Box Edit and Box for Windows

UM Box is a cloud storage service available to all UM employees and students. It provides secure storage of documents, images, videos and more. Some benefits to using Box to store your data are:

  • security (all data stored in Box is automatically encrypted)
  • versioning (Box keeps version history of files)
  • easy access from any internet connection, no need to use VPN to access secure data and much more.

UM Box is a great alternative to using a local storage, such as a mapped network drive, or storing files on your local computer. And it's much more secure.

In order to get most out of using Box to interact with and store your data, consider using Box Edit and Box for Office. Here are some tips on installing and using these Box tools.

Box Edit and Box for Office logos

Accessing Box

If you have never accessed UM Box, you can login at umt.box.com.

For more information 

Here are three ways to get help with Box:

  • Visit our Box support page
  • use the Box Help feature under your name while signed into Box
  • Contact the IT Central help desk at 243-HELP (4357).

Watch for IT shortcourses on Box coming summer 2016.

Box Edit (Windows and Mac)

Box Edit allows you to open a file directly from Box when you are logged onto your Box account in a web browser. The benefit of this option is to skip the step of having to download a file, then make changes to it and upload it again. Instead, Box Edit allows you to open the file from Box and edit it. When you save those changes, they automatically save directly to Box. It still keeps version and change history.

This only works if you have the associated application installed on your computer. For example, if you try editing an Adobe Photoshop file from Box using Box Edit, it will not open if you do not have Adobe Photoshop installed on your computer.

To install Box Edit (supported on Windows and Mac)

  1. In a web browser, navigate to www.box.com/box-for-devices/
  2. Find the correct Box Edit for your computer, either Windows or Mac, and click on Download.

    Box Edit download screen
  3. It will download a file that you will need to install on your computer. Once it is installed, go to the next step.
  4. Once you are logged into your UM Box account, click on your name at the top right and then click on Apps.
  5. You’ll see Box Edit as one of the featured apps at the top. Click on Box Edit and then click on Learn More. You’ll be taken to a page with a description of the application.
  6. Click on the Add button.
  7. You’ll get a prompt asking you to allow Box Edit to access your Box account. You have to click Okay here to approve and use Box Edit.
  8. Now, you can go edit a file directly from Box while logged into your account via a web browser. In this example, we are editing a Word document. We navigated to a Word document that is stored in Box and clicked on it to view it.
  9. Click on Open with Word at the top right and select Microsoft Word (Open this file on your desktop).

    Open with Word image
  10. You’ll get a message stating that it is Launching the Application that is associate with the file you are trying to edit. In this case, it is launching Microsoft Word on my computer. Another option you’ll see here is that you can lock the file to prevent others from editing it. This is useful if you are working in a shared Box folder and you want to prevent it from being edited by somebody else. If this is your own file and you aren’t sharing it, it is not necessary to lock it.

At this point, any modification to the file you make in the desktop application will automatically save those modifications directly to the file saved in Box. When you are finished modifying the file and close the application on your desktop, it will tell you in Box online that a new version of the file is available and to refresh the page.

 

Box for Office (Windows only)

Box for Office allows you to open and edit your Box files directly from your Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc…). If most of the data you interact with on a daily basis is Microsoft Office products, then this is the application you want! When using Box for Office, you don’t even have to login to Box in a web browser and can browse your Box data directly through any of the Microsoft Office applications, exactly as you are doing it now if your data is stored on a network mapped drive or on your local computer.

To install Box for Office (Windows Only)

  1. Login to your Box account at umt.box.com.
  2. Click on your name on the top right and then click on Apps.
  3. Click on Box for Office (one of the highlighted options at the top) and then click on Learn More.
  4. To the left of the description and under the box icon, click on + Add.
  5. At this time, a file will download to your computer. The file will usually go into your Downloads folder, but the interaction with the download may vary depending on Mac or PC and the browser you are using.
  6. Either Run the file from the browser, if prompted, or go to the location that it downloaded and run it from there.
  7. The application will launch and you can install it with all of the default prompts. The Box for Office installation does require an Administrator on the computer, so you may need to contact your IT support to complete it.
  8. Once it is installed, launch one of your applications. In this article, we will use Microsoft Word 2016 as an example.
  9. The first step to access your Box data is to login to the Box for Office application in one of your Office applications (this only needs to be done once and in any of the Office applications).
  10. The next few steps may vary a little depending on the version of Microsoft Office you are using on your computer. Click on Blank Document as if you’re starting a new Microsoft Word document.
  11. Click on the File tab on the top left of Microsoft Word and then click on Open (it may already default to Open).
  12. On the right side, you should see a Box option, click on that.
  13. Now, you should see a Sign in option; go ahead and click on that to sign into your Box account.
  14. A login page should open. Since we use what is called Single Sign On (SSO) at UM to access Box, you’ll want to click on that option at this login screen. Select “Use Single Sign On (SSO)”.
  15. The email address you must use to access your employee Box account is your first.last@umontana.edu, NOT your @mso.umt.edu. If you are accessing your student Box account, you will login with your NetID@umconnect.umt.edu. After entering the appropriate email address, click on Authorize.
  16. You may be prompted with a Security Warning asking, “Do you want to view only the webpage content that was delivered securely?”, click on Yes.
  17. You will then be presented with your UM NetID login. At this time, login with your NetID and your NetID password.
  18. Once you are logged in, you will be taken back to Microsoft Word and see a Browse Box button. When you click on Browse Box, you will be presented with your Box data in a window and be able to open any Word documents directly from Box.

    Box for Office screenshot
    • You can do this same thing when saving documents, and save documents directly to Box.
    • Once you’ve used this feature for some time, you’ll start to see recent files and recent folders to make accessing your more frequently used documents easier.
    • While you can’t save email directly to Box in Outlook, you can access documents in Box to attach them to email in Outlook. While in Outlook, and you are composing a new email message, you will see a button on your toolbar that says Attach from Box; use that to attach documents from Box.