Box Apps

Box Edit

Box Edit is an add-on app that allows you to edit files stored in Box.nd.edu. Designed for all file types, browsers, and platforms, Box Edit uses the default application installed on one’s computer to edit documents: Docx files open in Microsoft Word, PPTx files open in Microsoft PowerPoint, Xlsx files open in Excel, etc.

No need to download and upload a file with Box Edit. Just preview the file, click the Open With button, the file will be opened by the default application (ex: Word), make your changes to the file, hit the save button, and the file will be saved to box.nd.edu. When done editing, you will want to close the document in the Word, Excel, etc. application.

To install Box Edit, click the Open With button on any file being Previewed. Download the Box Edit Installer, then Run the installer and follow the instructions. After the install is complete, you must restart your browser to activate the new Box Edit version. Once you restart your browser, the latest version of Box Edit is activated and will automatically receive all future updates. Once installed, Box Edit will be available on any browser on your computer. If you use multiple computers, Box Edit will need to be installed on all computers you use.

Note: Box Edit will only work on Windows and Mac machines; it is not available for mobile devices.

A file can be edited by clicking the more options drop-down button located to the right of a file name, right-clicking on the file name, or by clicking the Open With button in the file preview window. See this link for more information on using Box Edit.

Note: Box Edit is not currently supported on Internet Explorer (IE) 9, 64-bit

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Box Capture App

Box Capture is an iOS-only app with enterprise-friendly features like security compliance built on Box’s mobile software development tools. Like the iOS built-in camera app, Box Capture shoots both photos and videos but with a simpler camera without filters and various camera-types.

The app lets you take photos and videos and automatically add them to your Box.nd.edu account.

Setup:

  • Install the app from Apple’s App store (Capture is only an iOS app at this time)
  • Once installed, first time setup involves allowing the Capture app to both access your camera and your Box.nd.edu account. Click “OK” when prompted for each access
  • Login: for the below login screen, enter your NetID@nd.edu and leave the password field blank. You will be re-directed to Notre Dame’s Central Authentication Service page. Enter your NetID and password (like always).

box_capture

  • When using the Capture app to take photos or video, be sure to pick the location where the files are automatically saved in Box.nd.edu. You can pick different folders for different projects.
  • Once you take a photo or video, that content will be automatically uploaded to the Box folder that you selected.

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Box Sync

Box Sync is an app that allows you to mirror data stored on Box.nd.edu to your desktop. You can then navigate and modify content stored on the Box.nd.edu website through your computer’s native file browsing interface (Windows Explorer for Windows, Finder for Mac) without using a web browser. If you make changes to the synced files locally,these changes automatically sync back “up” to your box.nd.edu account. Content that syncs down to your computer is also available for offline access. See the Best Practices for Sync section below.

See this link for getting started with Box Sync

Note: a file that is synced exists both on your desktop and in box.nd.edu, but it is the same file. If you delete a synced file from your desktop, the file will be deleted from box.nd.edu. If you delete s synced file from box.nd.edu, the file will be deleted from your desktop. Box sync is not a backup solution. 

Highlights of the newly rebuilt sync functionality include:

  • Subfolder sync – Selectively sync any folder or subfolder on Box.
  • Share links – Share quickly with a simple right-click from your desktop files or folders
  • Upload on save – Upload files directly to Box when you save the file
  • Box Sync is the name for the local sync folder
  • Click here for more release notes

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Installing Sync

Syncing is only allowed on machines that are configured to meet the University’s security standard and which have IT support.


Note: Machines that are not in frequent use but that have sync folders can sometimes override/create sync copies with their older versions.


  1. Go to Box.nd.edu and login
  2. Go to Gear Icon at top right > Account Settings > Get Box Sync
  3. Download the appropriate version of Box Sync and install it.
  4. When presented with the sync 4 login page:
    1. Enter your Notre Dame NetID@nd.edu (be sure to include ‘@nd.edu’)
    2. Leave the password field blank
    3. Click Use Company Credentials, then click Log-in

      boxsso

  5. The Notre Dame Central Authentication Service screen will appear. Enter your Notre Dame NetID and password (if an error appears similar to ‘an error has occurred in the script on this page’, go ahead and click the ‘Yes’ button to continue.
  6. You should see a pop-up showing the setup was successful. You can close that window. For a few cases, you may see a pop-up that explains that the folder was created, but an error occurred. In this instance, you can ignore this warning and close this window. One may also see the new Box Preferences window that has tabs for Status, Settings, and Help. One may also close this window.

