Box

Box is a cloud storage platform that allows you store documents online so you can access, share, and collaborate on files using your computer or mobile device.

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.

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

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

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.

Yes, you may request a shared folder for departmental use. You may request it here: Shared Box Folder Request

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.

No. It is better to create folders with different permission levels and place individual files within the appropriate folders.

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/risk/doc.php/339365.pdf

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.

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.

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.

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.

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.

Box Drive allows you to select folders for always-available offline use. It requires Box Drive version 2.0. More information here.

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.

For instructions on how to use Box with Canvas, please go here.

Current system requirements for the use of Box can be found here.

To check the size limits of your Box account, log in to Box at baylor.box.com, and click the Baylor logo in the upper right corner. Select "Account Settings" and then scroll down to "Account Details."

Once here, check the following:

• Storage Used - total storage available in your account.
• Max File Size - maximum size of an individual file that can be uploaded.

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.

Items in the Box trash will be deleted after 30 days. See this Box article for detailed instructions about viewing and managing your Box trash: Manage Trash.

Here is a video tutorial and more information from Box: Collections

Here are instructions from Box for using their File Request feature. It is recommended to use the option to require the user to enter their email address when uploading. Users do not have to login to Box when using File Request, so if you don't require their email address, you would not be able to tell which user uploaded which file. Using File Request