To view the Access Stats for a certain file:

  • Right-click on a file, or click the ellipses (...) to open the More Options menu.
  • Click Access Stats.
  • A pop-up with the access stats will appear. Here you can see who has previewed or downloaded this file, and the date on which they did so.

Note: Users from your organization who open a shared link will have their names displayed, while users from outside your organization may be referenced by their IP address (set of numbers) or location.  

 

File Timestamps

Box records the time and date when files are created, modified, or uploaded on Box.

Box stores timestamp values in UTC format, so they are not affected by changes in time zone or daylight saving time.

 

Box displays the following timestamps for each file operation:

  • Created: The timestamp when the file was created.
    This timestamp display does not change if you save or modify this file.
  • Modified: The timestamp when the contents of a file were last modified. 
  • Uploaded: The timestamp when the file was uploaded to Box. This timestamp display changes for each uploaded version.
  • Updated: The timestamp when the file was last changed in Box (Modified or Uploaded).

 

 

The following table clarifies when timestamps are preserved based on file upload method and protocol:

Caution: Be aware that some browsers are affiliated with particular upload mechanisms like Flash, HTML, or Ajax.

Box Upload Method Version


 Modified Timestamp 
Preserved?



Created Timestamp
Preserved?


Sync (on user's desktop)

Box Sync (Box Sync 4.0.4376 and later)

Yes Yes
FTP

If the FTP client supports this feature

Yes

Yes (if the FTP client supports this feature)

See FTP: Preserve Original Created/Modified Times for additional details

Mobile

iPhone (Box for iPhone 3.0.1 and later)

Yes Yes

Android

Yes

No

The created timestamp is set to the last modified date for the first version of a file, and not changed for subsequent versions

Web Application and Embed Widget

For all web browser uploads, the created timestamp is set to the last modified date - based on when the file was first uploaded to Box

Chrome v10+

Yes

No

The created timestamp is set to the last modified date for the first version of a file, and not changed for subsequent versions



Firefox1 (v3.6+)

Safari1 (v4+)

IE1 (v10+)

File uploads/File drag and drop uploads: Yes

Folder uploads: Yes, if you have installed Java on your computer.

IE1 (v7, 8, 9)

File uploads: Yes, if you have installed Flash on your computer (IE 8 and 9 only)

Folder uploads: Yes, if you have installed Java on your computer.

Other options

Upload Widget

WebDAV

Email Upload

No No

1Browser does not support folder drag and drop.

 

Box file timestamp information is displayed in several locations:

  • Web application: The File Properties pop-up displays the Created and Modified timestamps.
    To view this pop-up, right-click a file and select Properties > File Information.
  • Box Sync: Your local file system displays the Created or Modified timestamps in the Finder or Explorer window for newly-synced files.

 

The Modified timestamp changes when you edit the contents of a file.

The Modified timestamp does not change when you perform any of the following file operations:

  • Preview or download a file
  • Add, update, or delete comments/tasks/file descriptions
  • Share or unshare a link
  • Send a shared or direct link
  • Open, close, or rename a file

 

The following list identifies the affected timestamps each time you add a new file version:

  • Created: The new version does not affect the Created timestamp.
  • Modified: The new version reflects the Modified timestamp for this file version.
  • Uploaded: The new version reflects the Uploaded timestamp for this file version.

 

See the developer documentation for more information on timestamps used in Box APIs. All information provided in this article also applies to timestamp displays using Box APIs.

 

Version History

Any time you use Box Edit or upload a new version of a document, Box overwrites the old version of your file with the updated version. Box keeps track of all file versions, and you can revert to an old version of a file at any time. The total number of saved file versions is displayed in the right sidebar when a file is selected. 

 

Account administrators can limit the number of file versions that are saved under the Custom Setup tab of your Enterprise Settings. Click here for more information. 

 

To view the version history of a file:
  • Click on file next to the file name to select it. 
  • In the right sidebar, the number of saved versions will be displayed. Click on the number of saved versions to open the Version History window. You can also open the Version History window by right-clicking on a file (or by clicking the ellipses (...)), and selecting Version History. 

managing files and folders - 5

 

  • The version history window will show you all versions of your file, with the current version at the top.
  • From here, you can "Download" or "Remove" (X) a version. You can also revert back to a previous version by clicking on "Make Current".

managing files and folders - 6

Versions will not add to the size of the file. The file size will only be changed based on the edits and modifications you make to that file.

 

Favorites

Mark files and folders that you access often as Favorites, so that you can find them easily. Items you mark as Favorites will appear on your Favorites page.
 
 
Mark as Favorite:
  • Right-click the item (or click the ellipses (...))
  • Click Favorite 

 

Viewing Favorites

View your favorites by clicking Favorites in the left-hand sidebar, under Content. This will take you to the Favorites page.  

 

Removing Favorites:

You can unmark an item as a favorite from your Favorites page, or by locating the item in your folder structure.

To remove an item from your Favorites page:

  • Right-click the item (or click the ellipses (...))
  • Click Remove as Favorite 
 
Note: Once you select Favorites, will carry across all your Box applications.
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