Using Google Functionality In Box

Opportunity

Box enables you to create, edit, collaborate, and store your Google Docs, Sheets, and Slides similarly to how you can in Google Drive. 

 

Box and Google have partnered to provide users with the ability to use Box’s powerful and granular permissions, security, and control while using Google features. 

 

Box and Google Drive can both be used for:

• File creation
• File sharing
• Collaboration
• Storage

Key features

• Create, open, and edit Google Docs, Sheets, and Slides with the native Google editors from within Box
  • Use Google's real-time editing tools and auto-save changes directly back to Box
• Invite and work with others in real-time, and track all changes in Box
• Utilize seven levels of granular permissions, granting you more control than you would have in Google
• Access version history and commenting features both in Google editors and in Box.
• Open, edit and share Microsoft Office documents using corresponding Google editors within Box, and have all changes saved directly back to Box in its original file format
• Open, edit, and share Apple iWork files natively in Box.
• All files are automatically saved back to Box’s cloud servers.
• Online training to learn more about how Google works with Box

Requirements

• You need to use your bDrive account with your Berkeley Box account.
• If you are using a SPA account in Box, you will also need a Google account for the SPA.

Create and edit documents from within Box

1. Click the New + button to create a new Google Doc, Microsoft document, Apple file, folder, or Box Note.

Choose the type of new document you want to create

2. Edit as you would in Google, using the Google editor in Box.

Google Edit Tools in Box

3. To continue editing a Google Doc you previously created, open it from within Box in preview mode and then to edit it using the Google editor:

a. Navigate to the Open button and select Google Docs. Note that your opens for editors will change depending on the type of document. 

 

Open button reveals files to choose from

Share Google Files from within Box

 

There are many ways to share a document from within Box and seven granular levels of permissions to choose from when sharing. 

• While your document is open, you can select the Share button in the upper-right. Alternatively, hover over the filename and a Share option will appear. 
• You are also able to select multiple files and then click Share. 
  • Start typing the name or email for the person or people you want to share your document with and then click on the Invite as Editor drop-down. 
  • From that list you can select the correct permissions. 
  • Add a message and click Send.
    • Note: If you are sharing the document with another UCB account, they will not necessarily receive an email notification. You may want to send an email notification as well using the Gmail integration described below.

 

Sharing allows you to send share invitations via email along with granting permission roles

 

Detailed view of permission options

 Permission Options

Comment on Google Files from within Box

There are a couple ways to comment on a Google file in Box. 

• While in preview mode, you can use the native commenting function in Box. 
  • Draw a box around the section of the page you want to leave a comment for, write your comment, and click Post. 

 

Commenting Example

 

• This comment will display only while in preview mode in Box and can be seen in the Activity sidebar. 

 Comments in the Sidebar

• Alternatively, open the document using the Google editor and use the native Google Docs commenting feature by highlighting text, leaving a comment, and clicking Comment. 

 

 Comment in the Google editor

View Revision History

• While you are able to see version history while editing your document in the Google Docs editor, any changes made in Box will simply be indicated as a Box update. 
• Alternatively, view all version history in the Box Activity window by clicking More (or the three dots) and selecting Version History. You will notice that Box names these versions with a “v” and the number of the version. If you need to rename versions, consider using the Google Docs editor instead. 

 

 Document versions list

Gmail Integration

It’s easy to send a link to a document via Gmail from within Box using the Gmail add-on, although there are a couple of things to keep in mind.

• When you send a link to a document using an email address, Box does not check to see if that file has been shared with that account. Therefore, it is important to have already shared the document prior to emailing it. See the section on sharing a document to learn more. 
• This email will show in your Sent folder in Gmail, but because Box was simply sending a link to a document, you will not see the attachment itself.

 

 Using Gmail to send link to a document

• Compose the email as you would in Gmail and click Send. 

 

Compose email window