Sharing Links in UBbox

Learn how to share a link to any folder or file in UBbox, with anyone inside or outside UB. Learn how to control who can access the link, create a custom URL, set a password and expiration date for the link, and more. Sharing links is best suited for letting others download a copy of a file.

Operating Systems: Windows, Macintosh, Linux

Applies to: UB students, faculty and staff

Last Updated: December 30, 2020


The Basics

  1. Log into
  2. Locate the folder or file you wish to share and do one of the following:
    • In List View, hover over the item and click Share or Create and Copy Shared Link
    • In Grid View, select the item, click the ..., and then click Share
    • In either view, select the item, and click Share or Create and Copy Shared Link in the Action Bar that appears at upper right
  3. In the pop-up window, you’ll see all of your sharing options:
    • Shared link - Copy this unique URL to let others view your file
    • Access type - You get to set who can use the link. By default, the link is only accessible to people at UB ("People in your company"). Click this text to change who can access the link (you must have appropriate permissions to the file or folder to change this setting). There are four options:
      • People with the link - The link can be accesses by anyone inside or outside of UB, no Box account required
      • People in your company - Only people logged into their UBbox account can access the link
      • People in this folder - Only people who are already specified as collaborators to the folder can use the link
      • Remove link - Withdraw access from anyone with the link
    • Email Shared Link - Optionally, you may send an email to the people you wish to share the link with. Note that this will only work if you have the appropriate permissions, and will depend on the Access type you set.

Shared Link Settings (Advanced)

  1. Follow steps 1-3 above
  2. Click to reveal the Shared Link Settings:
    • Custom URL (Optional) - Specify your own easy-to-remember URL. Custom URLs must start with
    • Password Protect - To require that recipients enter a password to access the shared link, tick the Require Password box, add your desired password, and click Save.
      Note: This option will only appear if "Access Type" is set to "People with Link"  
    • Link Expiration - Setting an expiration date adds additional security, ensuring that your content isn’t accessible when it shouldn’t be. Tick the Disable Shared Link on box, and use the calendar picker to set an expiration date for the link
    • Allow Download - Tick the box to permit users with the shared link to download this item

Common Questions

Can I share links with people outside UB?

Yes. You need to have sufficient permissions, and to set the Access Type to "Anyone with the link" (see above).

Does someone need their own Box account to see links I share?

No. Set the Access Type to "Anyone with the link" (see above).

Can I share files and folders and let other people edit my files and folders?

Yes. To do so, instead of just sharing a link, create a folder for the files you want them to edit and invite them as a collaborator. A UBbox (for those affiliated with UB) or standard account (for those not affiliated with UB) is required for collaborators.

See also

Still need help?

Contact the UBIT Help Center.