ITS Online»File Sharing»Penn + Box»Sharing & Collaborating

Sharing & Collaborating

  • Box enables you to share individual files or folders by collaborating with other box users.
  • When you want to share a single file, your best option is to share it using a link.
  • This link can be protected by a password and expiration date to prevent unauthorized users from accessing a shared file.
  • If you want to share multiple files, we recommend creating a folder and sharing that folder through Box’s collaboration feature.
  • Collaborating on a folder allows users to view, download and upload files to the folder from their own Box account.
  • All sharing with Pennkey users should be done with as the address (not or or

Sharing a file

  1. From the homepage, click on the “Share” link of the file you want to share.

Sharing with Non-Box users

  1. A new menu will appear. Click on “Access”.

Sharing with Non-Box users

  1. Click on “Set Password” and enter a secure password. 
  2. If desired, you can also set an expiration date for the link by clicking “Set Expiration”.

Sharing with Non-Box users

  1. When done, copy the link from the text box and email to the person you are sharing with. This person DOES NOT need to be a Box user to view or download the document.
  2. As a reminder, do not include the password by email as it is not a secure practice.

Collaborating through a folder

  • From the homepage, click on share link on the desired folder
  • A text box will be available, enter the person’s email address you want to collaborate with
  • IMPORTANT: When sharing with a member of the Penn Law/Penn community, be sure to use the person’s @upenn address, not their address. Example:


  • The folder will change from yellow to blue when the folder is shared.


  • All files and folders contained in the shared folder are accessible by the users collaborating on the main folder.