Best practices for Box at IU
On this page:
- Securely setting up your account
- Navigating in Box
- Uploading content
- Naming folders
- Using Box Sync
- Managing content
- About university data
- Collaborating and sharing files
- Using Box Notes
Securely setting up your account
Navigating in Box
Use these features to navigate through your Box account:
- Folder tree: Clicking the arrow to the right of on the upper left opens a clickable folder tree.
- Search: Use the search bar at the top of your
screen to search folder and file names, as well as the text of most
common files types.
- Filter: You can filter search returns to further refine your results by using the filtering options to the right. Choose the appropriate filters from the drop-down boxes, and then select .
- Bookmark: To save a search, copy the web address of the search, and then navigate to the folder in Box where you would like to save the search. Once there, from the drop-down list, select . Paste the address in the "Address of page/content" field. Enter a name and description if you wish, and click .
- Recently updated: Click the world icon on the top toolbar for a list of recently updated files. Filter your display by clicking on the highlighted term next to "Recent updates" on the upper left and making a selection.
Clickon the upper left to upload a file to the folder you are currently in.
- Select to upload a relatively small number of files.
- Select to upload one or more folders, or a large number of files. (Java is required for this option.)
Note: To upload a new version of a file, click the arrow to the right of the file and click.
The maximum file size for uploading an individual file is 15 GB.
Note: You should not upload more than one file larger than 5 GB at a time. When uploading a file larger than 5 GB:
- A business-class Internet connection with upload and download speeds of 50 Mbps is required; a 10 GB file will take around 30 minutes to upload.
- Internet Explorer 10 has a limit of 4 GB per file. For IE 9, 8, or 7, if the Flash plug-in is installed, the file size limit is 2 GB. These limits do not apply if you are using the option.
Since you may end up with many collaboration folders, establishing a naming convention with your collaborators will help differentiate and organize your folders. For example, you might prefix the folder name with the name of the submitting organization:
- For a class, use the class code, e.g., "A511 Jones Case Assignment", "A511 Midterm Prep".
- For work, use a departmental or group abbreviation, e.g., "CHEM Committee Assignments", "CHEM Lab Schedules".
Using Box Sync
For details, see About Box Sync.
Make use of Box's features for managing content:
- File locking: While working on a file in a
collaborative space on Box, lock the file so that collaborators cannot
download or edit it, thereby preventing out-of-date files or
Click the down arrow to the right of a file, and select. You also have the option to lock files when opening them via the Box Edit app.
You can choose whether collaborators can download a locked file. If you wish, set an expiration time for the file to automatically become unlocked, which can be helpful in cases where you forget to unlock the file when you are finished with it.
After you have set your lock preferences, clickingwill lock the file. A padlock icon will appear to the left of locked files.
To unlock a file, click the down arrow to the right of the locked file and select.
- Version control: Often, several versions of
collaborative files will be created; all are saved and accessible
through Box's version control.
To view or recover a previous file version:
- If viewing a list of files in a folder, click the followed by a version number (e.g., ) under the file name.
- If previewing a file, hover over the file name in the upper left corner and click the row with the followed by the version number.
The file's version history will display, and you can download previous versions or replace the current version with a previous one.
- Saving bookmarks: If someone sends you a link to
a Box file (or any URL), you can save that URL as a bookmark within
your Box account; this can be a handy way to add links to useful external
resources related to a particular folder.
To save a bookmark, copy the web address, and then navigate to the folder in Box where you wish to save the bookmark. Once there, from thedrop-down list at the top of the screen, select . Paste the address in the "Address of page/content" field, and enter a name and description if you wish. Select .
- Tagging content: To make it easier to sort or
filter your Box content, assign tags to your files and
folders. Your tags are visible to collaborators on the files and folders.
To assign tags, select the down arrow to the right of a file or folder, and click. Assign a new tag, or choose an existing one. Filter by specific tags by clicking the tag icon in the toolbar (to the left of the "Sort by" link), and a list of your tags will appear. Make your selections and click .
- Trash: When you delete a file in your Box
account, you have 30 days to restore it from your Trash.
To restore a file, clickon the right. Click the down arrow to the right of the file you wish to restore, and select . This restores the file to its original location in your Box account. In collaboration situations, a deleted file goes to both the trash of the person who deleted it and the trash of the owner of the collaboration folder. Either can recover it.
About university data
Be sure to use your Box account appropriately; see What types of data are appropriate for my IU Box account?
To ensure that university data stays with the university as positions change, UITS recommends that departments use Organizational and group Box accounts.
Collaborating and sharing files
Box is a powerful collaboration platform, and has many features to simplify sharing and working with others. You can share files using two distinct methods, inviting collaborators and sharing links. For details, see Sharing files on Box. The following are some additional tips for using the collaboration option.
Accepting collaboration invites
You may not wish to be part of every collaboration to which you are invited, and you can make accepting such invites a conscious decision. To revise this setting, click the gear icon in the screen's upper right and select. From the tab, in the "Collaborating on Content" section, uncheck . You will receive collaboration invites by email, and can choose which to accept. Pending invites will also appear at the top of your main Box page.
When creating and accepting collaborations, it is important to consider how long the collaboration will last and how long you will need access to the files. If you are the owner of the collaboration folder, have a plan for if and when the collaboration will end and how you will inform your collaborators of that. Collaborations may end when you choose to end them, or when you leave the university and your Box at IU account is disabled.
For departmental collaborations that involve university data, UITS recommends the use of organizational and group Box accounts. By managing departmental collaboration within an organizational or group Box account, university data will stay within the department even as positions within the department change.
Using Box Notes
Box Notes is Box's online, collaborative word processor; it replaces Box's Webdoc service. Features of Box Notes include:
- Real-time collaboration: Up to 20 collaborators can edit a Box Note at the same time. When this happens, all updates are seen by other collaborators on the Box Note in real time.
- Text editing: Box Notes offers some lightweight text editing features, such as text size, color, emphasis (bold, italic, or underline), alignment, and bulleted or numbered lists.
- Annotations: Annotate sections of text in a Box Note by highlighting the text and clicking the speech bubble icon that appears. After clicking the icon, type your annotation and click . The annotated text will be highlighted in yellow. To view it, either hover over the annotated text with your mouse, or place your cursor within the annotated text. There can be multiple annotations on a single string of selected text.
- Hyperlinks: Add hyperlinks to text in a Box Note by highlighting the text and clicking the chain link icon that appears. After clicking the icon, enter the hyperlink and click . A collaborator can click the linked text to be taken to the appropriate web page.
- Shared links: Generate a link to the Box Note by clicking the button in the upper right-hand corner of the Box Note screen. If you wish to change the access level of the link, you must do that in the folder that contains the Box Note.
For current issues with Box Notes, see Known Issues with Box.
This is document bdsv in the Knowledge Base.
Last modified on 2015-03-05.
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