Share a Box File Internally

Method 1: Invite Specific Collaborators (Recommended for controlled access)

Locate File: Find the file or folder in your Box account.
Open Share: Hover over the item and click the Share button or select More > Share.
Invite: In the pop-up, type names or email addresses in the “Invite People” box; Box will suggest internal users.
Set Permissions: Use the dropdown (e.g., “Invite as Editor”) to choose access levels (Editor, Viewer, Uploader, Previewer).
Send: Add an optional message and click Send Invites.

Method 2: Use a Shared Link (For quick, broad sharing)

Locate File & Share: Hover over the file/folder and click Share.
Get Link: A Shared Link window appears; click the button to copy the link to your clipboard.
Customize Settings (Important!): Click the gear icon or “Advanced Settings” to control who sees it. Set it to “Only invited people can access” for internal use if you’ve invited specific users, or “People with the link” if appropriate.
Paste & Send: Paste the copied link into an email, Slack, or document and send it.

Key Permissions for Internal Sharing

Editor: Can edit, upload, download, and share.
Viewer: Can view and preview the file.
Uploader: Can upload new versions but not edit existing content.
Previewer: Can view and preview only.

Pro-Tip: For secure internal sharing, always invite specific users and set the link settings to “Only invited people can access” for better control over who sees your files.

Return to Box.

WashU Box FAQs

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As a student, can I keep my WUSTL Box account after graduation?

Recent graduates are given a 90 day grace period after graduation during which time they can transition…

Can I change or remove a Shared Link Expiration Date?

Yes. Box allows you to change or remove Shared Link expiration dates…

Can I request additional storage?

If you wish to apply for a storage quota increase, complete this Box request form providing…

Can I restrict who has access to a shared file?

Yes. Box allows you to share files with the world, with only those who have a link, or only with specific…

Can I use WUSTL Box to share files with people outside the university?

Yes, as long as it is appropriate to share the data outside of the university. You can either…

Does Research Infrastructure Services (RIS) have off-site back ups outside of the St. Louis area?

RIS does not currently utilize off-site backup facilities in other geographic locations.

How are departmental folders handled in terms of data ownership and assignment?

Departmental folders will eventually be subject to the standard 1TB quota that normal user accounts have. However, some departmental folders that are over 1TB in size will be moved to their own Box service accounts and receive a quota that is usage+10%. These changes will begin in December 2025. No data will be deleted.

How can I calculate the available space in my account?

You can calculate the percentage of available space by subtracting…

How can I remove myself from a folder that I don’t need to be part of?

Select the folder that is shared with you by clicking on the white space next to…

How do I compress/un-compress a large file?

File Compression on Windows:
1. Locate the file or folder you want to compress and…

How do I get a WUSTL Box account?

Simply login using your WUSTL Key at wustl.app.box.com and your WUSTL Box account will be created…

How do I know how much storage I have used in Box?

Log into Box with your WUSLT Key at wust.app.box.com, then…

How do I know what folders I own or co-own?

1. Navigate to your All Files page in Box.
2. In the search bar, select…

How do I see all the files I own in Box?

1. Navigate to your Box account and go to the search bar at the top.
2. Click the…

How do I share files with an external collaborator?

Below are the recommended steps for sharing files with someone outside of the university…

How do I transfer my work files to my WUSTL Box account?

Below are the recommended steps for moving your work files into WUSTL Box…

How does the quota apply toward department or project level folders?

The Folder owner is responsible for the data aggregation. Note: Shared users can…

How does WUSTL Box handle versioning?

The WUSTL Box system stores up to 100 versions of a file…

How is my storage quota determined, and what items, including shared ones, count against it?

Your total used storage is calculated by adding up the size of all files and folders where you are…

How much storage will I have in my WashU Box account?

All WashU Box accounts are afforded 1TB of available storage.

How to view folder sizes in Box

I am currently using Box as a backup target for my storage device – can I keep doing this?

Currently, you can continue doing this without any issues. However, once you hit your quota…

I am over the standard 1TB quota – am I going to be charged?

Not at this time. Once WashU IT contacts you in early 2026 to create a personalized…

I didn’t upload anything new, but I somehow reached my quota. What happened?

It’s likely that you own a shared folder and one of your colleagues…

I’m part of a sub-folder that I upload data to; who owns the data?

The folder owner is responsible for the data aggregation. Note: Shared users can…

Is there a size limit on individual files?

The WUSTL Box system accepts individual files up to 50GB in size.

Is there a way to see how large my trash is? How can I purge what’s currently in my trash?

Currently, only a Box administrator can view the total size of an individual user’s trash. However, you can check the size of individual files or folders in your trash.