Baylor Box Service

Box provides faculty, staff and students with secure storage of files that includes mobile access. Collaboration can be quickly set up in Box, 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. How can I access my Box files?
4. What types of data can be stored in Box?
5. Can I get a shared folder for use within my department?
6. What are the different access levels for collaborators?
7. Can I control the permission levels of individual files within a folder in Box?
8. Can Box be used for personal documents?
9. Can I collaborate with non-Baylor users?
10. Is this Box account mine to use forever?
11. When I try to share a document with a new employee, why does their name not appear in the drop down menu for selection?
12. How do I log into a Box app?
13. What is Box Drive?
14. Can I continue to use Box Sync once Box Drive is installed?
15. What is Box Drive Mark for Offline?
16. What is Box Edit?
17. How do I use Box with Canvas?
18. What are the size limitations of my Box account?
19. What are the operating system and device requirements for Box?
20. How do I backup or move my personal data out of Box before I leave the university?




Box

1. What is Box?
Box is a cloud storage platform 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.

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 and login with your Bear ID.

3. How can I access my Box files?
Box on the web - baylor.box.com
Box Drive on Windows and Mac
Box for iPhone and iPad - available on the App Store
Box for Android - available in the Google Play Store

4. What types of data can be stored in Box?
Baylor University entered into a contract with Box to enable storage of university data in Box as described in the guideline below. Free or consumer based storage systems such as DropBox, iCloud, Google Docs, and even consumer Box accounts 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 Help Desk and you will be referred to Information Security staff for guidance.

5. 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

6. What are the different access levels for collaborators?
There are several access levels for collaborators. Collaborators can be allowed full access with download and invitation rights (Editor), preview only (Previewer), upload only (Uploader), among other options. Details are available here.

7. 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.

8. 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

9. Can I collaborate with non-Baylor users?
Yes, you can collaborate with people outside of Baylor by inviting them to a folder or vice versa. External collaborators will need a Box account. They may have one through their company or school, or a free personal Box account will work as well. Instructions for this process are here: https://baylor.box.com/v/ExternalSharedFolder.

10. 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 is subject to removal after a holding period when a constituent's affiliation with Baylor is no longer current.

11. When I try to share a document with a new employee, why does their name 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 and they will be sent an invitation link to create an account.

12. How do I log into a Box app?
12. How do I log into a Box app? After installing the app, proceed to log in and select Use Single Sign On (SSO). Enter your Baylor email address and select Log In. You will be presented with a Baylor webpage to enter your BearID and password.

13. What is Box Drive?
Box Drive is an application for Windows and Mac that allows you to access to all of your files on Box and work with them as if they were stored on your computer. It is available for download here: box.com/drive.

14. Can I continue to use Box Sync once Box Drive is installed?
Running Box Sync and Box Drive on the same computer is not supported. Go here for instructions and more information.

15. What is Box Drive Mark for Offline?
Box Drive allows you to select folders for always-available offline use. It requires Box Drive version 2.0. More information here.

16. What is Box Edit?
Box Edit is a browser add-on that allows you to open files from the Box website in applications on your computer (Excel, Adobe, etc), and save them back to Box seamlessly.

17. How do I use Box with Canvas?
For instructions on how to use Box with Canvas, please go here.

18. What are the size limitations of my Box account?
Your Box account has unlimited space, but individual files are limited to 15 GB.

19. What are the operating system and device requirements for Box?
Current system requirements for the use of Box can be found here.

20. How do I backup or move my personal data out of Box before I leave the university?

When a student or employee leaves the university their Baylor Box account will be disabled. To preserve personal files, sign up for a free 10GB personal Box account at box.com/pricing/individual and, once the personal Box account is established, do the following:

  1. Create a folder on your new, personal account
  2. In the top field name the folder "My Baylor Files" and in the second field invite your Baylor Box account to be an Editor by entering your full Baylor Email address (e.g., Bobby_Baylor@baylor.edu)
  3. Log Out of your personal Box account using the drop down menu in the upper right hand corner where your initials appear in a colored circle
  4. Go to baylor.box.com and log in using your Bear ID, password, and then Duo two-factor authentication.
  5. You will now see the "My Baylor Files" folder from your personal account listed on your Baylor Box account.
  6. Click the button with three dots to the right of a file or folder that appears on your file listing and select Move or Copy from the menu that appears. You should only migrate your personal files. Baylor-related information should not be stored on personal file systems.
  7. Select the "My Baylor Files" folder within the window that appears and select the Move button
  8. When the file or folder has been moved, click the "X" in the upper right hand corner of the window
  9. Repeat steps 6 through 8 until all of the personal files in your Baylor Box account are moved to into the "My Baylor Files" folder. Remember, only personal files may be moved.
  10. When all of your files are migrated, Log Out of your Baylor Box account using the drop down menu in the upper right hand corner of the Box interface.

If you do not wish to establish a personal Box account you can simply download your personal files to a local directory on your computer. Only personal files should be downloaded as Baylor-related information should not be stored on personal file systems.

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Updated February 6, 2019