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Box is a cloud storage and collaboration environment available to the University of South Florida Departments at no additional cost.

The USF Box Service provides a simple, secure way to share and store files and folders online. Box consolidates your content in a single location, easily accessible from anywhere, on any device. You can create files and folders, share them using a direct link, invite others to collaborate, and continue to revise and review your content. Using your USF email account, you can create a Box account so that you may quickly access your files. 

Main Features of the USF Box Service

  • View files of many types in your browser or mobile device, including images and audio/video; for a full list, see Box support's What file types and fonts are supported by Box's Content Preview?
  • Access content through all major current web browsers (i.e., Internet Explorer, Firefox, Chrome, Safari) and through mobile devices running iOS, Android, and BlackBerry
  • Access files without the need for a VPN
  • Share files and folders while controlling the level of access others have, with a range of permissions from view-only to full editing and collaboration rights
  • Comment on files
  • Create simple workflows using assigned tasks
  • Sync files between your desktop and other devices, and access them even when offline
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IMPORTANT - USF Box accounts are only available to those currently affiliated with the University.  Only current students, staff, and faculty members are eligible for a USF Box account. Your USF Box account will expire 30 days after you are no longer eligible.


Introduction to Box

 

 Box Status


Create a Box
 Account or Access your Box Account

Follow the steps below to create and access your Box account.

I have an @health.usf.edu email account

  1. Open your browser and access http://usfhealth.box.com.
  2. Click the Continue button to be directed to the secured Sign In page.
  3. Log in with your USF Health email credentials.


I have an @usf.edu email account

  1. Open your browser and access http://usf.box.com.
  2. Click the Continue button to be directed to the secured Sign In page.
  3. Log in with your USF NetID credentials.


 

The New Box Notes

Box Notes makes it easy to create meeting notes, share ideas, track status updates and plan projects together — there's no limit to your productivity. And, every Box Note is instantly available on web, mobile or your desktop, so you can access your ideas from anywhere. 

 

Box + Office Online

When building Box for Office Online we prioritized ease of use and comprehensive capabilities, so people can be more efficient and productive at work. With that in mind, we included these key features:

  • Seamless workflows between Box and Office Online: Users can work on files in Office Online from Box through a simple 'open with' button, and all edited files are automatically saved back to Box with no action required.
  • Full editing capabilities: All of the editing features that have made Office Online the standard for creating documents, spreadsheets and presentations in the cloud, will be fully functional from the Box platform and available with the same interface that our users are familiar with.
  • Easier collaboration with 'share': Soon, users will be able to share content in Office Online in the same easy way it's done in Box - by simply clicking the 'share' button, users are prompted with the granular collaboration controls they expect from Box.

 



Inviting Collaborators

 

Upload Files and Folders to Box

  

Box Downloads

Box Sync for Windows
  • Keep files in sync with all your devices with automatic updates
  • Automatic version control
  • Backup files to Box right from your desktop
  • Download
Box Sync for Mac
  • Keep files in sync with all your devices with automatic updates
  • Automatic version control
  • Backup files to Box right from your desktop
  • Download
Box for iOS
  • The Box for iOS mobile applications give you the power and simplicity of Box on your iPhone or iPad.
  • Create, view, edit, and share content on the go, all from your mobile device.
  • Download
Box for Android
  • The Box for Android mobile application gives you the power and simplicity of Box on any Android device.
  • Create, view, edit, and share content, all on the go.
  • Download
Box Drive for Windows
  • Box Drive streams your content from the cloud to your desktop.
  •  With Box Drive, you can use the Windows Explorer or Mac Finder to navigate to any file that's in your Box account.
  • Backup files to Box right from your desktop
  • Download

 

Box Drive for Mac
  • Box Drive streams your content from the cloud to your desktop.
  • With Box Drive, you can use the Windows Explorer or Mac Finder to navigate to any file that's in your Box account.
  • Backup files to Box right from your desktop
  • Download
Box Capture (only supported on iOS devices)

Capture is a mobile application that uploads photos and videos taken with your mobile device directly into Box, making it easy to share content no matter where you are.

