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Using Box for Google Workspace

has_image , G Suite , integration , Google Docs , Google Sheets , Google Slides , End User , Overview , Article , New , Product Utilization , Instruction , Google - Workspace

The Box for Google Workspace integration provides direct access to Google's content creation features – creating, collaboratively editing, and auto-saving documents in Google Docs, Sheets, or Slides – right from within Box. Create, edit, and save Google documents all from within Box, without any dependency on Google Drive. You can:

  • Create, open and edit Google documents using Google Docs, Sheets, and Slides, and auto-save them directly in Box, eliminating the need for re-uploading content.
  • Invite and work with others in real-time, and track all changes in Box.
  • Access version history and commenting features both in Google editors and in Box.
  • Make use of Box’s 7 different permission levels and ensure your content is protected by Box security, compliance, and governance.
  • Open and edit Microsoft Office documents using the corresponding Google editors within Box, and have all changes saved directly back to Box in the original file format.

 

Important
If you have a paid Box enterprise account, you can connect it only to a *paid Google account. However, if you have a paid Google account, you can connect it to a free/personal pro Box account. 

 

*If you need a paid Google account, the Box for Google Workspace Essentials is a curated collection of Google Workspace products specifically for Box customers, available to purchase by contacting Google Sales or by accessing the Apps>Individual Application Controls>Box for Google Workspace configuration within the Box Admin Console.

 

Creating a Google document from within Box

  1. From the Box All Files page, click New.
  2. From the dropdown menu that displays, click the document type you want.

New Google docs.png

  1. At the prompt, name the document.
  2. Click Create.

The corresponding Google editor opens. Any changes you make save back automatically in real time to Box at least every three minutes, as well as one final save when the editing session ends.

 

Note
The system prompts you to log in to Google, and then to accept the integration, when:

  • you do this for the very first time
  • you clear your browser cache
  • you open a new browser session

You can preview existing Google documents as you would with any document in Box.

 

Important
You must enable cookies and third-party cookies to log in to the Google editor.  To do this in Chrome:
  1. In the address bar, go to chrome://settings/content/cookies
  2. Enable this option: Allow sites to save and read cookie data (recommended)
  3. Disable this option: Block third-party cookies

 

Opening a Google document from within Box

  1. Click on the file to open it in Box Preview, OR next to the file you want to open, click the ellipsis (…).
  2. Click Open With, and then click the Google editing application you want.
  3. Edit as you normally would. Any edits you make save back automatically in real time to Box.

When you open a Google document from Box, from an editing standpoint it’s exactly the same as if you had opened a Google doc from G Drive instead of Box. You still have access to Google’s set of editing tools.

 

Important
You can also use a Google application to open and edit any Microsoft Office document (Word, Excel, or PowerPoint). The document automatically saves back to Box in its original Microsoft file format. Please note, you may lose some formatting on conversion. The system displays a warning message in the Google Docs, Sheets, or Slides editing session that this may be the case.

Using Google Docs, Sheets, and Slides to open and edit Microsoft Office documents

  1. Click on the file to open it in Box Preview, OR next to the Office file you want to open, click the ellipsis (…).
  2. Click Open With, and then click the corresponding Google editing application you want.
  3. Edit as you normally would. When the document saves, it preserves the Microsoft format.

Please note, you may lose some formatting on conversion. The system displays a warning message in the Google editing session that this may be the case. To verify the original file format of the document you’re working on, look at the top left of the screen; the file extension displays prominently for Microsoft Office file formats.

Commenting on a document

Do one of the following:
  • On the top navigation, click + (the Add Comment icon). A window opens in the side panel.
  • Highlight any portion of the text. The + displays to the right of the highlighted text. Click + to open the Comment window.

    Google Doc comment box.png

     

    Then, in the text entry line, type your message and click Comment.

    You can @mention or tag people to insert comments in Google documents or assign them specific tasks.

    @Mentioning/Tagging others

    1. On the top navigation, click + (the Add Comment icon). A window opens in the side panel.
    2. In the text entry line, type @, followed by the name of the person with whom you want to collaborate. The system auto-fills a list of choices, which you can ignore if you wish.
    3. Press ENTER, type your message, and click Comment.

    Assigning document tasks to others

    1. On the top navigation, click + (the Add Comment icon). A window opens in the side panel.
    2. In the text entry line, type @, followed by the name of the person to whom you want to assign a task with this document. The system auto-fills a list of choices, which you can ignore if you wish.
    3. Press ENTER, type your message, and click Assign to…
    4. Click Comment.

    You can invite or assign tasks to multiple people.

    Comment box.png

     

    Note
    When you @mention someone or assign them a task, the person you designate receives an email from Google, with a link to the precise location in the Box file from which you made the mention or task.

     

    Inviting others to collaborate on the file

    Inviting collaborators on a Google file in Box is just like adding collaborators in any other file in Box. You can invite people at the folder level (with a choice of 7 different levels of collaboration) or at the individual file level or within the Google file itself (where collaborators can only be editors or viewers).

     

    Important
    If you invite people who aren't in your enterprise to collaborate, they can view and download Google files. They can also edit these documents IF one of the following is true:
    • They have a Box enterprise account and a corresponding paid Google account AND the integration is turned on for their enterprise
    • They have a free/personal pro Box account and a corresponding free Gmail account AND they have enabled the integration for their personal account

     

    See document versioning history

    You can see a document’s version history either from within Google Docs or from within Box.

    • From within Google Docs:
      1. Open the Google document.
      2. Above the top navigation, click All changes saved in Box.
      3. A window opens in the righthand pane, listing the document versions.
    • From within Box:
      1. Preview the file as you normally would.
      2. If the Activity pane is not already open, click the ellipsis (…) to open it.
      3. Click on the version history to open a window that lists the entire version history of the Box file.

    Version history.png

     

    Google documents save automatically, as they normally do, at least every three minutes. The documents save to the same location in Box from which you created or opened them. They also save one final time, when your editing session ends.

    If you work most frequently – or exclusively – with Google editors to create, edit, and collaborate on documents, you can set Google to be your default editor.

    Setting Google as your default editor

    1. On the top righthand corner of your Box screen, next to the circle with your image or initials in it, click the down arrow. Then click Account Settings. The Account Settings page displays.
    2. In the top navigation, click Integrations.
    3. Scroll down to the Opening Integrations Next to the file type you want, click the corresponding Open With down arrow and then click Google Workspace.
    4. Click Save Changes.

     

    Default open with.png

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