Box for Microsoft Office Co-Authoring enables autosaving edits and real-time collaboration for Office files stored in Box. You can simultaneously edit and collaborate on Microsoft Excel, Word, and PowerPoint files on the Office desktop applications in real-time, with all changes automatically saved to your Box account.
Collaborating with Office files
With your team members, follow these steps:
- Go to your Files from either the Box web app or from your desktop files folder.
- Open the desired Office file (.docx, .xlsx, .pptx).
- From the web app, click "Open" on the top right side:
- Start editing.
- From here, you’ll see everyone working on the document.
- Close the file when done with editing.
- The file stays open until the file is successfully saved.
You can also open a new document to live edit.
Desktop Box folder (Windows File Explorer):
- Double-click the file you want to edit
- Begin editing
- Share with your team members to live edit.
Sharing from the Office desktop application
When you click on the Share button within the Office desktop application, you can open the Box share page from the web browser. If you are signed in to Box web, then clicking this option opens the document preview page with the share modal open. You can get a shared link, update permissions or add collaborators right from within the share modal.
View File Version History
You can view the file version history in Box from the Office desktop application. When you click “view version history” in the Office desktop application you can preview the document with the share modal open.
In the Office Desktop Application:
Single/Multiple user sessions: When you are solely working in the document, the "AutoSave" option is turned on in the Office app. You can also click on the arrow next to the filename in the Office Ribbon and see the location the file is saved.
Multiple user sessions: When you and your team are in an Office document in Box, your team can also see avatars of other collaborators who are in the document at the same time. Clicking on the avatar and selecting the "Go To Location" option shows you where a collaborator is within the document. You can also hover over your team member's cursor to identify one another in the document.
In Box Drive and Box Web
With co-authoring enabled and at least one user having the file open in a co-authoring session, you see the co-authoring overlay icon for Box Drive. All collaborators also see the new overlay icon, indicating that, if they have the correct set up, they can co-author the file with other collaborators.
Note: If a collaborator is not set up for co-authoring, the file opens in read-only mode if the file is being co-authored by others.
Supported File Types
Co-authoring supports the following file types:
| Word | Excel | PowerPoint |
|
.docx
|
.xlsx .xlsm .xlsb |
.pptx |
Technical Details
Data Transfer
For co-authoring of Office files in Box, data for files being edited may be sent to Microsoft's Office Collaboration Service to enable co-authoring. This is similar to Box's existing integration with Office Online, where data must flow between Box and Microsoft to enable this collaborative experience.
Files enabled for co-authoring
You may choose to enroll only a subset of your team members to co-authoring. When enabling the feature in the Box Admin console, you have the option to choose select individuals whom you want to enroll.
Note:
If you have enabled co-authoring for your entire enterprise, then all files owned by your enterprise are enabled for co-authoring. This is the preferred setting.
Any document that an enrolled team member owns is accessible for co-authoring by that and any other enrolled member. However, any document owned by a non-enrolled member is not accessible for co-authoring.
For example:
- If User A is enrolled in co-authoring, then they can co-author all Office files in Box.
- If User B is not enrolled in co-authoring, then they cannot co-author any files they own nor can other users that open User B's files. However, if User B's organization enables Box for Office Online within the Box Admin Console, then User B can co-author their files.
File Locks
Co-authoring sessions apply a co-authoring lock held by all participants in the session. This lock allows participants to edit the file. While the co-authoring lock is in place, Box rejects changes to the file from people who are outside the Office co-authoring session.
Locking co-authorable files results in Office opening the file in read-only mode. If a non-Office lock is present on a file, Office does not start a co-authoring session on the file.
Version creation
All your edits are saved to Box, with a new version created when one of the following conditions happen:
- Five minutes has passed from the last created version
- A collaborator downloads the file within 5 minutes of the last version
- A collaborator completes a co-authoring session (closes the document)
Supported environments
- Box Production/Sandbox environment
- Box Verified Enterprise
Compliance levels supported
- DoD IL4
- FedRAMP High
Protected View
Once Box is added as an online storage location, when opening files from Box (web app, Box Drive or Box web), you can see the protected view notification in the Office app.
See the following document Protected view for documents on CSPP Plus hosts on how to suppress the above notification from being displayed to your team members
Note: When following steps from Global authorization (GPO) on suppressing the protected view notification, use api.box.com as the domain to enable.
Determining Co-Authoring Enablement
To determine whether co-authoring is enabled, use one of the following methods:
Method 1
- Login to your box.com account
- At the top-right corner of the window, click on your avatar then select Integrations.
- Below your avatar, click My Integrations.
- In the My Integrations section, see whether the Box for Microsoft Office (Desktop) app is enabled.
After you add Box as an online storage location in the Microsoft Office apps, the application above is added to the your My Integrations page. To disable desktop co-authoring, you can remove the above app. You can reenable the feature by clicking Add on the overview page for the integration.
Method 2
In the box.com app, if you have enabled co-authoring, you'll have the option to open the file with “Microsoft Word/PowerPoint/Excel Desktop”. (Microsoft Excel pictured below)
If you're not enabled for co-authoring, you'll see the option to open the file with “Microsoft Excel”. Using this option will open the file on the desktop Microsoft Excel application using Box Tools.
Method 3
In the Office menu, go to the Open tab and see whether Box is added under Other locations. If the app is added, the user's sign-in username is displayed.
Method 4
- As administrator, sign into the Box Admin Console.
- Navigate to Integrations > Box for Microsoft Office and see whether the user is enabled.
Known Limitations
- Microsoft licenses compatibility: Perpetual licenses of Office (Office 2016, 2019 etc.) do not support co-authoring for Box files.
- Enabling co-authoring in Box for Microsoft Office breaks links to files that, in turn, contain links to Excel sheets. To learn how to update broken links, see these Microsoft sites: Manage Workbook Links, and Create Workbook Links.
- Download stats are not captured when you open the file in co-authoring mode on Office desktop/online applications. Check back frequently for when this is updated.
- When a folder has the hide collaborators option in Box checked, then files in those folders cannot be co-authored.
- After enabling co-authoring, you cannot change Microsoft MIP sensitivity labels in documents.
- When adding Box as a Place on MacOS, Device Trust does not support WKWebView used by Microsoft Office.
- The use of @mentions while commenting in Microsoft is not available.
Support
For additional help or support related questions, visit the following support pages:
Troubleshooting for Microsoft Office Co-Authoring
Support for Box for Microsoft Office Co-Authoring – Box Support