Box @ U of I

Box @ U of IStorage and Collaboration Made Easy!

An Instructional Technology & Design (ITD) Workshop

Presented by Hillary Greer and Kate Rojas

Video!

WHAT IS BOX?

A Cloud Secure file storage provided by the collaboration between UIUC and Box.com

Accessible through this link: http://uofi.box.com/

Requires U of I Active Directory login (Outlook Password)

What is it used for?◦ File storage from remote locations◦ Great for collaboration on projects and sharing◦ Cute kitten pictures, even!

What is U of I Box?

Security◦ Store and share University data◦ Follows FERPA guidelines◦ Not for saving social security numbers, credit card numbers, or medical

information (no HIPAA data!) more info on data and U of I Box can be found at

https://security.illinois.edu/content/data-classification-guide Storage – 50 gigs!

◦ Single files as large as 5GB◦ Box Sync

Compatible with Mac, Windows, iPhone, Android, iPad, and iPod

Automatic connection to your official U of I account

Why should I use U of I Box instead of Google or Dropbox?

U of I Box supports◦ Document types for preview: as,

as3, asm, bat, c, cc, cmake, cpp, cs, css, csv, cxx, diff, doc, docx, erb, gdoc, groovy, gsheet, h, haml, hh, htm, html, java, js, less, m, make, ml, mm, ods, odt, pdf, php, pl, properties, py, rb, rtf, sass, scala, scm, script, sh, sml, sql, txt, vi, vim, wpd, xls, xlsm, xml, xsd, xsl, xslt, yaml

◦ Flash: flv, f4v, swf◦ Image: ai, bmp, eps, gif, ind, jpeg, jpg,

png, ps, psd, tif, tiff◦ Presentation: odp, ppt, pptx◦ Video: 3g2, 3gp, avi, m2v, m2ts, m4v,

mkv, mov, mp4, mpeg, mpg, off, qt◦ Audio: aac, aifc, aiff, amr, au, flac,

m4a, mp3, ogg, ra, ram, wav, wma

File Formats?

Go to https://box.illinois.edu/

Begin as ‘New User’ Select ‘University of

Illinois at Urbana-Champaign’ bubble

Use U of I NetID and Active Directory Password

Create Account!◦ If you already have a Box

account using your school email, you will have to follow alternative instructions

Using U of I Box: Setup

Using U of I Box: Top Menu Functions

Tasks, messages, and sent correspondence Settings:

• Edit/View your Profile• Help• Log Out• Account Settings

• Your information and profile, login, activity by application, date and physical location

• Sharing Permissions

• Email notification settings

• Viewing options• Time Zone

settings• Applications

supported by box and alternate platforms

Apps associated with account

Latest updates Any Collaborators, their

association, and what they are collaborating in

Display all folders

Upload by dragging files to window Upload individual files by clicking

‘Upload’ Menu◦ Requires Java applet (http://www.java.com/en/download/index.jsp)◦ Box will determine file format type when

uploaded◦ Best for files 100 MB or larger

‘New’ button will create File/Folder/Document in Root Area◦ 2 views of Files: Grid or List◦ Sort by Size, Name or Date◦ Filter using tags◦ Add folder descriptions

Using U of I Box: Creating Files and Folders

Upload via email◦ Right click on folder

<Upload to this Folder, <Email Files to this Folder

◦ Provides you with an email address to send your files from anywhere!

◦ You can also change folder settings in the same location

Using U of I Box: Creating Files and Folders – Emailing and Uploading

Invite collaborators by name or email address◦ Right-click on File icon < Share <

Invite Collaborators◦ Send individual files by link◦ Several levels of permission◦ Public Link

Right-click on folder < Share < Send Link to Folder

Under Share [title of folder], click on tiny blue arrow to the right of “Collaborators Only Access””

Select “Open Access” There are options to set a

password or other restrictions.◦ There are also options to make

content viewable by UIUC, UIS, or UIC individuals only or only to individuals who have the link.

Using U of I Box: Collaboration

Discussion via comments◦ You can leave comments for others about specific

files

Using U of I Box: Collaboration

Click here to leave comments

You even receive notifications at the top of the screen

Right-click on desired folder, then go to “folder properties”

Properties Change◦ Folder name customize◦ Folder URL◦ Set restrictions about

accessing folder by date, file uploading settings, file and collaborator info, and set notifications

◦ Lists collaborators’ name and access levels

U of I Box: Folder Options

Right-click on file, then go to “file properties” In files, collaborators can assign a task or direct a

comment◦ Assigning a task will show up in ‘tasks’ tab under messages

Description box to explain what needs to be done Due date if you want it completed by a certain time List reviewers name or email to notify others (under ‘To Review)

◦ Make comments using bubble icon Direct comments by using the @ symbol Notifies users under ‘Messages’ in top menu bar

Using U of I Box: File Options

Like h:drive but has more space Box Sync

◦ Works on 8, 7, Vista, XP, 32-bit and Mac OSX 10.6+ NOT Linux compatible

◦ Sign on as company with Illinois email address Prompt for Illinois AD login

◦ Saves selected files and folders on remote computer from the net

◦ Files can be dropped/dragged◦ Single files will be saved in a ‘Default Sync

Folders’◦ Must be owner, editor or co-owner to sync◦ Specify which folders/files you want to sync◦ Automatically updates changes to web and

computer (and vice versa)◦ Files accessible through “My Box Files” (PC) or

“Box Documents” (Mac)◦ Has own recycle bin in case of deletion

Concurrent editing will be merged, then may appear as ‘a copy of’

Using U of I Box: Beyond the Desktop – Box Sync

What can’t Sync do?• Does not update hidden

folders• Can’t update open files• Syncing to a network

drive/shared drive, serve, or an external hard drive is not supported

U of I LibGuide on Box: http://uiuc.libguides.com/content.php?pid=332895&sid=2722884

U of I Box Help: https://web.uillinois.edu/box/support Box.com Documentation: https://support.box.com/home Comparison of cloud services:

http://en.wikipedia.org/wiki/Comparison_of_online_backup_service#endnote_2

Box Sync: https://support.box.com/forums/20203923-Sync Email: [email protected]

Help Desk Contact Information: 217-244-4903 or 800-377-1892

[email protected]

Using U of I: Support and Info

Hillary’s email: [email protected]

Kate’s email:[email protected]