  • Snap document scans, photos, videos, or audio recordings
  • Save directly to the cloud
  • Share securely with anyone
  • Download
 
Box Notes for Windows
  • Easily create new notes, access recently edited notes and bookmark favorite notes
  • Work concurrently in the same note and make revisions in real-time, together
  • Track changes and reference past drafts with version history
  • Download
Box Notes for Mac
  • Easily create new notes, access recently edited notes and bookmark favorite notes
  • Work concurrently in the same note and make revisions in real-time, together
  • Track changes and reference past drafts with version history
  • Download
  
Box Edit for Windows
  • Create and edit any file, including Office, CAD and Photoshop, directly from your web browser
  • Use the default application installed on your computer
  • Files are automatically saved to Box
  • Download
Box Edit for Mac
  • Create and edit any file, including Office, CAD and Photoshop, directly from your web browser
  • Use the default application installed on your computer
  • Files are automatically saved to Box
  • Download
  


 

How to Use Box Sync

Box Sync is a productivity tool that allows you to mirror data stored on Box to your desktop. You can then navigate and modify content stored on the Box website through your computer’s native file browsing interface, without using a web browser. Content that syncs down to your computer are available for offline access. If you make changes to the synced files locally, these changes automatically sync back up to your Box account.

   

System Requirements

Box Sync 4.0 currently requires the following:

  • Mac:
    • macOS 10.12
    • OS X 10.11
    • OS X 10.10
    • HFS or HFS+ formatted hard drive
  • Windows:
    • 10 32-bit and 64-bit
    • 8.1 64-bit
    • 8 64-bit
    • 7 32-bit and 64-bit
    • NTFS formatted hard drive
    • Microsoft .NET Framework .NET 4.5.2 or greater*

* Microsoft ended support for .NET framework 4.0, 4.5 and 4.5.1 on Jan 12 2016. We encourage customers to upgrade to the latest version of .NET in order to continue receiving technical support

Marking Folders for Sync 

Control the content you that is synced to your local Box Sync folder by marking content in your Box.com account. A folder that is marked for Sync will have a blue checkmark icon beside it's name. 

 

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To mark a folder for Sync, navigate to your Box.com account and follow the steps below. Note: You must have Editor Access or higher to use Box Sync in a folder.

  • Select a folder by clicking beside its name, or click the folder name to open the folder. The right hand sidebar should display information about the folder you've selected or opened.
  • Click Details in the sidebar.
  • Click the Sync to Desktop slider to mark this folder for sync. By default, this will mark all contained folders for sync as well. You can unmark specific subfolders within a synced folder, if you only want certain content to be synced. 

 

using box sync - 1 

Adding files and folders to the Box Sync folder on your computer will automatically upload them to your account on Box.com and mark them for Sync.

 

Note: If you have content that appears in Box but is not appearing locally, the parent folder may be partially synced.

 

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When a parent folder is partially synced (Hovering over folder icon displays the Some Items Synced status), new subfolders created within this parent folder will not be marked for Sync automatically. To fully sync a partially synced folder, select Sync all items in this folder.

 

Viewing All Synced Items

You can view a list of all items marked for sync on the Synced to Desktop page. Click Synced to Desktop in the left hand sidebar.

using box sync - 2 

 

Syncing Subfolders

The subfolder sync feature in Box Sync 4.0 allows you to selectively sync or unsync any subfolder in Box. 

 

Using Subfolder Sync

  • Identify a directory structure in the Box website where nothing is synced.
  • In your Box website account, select the folder and mark it for sync. Verify the corresponding sync status in your Box Sync directory on your computer.
  • Within the folder, you can decide to only sync the one subfolder and unsync the other subfolders. Simply select the subfolder you'd like to unsync and ensure that the Sync to Desktop slider is disabled. 

Notes: 

  • You cannot unsync individual files within a synced folder. If you sync a folder to your desktop, all individual files contained will be synced as well. 
  • If you mark a subfolder for sync, its parent folder will be marked for sync as well, meaning that the individual files in that parent folder will be synced to your desktop in addition to the marked subfolder. No unmarked subfolders contained by the parent folder will be synced.
  • Any subfolder created in a parent folder that is partially synced will not be synced by default. New folders created in that same directory on Box to be unmarked for Sync by default. 

Deleting Synced Folders

 

You will only receive a "Confirm Deletion" prompt when you delete a folder you own from your Box Sync folder that has collaborators inthe folder. See example prompt below.

 

 

You can optionally check the Always delete check box if you always want Box Sync to delete the folder on your Box account. You will no longer see this pop-up for any future deletions of folders that you own that contains collaborators.

 

Scenarios where you will not receive a "Confirm Deletion" prompt:

When deleting content from your local Box Sync folder,

  • you will not get this prompt if you delete a folder you own that has no collaborators. The folder will be deleted from your Box account.
  • you will not get this prompt if you delete individual files. The file will be deleted from your Box account.
  • you will not get this prompt if you delete a folder that is owned by another user. The folder will be unsynced for you.

