Baylor Box Service

Box provides faculty, staff and students with secure storage of files that includes mobile access. Online workspaces can be easily setup for collaboration and file sharing, with the ability to designate different levels of access. To start using Box, click here.

Frequently Asked Questions

Box

1. What is Box?
2. How do I get a Box account?
3. What if I had a personal Box account at one time?
4. What types of data can be stored in Box?
5. What are the different access levels for collaborators?
6. What are Apps?
7. Why can't I use all Box apps?
8. What Apps can I use?
9. How do I log into a Mobile App with my BearID?
10. How do I access my Baylor Box account from Documents to Go?
11. Is there a limit on the size of a file I upload to Box?
12. What is the total size of my Box account?
13. Can Box be used for personal documents?
14. What are the operating system and device requirements for Box?
15. Can I get a shared folder for use within my department?
16. Can I control the permission levels of individual files within a folder in Box?
17. Is this Box account mine to use forever?
18. Did the Box log-in page change?
19. New Why do my Box folders look different?
20. New What's the easiest way to get all my files from BearSpace to Box?
21. New Can Box be used to host web pages?




Box

1. What is Box?
Box is a cloud-based system that allows you store documents online so you can access, manage and share them from anywhere. You can access, share and collaborate on files using your computer or mobile device. Box is compatable with iPhones, iPads, and Android devices.

2. How do I get a Box account?
To setup your personal Baylor Box account for the first time, go to baylor.box.com using a web browser on a computer BEFORE accessing Box from an app on a mobile device. Log in with your Bear ID (not email address) and your password.

3. What if I had a personal Box account at one time?
If you have a current baylor.edu email address, your existing personal Box account was automatically moved to the Baylor enterprise version. All existing files were moved during the migration of personal accounts that occurred on November 20, 2013.

4. What types of data can be stored in Box?
Baylor University entered into a contract with Box to enable storage on Box of university data as described in the guideline below. Free or consumer based online systems such as DropBox, iCloud, GoogleDocs, and even consumer Box do not meet the stringent compliance requirements needed for much of Baylor's information.

The Information Security department has a public Data Classification Guideline to help faculty and staff understand the sensitivity of the information they are using. The guideline is tiered such that information is classified by the most sensitive classification met.

Data Classification Guide: http://www.baylor.edu/its/index.php?id=83590

Information stored on the Baylor Box platform can have a maximum classification of "Protected". At no time should information above "Protected" be stored on Box. If you are unsure of the classification of your data, please contact the HelpDesk and you will be referred to the Information Security staff for guidance.

5. What are the different access levels for collaborators?
There are several access levels for collaborators. Please click here for details.

6. What are Apps?
The Box platform offers Apps as a way to extend the features of Box. This includes apps to allow Box to seamlessly integrate with your computer, mobile device and document creation/editing.

7. Why can't I use all Box apps?
Baylor University information is subject to a number of compliance and regulatory requirements. The Box platform is able to meet these requirements and has agreed to continue to do so in our contract. Unfortunately, many third party applications that utilize Box do not meet the higher level of information assurance required for them to be used with Baylor University information. As a result Baylor has only approved a limited set of applications for use on the Baylor Box environment.

8. What Apps can I use?
Before accessing Box using an app for the first time, you must setup your Baylor Box account from a web browser on a computer. Below is a listing and links to each of the currently approved Apps. To submit an App for information security review and possible approval for use on Baylor Box please email box@baylor.edu.

9. How do I log into a Mobile App with my BearID?
Box has standardized this procedure for all apps using single sign on (for Baylor BearID). After installing the app proceed to the log in portion of the app. Enter your email address as the username. For example: bobby_baylor@baylor.edu . Leave the password blank and click login. You will be presented with a Baylor webpage to enter in your BearID and password. You will then be able to use the app with your Baylor Box account. You will only need to go through this procedure the first time you install the app and connect to Box.

10. How do I access my Baylor Box account from Documents to Go?
Instructions for using your Baylor Box account in conjunction with Documents to Go can be found here.

11. Is there a limit on the size of a file I upload to Box?
Files that are 5 GB or smaller can be uploaded into Box.

12. What is the total size of my Box account?
Your Box account has 50 GB of storage space.

13. Can Box be used for personal documents?
Similar to other Baylor Information Technology, incidental personal use of Box is permitted. Baylor University assumes no responsibility for personal files users store on Box. ITS recommends maintaining a backup of your personal files in a location other than your Baylor Box account. Incidental personal use reference BU-PP-025: http://www.baylor.edu/content/services/document.php?id=39239

14. What are the operating system and device requirements for Box?
Box is supported on the following platforms:

  • •iOS 6 and higher for use on iPhones/iPads
  • •Android OS 2.2 (Froyo) and higher for use on Android devices
  • •No other devices have minimum operating system requirements
  • •BB10 is not supported at this time
Box is not supported on the following mobile devices:
  • •iPhone 3G or older
  • •iPad 1

15. Can I get a shared folder for use within my department?
Yes, you may request a shared folder for departmental use. Just as with personal accounts, the storage quota will be 50 GB, but it will not count against your personal quota. You may request it here: Shared Box Account Request

16. Can I control the permission levels of individual files within a folder in Box?
No. It is better to create folders with different permission levels and place individual files within the appropriate folders.

17. Is this Box account mine to use forever?
No. Baylor licenses Box for current faculty, staff, and students only. It is provided to be used primarily for University academic and business purposes. The account will be de-provisioned when a constituent's affiliation with Baylor is no longer current.

18. Did the Box log-in page change?
Yes. Box.com updated the layout of the enterprise log-in page. For more information see Box Log-In Page Updated.

19. New Why do my Box folders look different?
The color of the Box folders indicate different permission levels. For more information see Box Folder Information.

20. New What's the easiest way to get all my files from BearSpace to Box?
To get all your files at once from BearSpace:

  • Highlight all folders when logged into BearSpace. (You can do this by checking the box on the far left, just above the folder list.)
  • Right-click on the highlighted portion or click "More Actions" in the BearSpace toolbar and select "Save to Zip File."
  • Double-click the downloaded Zip file to decompress.
  • Save the files/folders to a folder that you can easily access, for example your Desktop.
  • Upload the folder/files to Box.
  • Once in Box, you can move the files, if necessary, to further organize your documents and folders.

21. New Can Box be used to host web pages?
No. If you currently have your web page hosted on BearSpace it will need to be moved. Staff members will assist you in moving your site to another hosting service such as CampusPress. Contact the Help Desk for assistance.

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Updated September 16, 2014