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.
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 compatible 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: https://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 email@example.com.
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: firstname.lastname@example.org . 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 15 GB or smaller can be uploaded into Box.
12. What is the total size of my Box account?
Your Box account has unlimited 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: https://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:
15. Can I get a shared folder for use within my department?
Yes, you may request a shared folder for departmental use. You may request it here: Shared Box Folder 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.
20. What's the easiest way to get all my files from BearSpace to Box?
To get all your files at once from BearSpace:
21. 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.
22. How can I save files in Box for offline use on an Android device?
Android devices are not encrypted by default. If you would like to be able to save files for offline use on an Android, encrypt your device and then you will have this feature.
23. What is Box Edit?
Box Edit is a web browser add-on that allows you to edit or create files directly from Box. Box Edit uses the default applications on your computer. For instance, Word files open Microsoft Word, Excel files open in Microsoft Excel, etc.
More Information: https://support.box.com/hc/en-us/articles/200521788-Box-Edit-Overview-and-FAQs
24. What is Box for Office?
Box for Office adds Box functionality for Office (for Windows) applications. It allows you open files directly from Box, as well as save to Box. In addition, you can create shared links directly from Office, and save Outlook attachments to Box, among other things.
More Information: https://support.box.com/hc/en-us/articles/203053636-Box-for-Office-Integrations
26. When I try to share a document with a new employee, their name does not appear in the drop down menu for selection?
Until a new employee logs into their Box account, their name will not automatically appear in the drop down menu. Enter their email address manually, and they will be sent the link.
27. New What is Box Drive?
It is a network drive at the OS level and is a fully supported for Enterprise clients. It gives you full access to all of your files on Box, streaming them directly to your desktop.
28. New How do you get Box Drive?
You can get it by logging into your Box account. At the top right of the page (where you see your picture or your initials), pull down and select “Apps.” On the next screen click on “View All Newest.” It will take a few seconds to load the next page. Box Drive will be at the top of the list. Although it is labeled as “beta,” it is fully supported. Click on the icon. On the next page, click the Download for Windows or Mac OS. Your files will be streamed over the internet and not reside on your computer.
29. New Can I continue to use Box Sync once Box Drive is enabled?
No, You cannot run Box Sync and Box Drive on the same computer.
30. New Can you run Box Sync and Box Drive on two separate computers with the same account?
Yes, but it is recommended that you do not use it in this way.
31. New What if I need a file while working off line. How do I access it?
If you need to work on a file off line, be sure that the file is downloaded to your computer. Access to Box Drive requires access to a network.
Updated June 26, 2017