Using Box for Gmail

Using Box for Gmail is simple and fast. Box for Gmail brings your secure Box content repository directly into your Gmail interface, enabling you to store email attachments and messages directly into the Box folder of your choice. It also enables you to insert shared links to your Box files anywhere within the body of your email message, so you can share your Box content with anyone you wish while fully retaining any security policies that exist around the actual files.


Getting Box for Gmail

Box for Gmail is a Gmail add-on you can install and deploy like other Gmail add-ons. Your organization’s G Suite or Box administrator may already have made the Box for Gmail integration available to you via an enterprise-wide deployment.  If that is the case, when you open Gmail you should see a Box icon displayed in the third-party application sidebar on the right of your Gmail interface.

 

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You do not see the Box icon if:

  • your Box admin has left it up to you to decide to install Box for Gmail and add Box to your Gmail account. 
  • you use a free Box account, and need to install Box for Gmail to add Box to your Gmail account. 

In either case you can get it, yourself.

 

To install Box for Gmail and add Box to your Gmail account

  1. Open Gmail. In the third-party application sidebar that displays on the right, at the bottom, click the + sign.  The G Suite Marketplace displays.
  2. Scroll down to find Box for Gmail, and then click Install.
  3. Follow the prompts, until the Box icon displays in the third-party app sidebar.

Note   If you receive an error when you follow this procedure, your admin has disabled the Box for Gmail integration for your entire enterprise.

 

Using Box with Gmail for the first time

  1. Open Gmail and create or open a message as you normally do.
  2. Click the Box icon in the righthand sidebar.  A Box pane opens on the right.
  3. At the prompt, click Authorize Access.
  4. At the next prompt, click your Gmail account.
  5. At the next prompt, click Allow. This allows the integration to access certain functionality, such as your location settings and your Gmail information about your Gmail account.

The Box pane refreshes. This is where you log into Box via Gmail.

  1. Click Log in.
  2. At the next prompt click Grant Access to Box.

 The Box pane refreshes again. Now you can use Box from directly within Gmail to save attachments, save messages, or send links. From within the Box pane you can browse and view Box files and folders without leaving Gmail or even closing your current email message.

 

To save Gmail message attachments in Box

  1. In Gmail, open the message you want. The Box pane on the right displays with any attachments the Gmail message may have.Email with attachment.png

     

  1. Click Save Attachments
  2. The Box pane displays a single-column list of all your Box folders.  Scroll through the list until you find the folder you want. Click the folder to open it and access any sub-folders.
Note   Folders are color-coded here just as they are in Box. Also, all Box file permissions apply.
  1. Save the attachment to the current folder you’re browsing in.  To do this, click Save to This Folder.

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  1. The Box pane displays a confirmation message.  Click View to work with the file just as you would with other files in Box – that is, edit it, share it, invite collaborators, and so on.
  2. (Optional) To comment on the file you’ve saved, in Box Preview, in the Activity pane on the right, type in any message you want and click Post.

 

To save the Gmail message itself in Box

  1. In Gmail, open the message you want. The Box pane on the right displays with any attachments the Gmail message may have.
  2. Click Save Email as .TXT File.
  3. The Box pane displays a single-column list of all your Box folders. Scroll through the list until you find the folder you want. vClick the folder to open it and access any sub-folders.
  4. In the same way you saved the message attachment, locate the folder you want and click Save to This Folder. This saves the body of the email message (plus basic message information such as Sent From and Time) as a new file within the Box folder you selected.
    • Typically you’ll save the email message body in the same folder as the attachment.
  5. In the same way you viewed your attachment, click View.  This opens the newly-created text file in Box Preview
Tip   To see how the message would look in a browser, copy the permalink in the body of the text file and paste it into the address bar of a new browser tab or window.

 

Sending a Shared Link to a Box File via a Gmail message

You can use Gmail to send any of your Box files to anyone else, safely and securely. The permissions and privacy settings on the file persist, so no one can access the file who isn’t authorized to do so. Before you click Send, Box prompts you to assign access permission to the recipient – if you have the permission to do that. But you can’t send a shared link to a file you don’t have permission to share at all.

 

To send a shared link to a Box File in Gmail

  1. Open Gmail and click Compose.
  2. At the bottom of the new message window a toolbar displays, which includes most of the basic email functions (send, attach, emojis, and so on). The Box icon displays in this toolbar as well. Click the Box icon.
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  3. A Box dialog box opens, displaying your Box folders in one long, scrollable list. Locate the folder you want. Click the folder to open it, then click the file you want.
  4. The dialog box displays file information, such as who owns the file, when it was last modified, its size, and so on. This is not an actual file attachment – it is a shared link. The file itself remains in Box. This gives you control over both access and versioning.
    • If the file is an image or video, you can scroll down to see a thumbnail.
  1. (Optional) You can adjust which permission you want the shared link to send as. To do this, click the Share Link Permissions down arrow and then click the permissions you want to assign with the file attachment:
    • People with the link
    • People in the company
    • People in this folder/file
  1. Click Insert File.
  2. The message redisplays, and you see a shared link within the window.

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  1. To open this file in Box, click the link. To view the permission level you just selected moments before, in Box Preview, click Share.
  2. Click Send. The recipient receives this email with your Box Shared Link. The recipient does not have to have either a Box account or a Gmail account to be able to view your file – just the access permission to do so.
Tip   The link displays as a discrete object within the body of the email, so you can move it around within the body of the email message.

 

Related Links

About Box for Gmail

Imlementing and Enabling Box for Gmail

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