Sync 4 stores local files in a new folder Box Sync (Windows or Mac). The default location for this new folder is:

  • PC: C:\Users\[NetID]\Box Sync (this folder will be placed as a shortcut in your Favorites within Windows Explorer)
  • Mac: /Users/[NetID]  or ~\Box Sync

On a PC a Box Sync folder will appear on your desktop. On a Mac a Box Sync folder will appear in your “~\” location

Note:

  • You CANNOT sync to mobile devices.
  • You can only sync folders for which you have the ability to download
  • The following file types are currently not supported:
    • System and hidden files
    • Temp files and folders (with extension .tmp)      
    • Outlook Storage Files (.pst files)      
    • Box Webdocs (.webdoc files)      
    • A complete here is found here
  • A sync folder acts like a local folder – items drag & dropped-in are moved to your Box sync folder, and items dragged out are moved out of Box. An item deleted via sync goes to the trash/recycle bin of the machine, as well as to the Box trash.
  • Items removed from a sync folder are also removed for collaborators.
  • Box will allow up to 100,000 files to be synced simultaneously; best practice is limit the number of files sync’ed

Note: It takes time to build the sync files and index for each folder one selects to sync. Best practice is: sync one folder to your desktop at a time; wait for the sync to finish before sync’ing another folder.

For more information about the Box sync tool, see:

https://support.box.com/hc/en-us/sections/200142218-Box-Sync-4-0
https://support.box.com/hc/en-us/articles/201084073-Box-Sync-4-0-Product-Overview

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How do I…

How to enable sync for a folder

To the right of the folder one wants to sync, hit the down arrow tick

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Choose Sync Folder to Computer

How do I know which files have/have not sync’ed?

On one’s local machine, find the directory/folder entitled Box Sync. Windows users can find this using Windows Explorer; Mac users can find this by going to the Box icon in the menu bar and choosing Go to my Box documents folder. If a file has a little orange icon in the bottom left ( boxsyncing - a very small icon), the file has yet to sync between one’s desktop and Box. It exists locally, but has yet to be sync’ed to one’s Box.nd.edu account in the cloud.

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Best Practices for Sync

  1. Only sync the folder(s) that you work with most frequently. All folders sync’ed to one’s desktop consume space on your machine.
  2. Sync places a folder on one’s computer named Box Sync. Best practice is to let the folder be created in the default location for your machine.
  3. Do NOT use sync to move or copy a lot of files (or large files) at one time to folders on one’s local machine. Use the Upload features from box.nd.edu to upload lots of folders/files and have them sync ‘down’ to one’s computer
    • For individual files or small numbers of files, it is okay to drag-and-drop the file into a folder location within Box Sync
  4. Make major folder structure adjustments through box.nd.edu

You may also visit this link for more tips: https://support.box.com/hc/en-us/categories/200052148-Box-Sync

Once I have installed Sync, how can I make sure that I am running the latest version?

Sync 4.0 is automatically updated in the background - at this stage, usually twice a week. This means you continue to receive new features and bug fixes as Box releases them.

Notifications when Files Cannot Sync

If an item cannot be synced, Box Sync 4.0 immediately displays a notification on your local system along with the name of the problem item.

itemsnotsynced

Click the Box Sync desktop icon (the b icon) to obtain additional details on the problem item.

See What Do Problem File Notifications in Sync 4 Mean? for solutions or workarounds to fix a problem. Once you fix the problem, the item will be synced automatically.

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Common sync issues

To avoid common sync issues, see the section for Best Practices for Sync

  1. Leaving a file open, and in-use, by another device one owns and has sync’ed. Files that are open cannot be sync’ed and sometimes cause overall issues with sync – not just for the one file that is open.
  2. One creates a folder, sync’s that folder at box.nd.edu, and then one proceeds to copy a lot of files to that folder. Sync takes time to build the index(ices) on one’s desktop. If one wants to sync a folder with a lot of content, sync needs time to complete.
  3. Sync issues from home devices. Home networks are not as fast as the Notre Dame network. It will take more time to complete sync’ing a folder – especially large folders with lots of content – when building the index for the first time. It’s one reason we suggest starting small when first syncing folders and then adding more and more content as one goes rather than syncing *everything* at the beginning.