Note:

  • Moving a folder from your Box Sync folder to anywhere outside of your Box Sync folder is equivalent to the folder being directly deleted from your Box Sync folder.
  • If a folder is partially synced, additional items not visible on your computer may also be permanently deleted from Box. Deleting parent folders locally from your Box Sync folder could cause subfolders that you haven't synced to be deleted inadvertently. You can always recover deleted items from the Trash page. 

 

Using Box Drive on Windows

Searching for files

To search your entire Box account, click the Box icon in the system tray and the search UI will open.

Alternatively, use the following keyboard shortcut: ctrl + alt + shift + b

 

 

  • Results will appear as you type in the Search Box area. The search works similarly to the search bar at the top of box.com, searching the text inside the document as well as the document name.
  • Left-clicking once on search results selects them and shows the document information on the right .
  • Double-clicking items opens them in an appropriate program on your machine. When you open a file for the first time, the file is downloaded to your computer. After this initial download, files are stored in the Box Drive cache for quicker access.
  • Right-clicking a search result will allow you to choose to open the file on your computer, or open the folder that contains the item, in Windows Explorer.

Note: The search tools in Windows Explorer and the Start menu cannot search your Box Drive folder. Only the Box Drive Search Bar shown above will search in your Box Drive folder

 

Using Box through Windows Explorer

After logging into Box Drive, you'll be able to access Box from Windows Explorer (at C:\Users\<username>\Box) or the Windows system tray. The Box folder will also appear in the left hand navigation panel of Windows Explorer (see screenshot below). 

 

The Box folder on your computer shows you all the same content as your All Files page in Box. The icons on a file or folder icon indicates the status of the item. See table below for icon information.

 

You can open any file or folder in your Box folder from Windows Explorer by double-clicking the item. 

 

You can also generate a shared link for a file or folder directly from Windows Explorer by right-clicking the item. You can copy the link to your clipboard (and paste it later into an email or other message), or you can choose Email Link to launch your email client. Selecting View on Box.com will launch your browser and prompt you to log into Box.

 

 

Using Box Drive within Other Applications

When you're working on a file in another application, you can save it straight back to any folder in Box using Box Drive by saving the file to your Box folder. From the Save As screen, click Browse, then select the Box folder (see screenshot below).

 

 

Using Box Drive on Mac OS

Searching for files

To search your entire Box account, click on the Box icon in your Menu Bar and the search bar will open.

Alternatively, you can use the following keyboard shortcut: ctrl + option + cmd + space

 

 

  • Results will appear as you type in the Search on Box area. Search works the similarly to the search bar in the Box web application -- it will look for the specified it will look for the specified text both both inside the document and in  and in the document name.
  • Left-clicking once on search results selects them and shows the document information on the right.
  • Double-clicking items opens them in an appropriate program on your machine. When you open a file for the first time, the file is downloaded to your computer. After this initial download, files are stored in the Box Drive cache for quicker access.
  • Right-clicking a search result will allow you to choose to open the file on your computer, or open the folder that contains the item in Finder.

Note: Spotlight cannot search your Box Drive folder. Only the Box Drive Search Bar shown above will search in your Box Drive folder

 

Using Box through the Finder

The Box drive on your computer shows you all the same content as your All Files page in Box. The cloud icon beside a file or folder indicates that the item is safely stored in Box. The icons on a file or folder icon indicates the status of the item (see table below for icon information).

 

If your Box folder does not open by default, click the Box icon in your Menu Bar, then click the gear icon in the bottom right and select Open Box Folder.

 

 

You can open any file or folder in your Box directly from the Finder window (Box Notes will be opened in your default internet browser). You can also get a shared link for a file or folder directly from the Finder window by right-clicking the item. You can copy the link to your clipboard (and paste it later into an email or other message), or you can choose Email Link to launch your email client. Selecting View on Box.com will launch your browser and prompt you to log into Box.

 

 

Using Box Drive within Other Applications

When you're working on a file in another application, you can save it straight back to any folder in Box using Box Drive by saving the file to your Box folder. From the Save As screen, click Browse, then select the Box folder (see screenshot below).

 

Box Drive Icons

Items in your Box folder will display certain icons indicating their status. Below is a list of icons and what they mean:

 

Item is up-to-date in Box

Item has been marked as a problem item. For a list of problem notifications and more information on how to resolve them, click here

Item is being saved to Box

Item has been locked by another user

 

USF Box FAQ

Who is eligible for an account?

