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.
Including a link to a Box file in a Calendar invitation
To further enhance your collaboration through Box, when creating a meeting invitation, Google Calendar enables you to include a link to a Box file.
To access Box's Google Calendar features, your business's admin must first enable the Box for Google Workspace add-on for you.
When you use Box's Google Calendar features for the first time, the Box for Google Workspace add-on prompts you to authorize new scopes before enabling you to use these features.
To include a link to a Box file in a Google Calendar invitation: click the paperclip icon, then select Box.
Clicking the paperclip icon in your Google Calendar invitation enables you to access your Box content. When you access Box through your Calendar invitation, you can
- Search for a file in Box and select it.
- Open your All Files window in Box, then navigate to a file and select it.
- Select a recently viewed file from your Box Recents.
- View the full contents of your Box Recents, then select a file.
- Select a recently viewed file from your Box Favorites.
- View the full contents of your Box Favorites, then select a file.
When you select a file in Box, Calendar adds to your invitation's description a link to that file.
When you add a link to a Box file, Box enables you to choose who has access to the shared link, and whether recipients can edit the file, view and download, or view only.
Creating a new Box Note linked in a Calendar invitation
To help you create and distribute meeting notes, the Google Workspace add-on enables you to create a new Box Note, and link it to a Google Calendar invitation.
This feature is not available for enterprises that use a closed folder structure.
To include a link to a new Box Note in a Calendar invitation:
- Click the paperclip icon, then select Box.
- Click Create Meeting Notes.
- Choose who will have access to the new Box Note, and what access to grant. Available access permissions are Edit, View and Download, or View Only.
- Click Insert File. Calendar adds to your invitation's description a link to the new Box Note.
When you create your first Box Note for a meeting, Box creates a new folder named "My Meeting Notes" and places this Box Note and all your subsequent meetings' Box Notes into this folder.
Box automatically gives the meeting's Box Note a title containing the year, month, day, and local time of the Box Note's creation, for example "Meeting Note 2023-12-31 12:34:56.boxnote."
Everyone you invite to your meeting has access to this new Box Note.
To change or remove a link in your invitation: open the invitation, click Edit, then remove the attachment from the description. To add a new link to a new Box Note, repeat the steps above.
If you remove the meeting's Box Note from the Calendar invitation, or delete the invitation, Box does not delete the meeting's Box Note.