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Organize Your Box Folders

This article applies to: Box

People who use Box eventually find themselves faced with a long list of folders and files, which can make it difficult to find what you're looking for.

Here are some clutter-conquering strategies.

Add a folder or file to your Favorites list or a Collection

Add to your Favorites

  1. Hover over a folder or file and select ... (More Options). 
  2. In the drop-down menu that appears, hover over Collections, then select Favorites.

The item will appear in the left column under Favorites.

Add your own Collection

Using Box Collections, you can create and name private collections of content in your Box account, and organize files and folders that you own or share.  And although the content may be shared, your collections are not shared and are visible only to you. 

Using Box Collections, you can

  • Organize your Box content into logical groupings of your choice
  • Name these groupings to provide clear and meaningful context
  • Quickly find the content you need

To create a Collection:

  1. In the left-hand menu, next to My Collections, click + (Create Collection).
  2. Name your new collection.
  3. Click Create.

Add folders or files to your Collection

One at a time:

  1. Hover over a folder or file and select ... (More Options). 
  2. In the drop-down menu that appears, hover over Collections, then select the Collection you want to add it to.

More than one at a time:

  1. Select the folders or file you want to add by clicking on them while holding down the Control key on Windows or Command key on a Mac. 
  2. Just below your profile icon in the upper right, select the star icon (Collections).
  3. Check the Collection you want to add the items to.
    Select the Collection you want to add the item to

The items will appear in the left-hand menu under the Collection you selected.

Switch to a view of your Favorites or another Collection

In the left column, click Favorites or the name of the Collection.

Make Favorites or all your Collections your home page in Box

  1. In the upper right, click your profile icon.
  2. Select Account Settings.
  3. Under Home Page, select Favorites or My Collections.
  4. Click Save Changes.

Use Recents to view your newest items organized by date

Switch to Recents view

Click Recents in the left column.

Make Recents your home page

  1. In the upper right, click your profile icon.
  2. Select Account Settings.
  3. Under Home Page, select Recents.
  4. Click Save Changes.

Use Search

In the Search field, type part of a folder/document title (or contents) or the name of the person who shared it with you.

If the item doesn't appear in the short list of results, click See all results.

You’ll then be able to filter by File Type, Size, Date, Owner, and several other criteria. You can also use the Search Within dropdown list to limit your search to just titles, contents, etc.

See how much storage space you're using

  1. In the upper right, click your profile icon.
  2. Select Account Settings.
  3. Scroll down to Account Details.

The amount of space your content is using is shown under Storage Used
Note: the listing will indicate that the space used is out of a total of "Unlimited." Unlimited storage will end in the summer of 2023 when Cornell's current contract with Box expires. 

Remove items you no longer need

  1. Highlight a folder or document by clicking anywhere on it other than on the name or the action icons. A Sharing panel will appear on the right.
  2. In the Sharing panel, click the ellipsis (three dots) next to your name, then select Remove. The item will disappear from your list.

If, later, you find you need access, you'll need to ask the owner to share with you again.

Use Departmental Folders

If you are part of a workgroup, promote the use of Departmental Folders.

If everyone in your group stores documents within a Departmental Folder, you'll be able to create a sensible shared file organization. There will be fewer folders shared ad-hoc, so everyone's view will be tidier. In addition, when someone leaves your group, their documents won't disappear.

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