To see how the message would look in a browser, copy the permalink in the body of the text file and paste it into the address bar of a new browser tab or window.
Sending a Shared Link to a Box File via a Gmail message
You can use Gmail to send any of your Box files to anyone else, safely and securely. The permissions and privacy settings on the file persist, so no one can access the file who isn’t authorized to do so. Before you click Send, Box prompts you to assign access permission to the recipient – if you have the permission to do that. But you can’t send a shared link to a file you don’t have permission to share at all.
To send a shared link to a Box File in Gmail
- Open Gmail and click Compose.
- At the bottom of the new message window a toolbar displays, which includes most of the basic email functions (send, attach, emojis, and so on). The Box icon displays in this toolbar as well. Click the Box icon.
- A Box dialog box opens, displaying your Box folders in one long, scrollable list. Locate the folder you want. Click the folder to open it, then click the file you want.
- The dialog box displays file information, such as who owns the file, when it was last modified, its size, and so on. This is not an actual file attachment – it is a shared link. The file itself remains in Box. This gives you control over both access and versioning.
- If the file is an image or video, you can scroll down to see a thumbnail.
- (Optional) You can adjust which permission you want the shared link to send as. To do this, click the Share Link Permissions down arrow and then click the permissions you want to assign with the file attachment:
- People with the link
- People in the company
- People in this folder/file
- Click Insert File.
- The message redisplays, and you see a shared link within the window.
- To open this file in Box, click the link. To view the permission level you just selected moments before, in Box Preview, click Share.
- Click Send. The recipient receives this email with your Box Shared Link. The recipient does not have to have either a Box account or a Gmail account to be able to view your file – just the access permission to do so.
The link displays as a discrete object within the body of the email, so you can move it around within the body of the email message.