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Known issues with sync

Metadata – the data about the file. When one syncs a folder/file(s) to one’s desktop, the timestamp for the files sync’ed will display the date/time the file is sync’ed to the desktop, not the original date/time the file was created and/or last modified. Box is aware of this problem; we are awaiting a solution. 

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General Sync Information

What Mobile Devices are supported?

Mobile devices do NOT sync though you can view files on them through the corresponding device mobile app.

What are the Sync Features, Limitations & Recommendations?

Syncing is only allowed on machines that are configured to meet the University’s security standard and which have IT support.

Box will allow up to 100,000 files to be synced simultaneously; best practice is to limit the numbers of files sync’ed.

The following file types are currently not supported:       

  • System and hidden files
  • Temp files and folders (with extension .tmp)      
  • Outlook Storage Files (.pst files)      
  • Box Webdocs (.webdoc files)      
  • A complete here is found here

What Files Should not be Synced?

Some files may not sync, this is usually due to a naming convention that Windows does not support such as (\, /, ", :, <, >, |, *, ?) to sync these files you will need to log into the web interface and rename the file.

What Operated Systems are supported?

Sync will currently work on these systems

The Box Sync (Windows or Mac) folder and the sync client must be installed on the local hard disk, or directly connected external hard disk. Networked drives and Server environments are not supported locations for the default sync folder (Box Sync for Windows, kdas for Mac)

Can I sync different subsets of files across multiple personal computers using the same login?

No. Box Sync 4.0 does not allow you to sync a different subset of files across different computers.

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Box for Office

This integration only works with Windows machines. For more info on the system requirements, see the link in the To Install section

Box has integrated essential Box functions with the most popular Office applications. Now, right from within Word, Excel, and PowerPoint on desktop and movile, you can:

  • Open files from Box, with easy access to recently accessed files and folders
  • Save files to Box, even with documents from your desktop
  • Access Box options directly from the ribbon in Office apps
  • Generate Box shared links and control their permissions

To Install:

  1. Go to this link.
  2. Click on the Download the Setup Package link. This will download the *.exe file to your machine (for most, in the Downloads directory)
  3. Run the *.exe file

After the install is complete, you need to complete the setup by doing the following:

  1. Open an Office product
  2. Click the link to Open Other Documents (Word), Open Other Workbooks (Excel), or Open Other Presentations (PowerPoint).
  3. Click Box, then clik the Sign In button
  4. At the login screen, enter your NetID@nd.edu as the username, leave the password field blank, and click the authorize button.
  5. You will be directed to Notre Dame's Central Authentication Screen
  6. Enter your Notre Dame NetID and password
  7. Once you authorize one Office product (Word, Excel, PowerPoint), you do not need to do this similar authorization step for the other Office apps. Once you authorize one Office app, the others will be automatically authorized for use with Box.

The expected behavior is that after installing Box for Office, Box sill become an option in the 'Open From' menu in all Office programs. If the Box icon does not appear, see the below troubleshooting tip for resolving the issue.

Troubleshooting tip for authorizing Box for Office:

We often see this issue with Word, but the same process is used to resolve the add-in issue in Word, Excel, PowerPoint, etc. If Box is not listed among the options in the 'Open From' menu, use the below bullet points or see this link to resovle the issue.

  1. Click on the File tab at the top of the page
  2. Click on Options on the left side panel
  3. In the window that appears, select Add-Ins from the left panel
  4. Scroll to the bottom of the page under Manage and select COM Add-ins and click Go
  5. Select the Box for Office plugin and click OK
  6. Restart the Office application

A few tips on using this app:

  • For information on using the Box for Office app, see this link from Box
    • Note: we do not have this integration available for Office Online.
  • When you hit the Save button, it will take a few seconds to upload/update that document in Box.
  • The file will be locked while you have the document showing in Word/Excel/Powerpoint