How to securely share a file on Box
Important: Before you begin using your enterprise Box account, be sure to revise your settings according to How do I securely set up my enterprise Box account?
When you click
Share to the right of any file or folder in
your enterprise Box account, a link will appear (under the
file or folder) that you can use to share the file or folder with
recipients. You can choose from a list of access options and/or
invite collaborators and set their permission levels by using the
Access drop-down list to the right of the link. After you
have set the access level, you can either use Box to email the link to
recipients by clicking
Send and then entering the addresses,
or you can copy-paste the link into an email or text message, message
board, or whatever means you choose. If you want to share one file,
generate a link for just that file. If you want to share more than one
file, put the files in a folder and generate a link for that
If you no longer want others to be able to use the link, you can
disable the share link, which unshares the file, making it available
to only you and any specific collaborators you have set. Do this by
clicking the arrow to the right of the file or folder, selecting
Share, and then clicking
Disable Shared Link.
Note: When collaborating with others
at IU, be sure to use their primary mail address, such as
email@example.com , or
firstname.lastname@example.org . If you use a different address,
even an Imail or Umail address, the recipient
will not be able to log in and access what you sent.
Important: Box at Indiana University is a flexible storage service and collaboration tool that is appropriate for use with personal files and institutional information classified as "Public" or "University-internal". However, Box is not acceptable for storing or sharing any institutional data classified as "Restricted" or "Critical", including electronic protected health information (ePHI) regulated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). For more, see:
- Classifications of Institutional Data
- Standards for Management of Institutional Data
- Management of Institutional Data (DM-01) policy
- What types of data are appropriate for my enterprise Box account?
- Which IU services are approved for storing ePHI or other types of sensitive institutional data?
For more on collaborating with Box, see these:
- Box Help videos:
- Box Help documents:
- Box Blog entries:
The enterprise Box support content available here is a result of a collaborative effort by the Internet2 early adopter institutions.
Last modified on December 24, 2013.