Box for Gmail enables people to apply Box’s extensive security features to content they send and receive via Gmail. With Box for Gmail, anyone in your organization can:
• Save attachments directly from an email message into the Box folder of their choice
• Save the body of an email message as a text document into the Box folder of their choice
• Insert shared links to files stored in Box anywhere within the body of an email
This makes it easier to share files with people beyond the four walls of your enterprise, but still maintain data privacy and security. Since people are sending shared links in their email messages – not actual files – you preserve any security restrictions around the content, so no one who receives an email with a shared link can in turn share the document, intentionally or accidentally, with someone who isn’t supposed to see it. This makes it safe, for example, to send wiring instructions to a bank, sensitive marketing content to a contractor, or medical records to a patient or specialist.
There is secure 1:1 authentication between Box and Gmail enterprise user accounts. And you can turn the Box for Gmail integration on or off at any time.
An additional advantage with Box for Gmail is that it is vendor-neutral for document storage, collaboration, and sharing. R egardless of whether your organization, or departments or divisions within it, use Office 365, G Suite, or iWork, everyone can use Box for Gmail to securely store and share their content.
Below are the steps Box admins must take to make Box for Gmail available to their organization.
- People who have free Box accounts can follow the procedure in Step 3 below to add the Box for Gmail integration.
- iPad does not support Gmail add-ons.
Implementing Box for Gmail
Putting Box for Gmail into the hands of everyone in your organization is a three-step process:
- Installing the Box for Gmail add-on from Google
- Enabling the Box for Gmail integration from within Box
- Instructing your managed users to turn the app on from their individual accounts
Step 1: Installing the Box for Gmail add-on from Google
Most of the work to install the Box for Gmail add-on happens on the Google side.
To install Box for Gmail enterprise-wide
- Sign into a G Suite admin account that has access to modify enterprise settings.
- Open Gmail.
- Click the + sign in the new Gmail sidebar to access the G Suite marketplace. Then scroll down until you find the Box for Gmail tile.
- Click the Box for Gmail tile.
- Click Domain Install to install Box for Gmail for your whole domain. Follow the prompts to complete installation. For more information, see Google's article on .
To allow user installation of Box for Gmail
- Ensure that third-party apps installs are allowable to users. For G Suite EDU domains, the default is to not allow users to install any third-party apps. For all other domains, the default is to allow users to install any app available in the Marketplace.
- If third-party app installs are allowed by default in your G Suite domain, your people should be able to install Box for Gmail themselves without further action in the G Suite Admin Console.
- If third-party app installs are not allowed by default in your G Suite domain, G Suite admins can .
- From this point forward, installing and managing Box for Gmail works much like installing and managing other third-party add-ons for Gmail. You can find instructions and further details on the Google site. However, these links may give you a head start:
Step 2: Enabling or Disabling Box for Gmail in Box
As with other third-party integrations within Box, you can use the Box admin console to enable or disable Box for Gmail's access into your Box enterprise.
To enable or disable Box for Gmail in Box
- Sign into a Box admin account that has access to modify enterprise settings.
- From your admin console, go to Apps > Box Apps & Integrations.
- Scroll down to Individual Application Controls.
- In the search bar, search for Box for Gmail to view the Box for Gmail integration.
- Next to Box for Gmail:
- To enable people to add the app to their accounts if they choose, click the app's status and then select Available.
- To disable the app, click the app's status and then select Disable. This blocks Box for Gmail from authenticating to Box accounts in your organization.
Step 3: Turning on Box for Gmail at the Individual Level
If you have , individuals do not have to take additional steps to see or use the application. However, if you haven't actually installed Box for Gmail, instead allowing only access to install it, each individual must then install it him- or herself. However, it is a simple process.
(This is also the process that owners of free Box accounts use to add Box for Gmail to their accounts.)
To install Box for Gmail on your individual device
- In a Web browser, open Gmail. In the third-party application sidebar that displays on the right, at the bottom, click the + sign. The G Suite Marketplace displays.
- Scroll down to find the Box for Gmail tile, and then click Install.
- Follow the prompts, until the Box icon displays in the third-party app sidebar.
Does this integration work on mobile devices?
Yes, it does.
Where are attached files actually stored?
Files are stored in Box.
Can I use my personal Gmail to integrate with my enterprise Box account?
In short – yes. The Gmail integration framework does not perform an enterprise-to-enterprise check. This is unlike the Box for G Suite integration, which does perform that check. But any security restrictions around Box files still apply, regardless of whether people use their company Gmail accounts or their personal Gmail accounts.