Export Box Data: A Guide for Admins

14 Mar 2024

3 min read

Anju George

Article at a glance

Exporting Box data can be done through multiple methods, each with its own limitations:

Content Manager: Export entire folder trees or specific file paths, but it's limited to certain Box accounts.

Manual Download: Download files and folders directly from the Box interface, though this process can be time-consuming for large datasets.

Box, a prominent cloud-based file storage and collaboration platform, serves over 97,000 companies, including 68% of the Fortune 500.

This article discusses four ways in which you can export Box data, along with its limitations as a backup alternative.

1) Export Box data from Box Content Manager

2) Export Box data by manual download

3) Export Box data using Box Drive

4) Export Box data using third-party tools

1. Export Box data from Content Manager

You can export the following items from Box Content Manager:

The user’s entire folder tree

The paths for files in an individual folder

To export Box data from the Content Manager, follow the steps below:

Note: Content Manager is available for Business Plus, Enterprise, and Enterprise Plus accounts only.

Step 1: Log in to your Box account. Navigate to the Admin Console from the sidebar.
Step 2: Click “Content” in the Admin Console’s left pane to access Content Manager. In the Content Manager, find the user's name in the folder tree displayed on the left side.
Step 3: To export the user’s entire folder tree, right-click the user’s name and select “Export” from the menu. To export paths for files in an individual folder, right-click the folder name and select “Export” from the menu.

The resulting report can be found in the “Box Reports” folder on your All Files page.

2. Export Box data by downloading files and folders

Users can export Box data by directly downloading files and folders from the Box interface. To download files and folders from Box, follow the steps below:

To download a single file:

Step 1: Log in to your Box account and locate the file/folder you wish to download.
Step 2: Select the file/folder by clicking the checkbox next to it. The action toolbar will appear above your files at the top-right of the interface.
Step 3: Click the "Download" icon in the action toolbar to begin the download process. The selected file/folder will start downloading to your default download location.

To download multiple items:

Step 1: Hold down the "Shift" key and click on the items you want to download, or to select all items in a folder, press "Ctrl+A" ("Cmd+A" on Mac).
Step 2: With the items selected, click the "Download" button in the action toolbar. The selected items will be downloaded together in a single zip file.

Note:

If "Ctrl+A" doesn't select all items:

Clear current selections.

Scroll to the top of the item list and wait for the display to update.

Slowly scroll down, allowing each screen of items to update before scrolling further.

When you reach the bottom of the list, press "Ctrl+A" again.

To troubleshoot any errors encountered while downloading files, refer to this Box documentation: Common Issues with Downloading Files

3. Export Box data from Box Drive

Box Drive, a desktop application, allows you to access and manage your Box files directly from your desktop as though they were stored locally. It syncs your cloud-based files with your computer, allowing you to work on them offline, and automatically syncs any changes made when you're back online.

To export Box data, you can sync your Box content locally using Box Drive and then manually transfer it to a folder in your computer or an external storage device.

Step 1: Download and install Box Drive on your computer. Box Drive is available for both Windows and Mac users.
Step 2: Open Box Drive on your computer and log in with your Box account credentials. This will sync your Box folders and files to your local machine.
Step 3: Navigate through the “Box” folder on your computer to find the files or folders you wish to export. Select the files or folders and copy them (Ctrl+C on Windows or Cmd+C on Mac).
Step 4: Navigate to the destination folder on your computer or an external storage device where you want to keep the exported data. Paste the copied files (Ctrl+V on Windows or Cmd+V on Mac).
Ensure that all files or folders have been successfully copied to the new location.

4. Limitations of using native Box data export options as a backup alternative

Using native Box data export options as an alternative to a comprehensive backup solution has the following limitations:

Frequency and automation: Box exports require manual initiation, lacking the automated, scheduled backups traditional solutions offer.
Scope of data: Exports might not include all metadata, version histories, or deleted items.
Recovery time: Restoring data from exports can be time-consuming, especially for large datasets, impacting business continuity during recovery.
No incremental backup: Box exports typically involve full data downloads, lacking efficient incremental backup options.
Security and compliance: Relying solely on exports may not meet strict regulatory or security requirements for data backup and retention.

5. Export Box data using SysCloud

With third-party cloud backup tools like SysCloud, admins can easily export Box files, folders, or an entire Box account, in addition to securely backing up your Box data. Admins can easily:

Automate backups and error management tasks
Restore data from any point-in-time backup snapshots with all sharing permissions and folder-structure intact
Restore data to any Box account with sharing permissions and folder-structure intact

Learn more about SysCloud backup for Box

6. Frequently asked questions on Box data export

Can I export Box content that is under legal hold for eDiscovery?

Yes, admins can export Box content that is under legal hold for eDiscovery.

Once content is under legal hold in Box, organizations can use various tools and processes to collect and export this content for necessary actions such as review, analysis, or production of electronically stored information (ESI).

There are three ways to export Box content under a legal hold:

a) eDiscovery partner

b) Box content manager

c) Box API custom script

Each organization should review and understand its eDiscovery requirements and select the most appropriate option. Learn more about each of these options

How do I access Box files on my desktop?

You can use Box Drive to access and edit all your Box files from your desktop. Box Drive is a desktop application that integrates Box's cloud storage directly with your computer. It allows you to access, share, and work on your Box files from your desktop as if they were stored locally, offering both convenience and the powerful collaborative features of Box's platform. Learn more about how to use Box Drive.

Note: Box Sync and Box Drive are two separate desktop applications for accessing Box content. However, there are known issues with having both Box Sync and Box Drive installed on a single machine. While both integrate Box with your desktop, Box Drive is recommended over Box Sync due to its more comprehensive features. Drive 2.4 has an automated Sync Uninstaller – it simplifies the transition by automatically uninstalling Box Sync and cleaning up your synced files during installation, Learn more

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Export Box Data: A Guide for Admins

14 Mar 2024

3 min read

Anju George

1. Export Box data from Content Manager

2. Export Box data by downloading files and folders

3. Export Box data from Box Drive

4. Limitations of using native Box data export options as a backup alternative

5. Export Box data using SysCloud

6. Frequently asked questions on Box data export

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