Active USF staff and faculty are eligible to use Box. Affiliate accounts are not eligible at this time.

How do I set up my Box account?

Your USF Box account will be set up when you first login with your ID and password from https://usfhealth.box.com (health email accounts) or https://usf.box.com (usf.edu email accounts)

Why should I use Box?

Box allows you to easily collaborate and exchange information with other USF users in a secure and encrypted environment. Other cloud providers such as OneDrive, DropBox or Google Drive cannot provide this level of security.

How much space do I get?

Active USF staff, faculty and students are allocated 100 GB of storage.

I signed up for Box prior to joining USF. How can I keep this space reserved for my personal stuff?

You will need to modify the account to use a non-USF address. You can do this by following these directions:
  1. Login to Box and click the Gear icon in the top right corner.
  2. Select "Account settings."
  3. In the section, "Login information," click "Add more emails."
  4. Enter the non-USF email address and save changes.
  5. Follow the steps in the confirmation messages sent to the address you provided, which will validate the email address is operational.
  6. Go back into "Account settings" and hover over the address selecting the option to make this address primary. Authenticate to save changes.

What is the largest file I can upload?

The file size limit for uploading is 15 GB. (Box is looking to increase this in the near future)

Can I get more space?

Depending on the business need, you may be eligible for more than your allocated storage space. For Campus contact the USF Service Desk at (813) 974-6288 option 2 or visit https://livechat.health.usf.edu

What happens to my Box storage when I leave the University?

The Box Service is primarily for University purposes and as such will follow the same de-provisioning rules as other systems when an individual is no longer affiliated with the University

Can I download my Box data?

Yes, you can download content you have uploaded. For data that has been shared with you, the ability to download is dependent on the permission level granted to you.

Can I transfer ownership to others?

Yes. This process will also transfer the size of the content against the new owner's quota and free up storage space for you.

How can I share my data?

Shared links allow you to grant read-only access to content for both internal users (i.e., USF users) and external users. For more active collaboration, you can share files and folders with both internal and external users by adding them as collaborators to your folder(s) and set a variety of permission levels ranging from viewer to editor to co-owner.

Where can I get training and support?

  • Box Community includes videos, best practices and help documentation. Go to https://support.box.com/ to connect. To get up and running quickly, view the tutorial "Get Started Guide for New Users"
  • If you need technical assistance such as logging in, uploading content, or collaborating with others, consult your local IT support or contact the USF Service Desk at (813) 974-6288 option 2 or visit https://livechat.usf.edu.
  • Watch this quick video to learn five essential skills for getting started fast.

What type of data can I store in my Box account?

Box is approved for storing and exchanging sensitive data such as HIPAA and FERPA content, subject to the guidelines for handling sensitive information.

How does Box protect my content?

Your files and folders are encrypted both during upload and download and while on Box.com, they remain encrypted. Access to this content is controlled through authentication and permission controls as set by you. You can also set password protection on files and folder and set expiration dates for content sharing

Does Box back up my data?

Box.com does back up your data to protect against a system failure. However, there are some actions you can take against content that cannot be undone. You can use options such as versioning to protect the integrity of documents. Content you delete is also placed in the Trash. These items can be restored up to 30 days after the item was deleted.

In my settings, storage used is displaying an incorrect amount. How can I fix that?

Due to storage caches, this may happen. Box can manually fix this for you. If this happens, you will need to open a case with Box directly.
To submit a case to Box:
  • In your Box account, select Help from the drop-down menu under your name.
  • Select Submit a Case from the right-hand side under Need Help?.
  • Follow the prompts to submit a case.

What is “file versioning” and how does it work?

"Versioning" is a process that tracks changes to a document and records who made the modification. This enables a user to reverse to a previous version of the file without having to save multiple copies. Box provides versioning for files and will keep up to 100 versions which are accessible through the web interface to Box.

How can I set up my personal notification preferences?

You can customize the types of email notifications you receive by modifying the email notification settings in your account.

Can I store PHI on Box?

Yes.

Can I collaborate with people outside the University?

Yes.
 

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Security

StoragePublicSensitive DataFERPA/Student DataPII / Social SecurityHIPAA / PHI
Personal Mapped Network Drive
Departmental Mapped Network Drive
Encrypted Flash Drive
USF Box
DropBoxnononono
Google Apps (Google Docs & Drive)nononono
Microsoft OneDrivenononono
Adobe Creative Cloudnononono

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