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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 Managed Box accounts are only available to those currently affiliated with the University, such as current students, staff, and faculty members. Your USF Managed Box account will expire 30 days after you are no longer eligible. Box offers free personal accounts for Non-USF affiliated.

 

USF Box FAQ

 


Why should I use Box?

Box is the official cloud storage provider for the University of South Florida. Box allows you to easily collaborate and exchange information with other USF users accross campus in a secure and encrypted environment.

How much space do I get?

Active USF staff, faculty and students are granted Unlimited storage.

Can I store PHI on Box?

Yes. Please visit HIPAA and BOX

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)

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. Please visit the following link for instructions Transferring Ownership

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 receive user education 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 90 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.
How to: Setup Email Notifications

Can I collaborate with people outside the University?

Yes.

Introduction to Box

Create a Box Account or Access your Box Account

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

I have a USF email account (@health, @mail, @usf)

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

 


 

Upload Files and Folders to Box

  

Box Downloads

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 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 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 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 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
  


 

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

 

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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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