Box for Outlook

Overview

Box for Outlook works together with Box and Outlook to share files using shared links. These shared links protect data privacy and security as only those with access can view the file. Box for Outlook can be used in Windows, Macs, iOS, Android and the Outlook Web app. - https://support.box.com/hc/en-us/articles/360043696114-Introducing-Box-for-Outlook

While in Outlook you can:

• Select files from Box anywhere within the body of your email, and send them as shared links.

• Save attachments directly from your email message into the Box folder of your choice.

• Save the body of your email message as an .eml file into the Box folder of your choice. This file ONLY opens in the Outlook desktop app.

Procedures

FIRST STEP: **IMPORTANT**

1. Submit a request to Help Desk and they will give you access to Box for Outlook. Once you have heard from Help Desk that you have access, this will take 72 hours to install. 

Outlook Desktop App

Saving Email messages/attachments directly to Box

Using Box with Outlook app for the first time

1. From the Outlook app, while reading an email, click the Save to Box icon located to the far right of the top ribbon.
   
   
   
   
2. Click the Log In button from the Box information bar on the right and then type your RPI email address and your RCS password and then click Authorize.

      
[Box dialog box that appears the first time you click the Save to Box icon]

3. Type in your RCS ID and then click the Login button, type your RCS password and then click Login again. Verify with DUO.

The information box changes to show how many attachments are associated with this email.

NOTE: After the first time logging in (see above Steps 1-3) the next time you read an email, click Save to Box icon and then go through Steps 4-6.

4. Choose what attachments you would like to save, by checking and un-checking the boxes to the right of each attachment and then click Save Attachments. Box folders display below. 

[Box dialog box showing 4 Attachments found in the email with Save Attachments highlighted]

5. Click the folder name and this folder opens OR check the box to the right of the folder you want and then click the blue check mark in the right corner.

NOTE: If you do not see the folder, type full or part of the folder name in the Box search field at the top. If you change your mind, click the "X" at the bottom and reselect your destination folder again.

6. After you make a folder selection, click the blue check mark at the bottom right corner. 

      OR       

[Selection box highlighted to the right of a Box file and the selection box shows selected along with the check box in the lower right corner highlighted]

A message appears at the top stating that the attachments were saved to a folder at the top. NOTE: There is an option to Move to Another Folder. 

[Message that five attachments saved to the folder Documents message highlighted]

Sending Shared Links to Your Box files in an Email

Outlook can be used to send your Box files safely and securely by using the existing folder permissions settings, so only those who are authorized have access to the file. 

1. Open Outlook and then click New Email from the left side of the Outlook ribbon.
2. Place your cursor in the body of the email where you would like the file link to appear and then click the Attach from Box icon from the far right side of the Outlook ribbon.

A Box dialog box displays a list of Box folders and files.

3. Click once on a folder to open and then choose the file you want by clicking the box to the right of the file.

• (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.

4. Click the blue check located in the lower right corner of the window. 

[Box file showing several access selections highlighted as well as the blue check mark located in the lower right of the window]

The file appears in the body of the email.

[Email with a .pdf file attached from Box]

Save the body of the Outlook message in Box

1. In Outlook, view the message you want and then click the Save to Box icon from the right side of the top ribbon. A separate pane opens on the right displaying the file names of the attachments
2. Click Save Email as .EML File

[Option Save Email as .EML File highlighted]

3. Select a destination folder by checking the box to the right of the folder you want.  

NOTE: 

• • • Typically you’ll save the email message body in the same folder as the attachment.
    • If you change your mind, click X and select your destination folder again.

4. Click the check box in the lower right corner and the 

The pane refreshes and displays a confirmation, listing the folder into which you’ve just saved the body of the email message.

Outlook Web Access (OWA)

Saving Email messages/attachments directly to Box

1. While logged into outlook.office.com, while viewing a message, click Message from the ribbon at the top and then click the Box icon.
2. Follow Steps 2-6 above.

Sample of these saved files in Box:

[A list of the files that were saved in the Box message]

Sending Shared Links to your Box Files via Email

1. While logged into outlook.office.com, start a new message and complete the To and Add a subject. 
2. Move the cursor to the body of the message and then click the Attach from Box icon from the right side of the ribbon above. NOTE: You may have to log into Box.
3. Box opens showing your Box folders. Click once on a folder to open the contents. Locate and check the box to the right of the file name.
4. Also check/change who can have access to this file.
5. Click the check mark in the lower right corner of the Box window.  

[Box file showing several access selections highlighted as well as the blue check mark located in the lower right of the window]

The file link has been added to the email. 

[ A new email showing a file link highlighted in the body of the message]

Save the body of the Outlook message in Box

NOTE: While you have access to save an Outlook message as a .eml file while in the Outlook Web (OWA), you won't be able to access or upload .eml files as they are only compatible with the Outlook Desktop App/Client.

References/Links 

Introducing Box for Outlook

Using Box for Outlook

Last Reviewed:   16-Jan-2025