Estimated Time to Complete: 30 minutes

Learning Goals

  1. Feel comfortable with the project Box folders
  2. Understand how to use Box’s version control

Now let’s explore the WWS Box folder and go over a few best practices when using Box:

Working Online

Box has the following options for working on documents:

  1. Microsoft (preferred)

    • Requires downloading Box Tools
    • Work in normal Office, changes are saved directly to Box
    • If multiple people work offline, files get saved as copies. When this happens make sure to merge changes and save as a single file.
      • OR lock the folder when you open it so others can’t make changes while you work on it.

  2. Microsoft for Web (preferred)

    • Multiple people can work on document at the same time

  3. Google Suite

    • Multiple people can work on document at the same time
    • Need to manually unlock file when finished

Activity 1: Working Online

  1. Open up the data-management-workshop folder in Box and click on example-doc.docx

  2. In the top right, click the open button and choose Microsoft Word for Web and type your name in the document.

  3. Close the document and refresh, notice how everyone’s edits now show up.

  4. We can also check out the version history

    • Click the three dots at the top → version history

    • Click through the different versions to see the changes over time

Best Practices for Sharing Files and Handling Feedback

  1. Let Box manage versions

    • Don’t create multiple copies with dates or initials in the file name. Stick with a single file and let Box track versions automatically.

  2. Share through Box whenever possible

    • If you’re sharing files within the project, share the file using a Box link and ask collaborators to edit directly in Box. This keeps all feedback in one place and preserves version history.

  3. If collaborators can’t use Box [box requires an account to edit]

    • Send them the document by email. When you get it back, upload their edits as a new version in Box
    • Rename the file if needed so Box recognizes it as the same file

Activity 2: Handling Feedback and Edits Online

Partner 1

  1. Create a new folder in the data-management-workshop folder named your names.

  2. Upload the example-SOP.docx we worked on before to that folder.

  3. Share the Box link with your partner.

Partner 2

  1. Edit the shared file directly in Box.

Together

  1. Refresh the file and check version history to see how Box has tracked the change.

Activity 3: Handling Feedback and Edits Offline

Partner 2

  1. Download the file and send to your partner.

Partner 1

  1. Open the file and make an edit to the file, save with your initials and send back.

Partner 2

  1. Edit the file name to remove the initials.

  2. Upload the file as a new version to Box.

  3. Notice how Box stores the history of both online and manual updates.

Activity 4: Using Box Drive

Box Drive lets you access your Box files directly from File Explorer on your computer. It works like OneDrive: files are synced automatically between your computer and Box.

HINT: If you click the Box icon and nothing happens, search Box Drive in your search bar and open to reestablish the link.

With a partner, test how Box Drive works:

Partner 1

Using File Explorer create a new Word file in the workshop folder

  1. In File Explorer, navigate to:
    Box/Wildfire_Water_Security/02_Nodes/01_Empirical/06_Projects/data-management/data-management-workshop

  2. Create a new Word file named: test-file-[your initials].docx

  3. Open the file and type your favorite ice cream flavor.

Partner 2

  1. In Box Online, go to the same folder and find your partner’s file.

  2. Also open the file in File Explorer.

  3. Edit it to add your favorite ice cream flavor. Save and close.

Partner 1

  1. Reopen the file from File Explorer.
  2. Do you see your partner’s edits?