General Questions

Box is a collaboration and file-sharing service for Montana State University students, faculty and staff. Box is a great resource for sharing and storing institutional and educational files!

Box is free for Montana State students, faculty and staff and your storage amount is unlimited. Box is designed for use by institutions such as MSU while other products are more for individual, consumer use. Box also offers features such as content and task management, online work-space for collaboration, permission levels and more.

Free cloud storage services such as Google Drive, Dropbox, etc. are storage solutions available to anyone. MSU decided to purchase and support Box as a standard storage platform to use for storing and sharing institutional and educational data.

Box is not intended to replace any of your current shared drives (such as Opal shared drive). Instead, this is an additional option that provides cloud storage and allows easy collaboration with others. Users should determine the best storage option based on the data type, storage requirements and other needs. Click here for more information on data storage requirements.

No. Box is available to students, faculty and staff at MSU Bozeman and MSU Northern.  

 

Yes, Box is accessible and has a special website, a.box.com that functions with browser based accessibility programs and voiceover utilities (for example, tools included in the Read&Write Gold software. Click here for more information on Read&Write Gold). The site supports the primary functions of Box and users log into it using the same credentials as Box.com. Click here for login instructions. 

For more information on using a.box.com please visit:  http://community.box.com/t5/Account-Information/Using-A-Box-Com-For-Accessibility/ta-p/2781

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Accounts

Current MSU Bozeman and MSU Northern students, faculty and staff.

No. These accounts are available for students, faculty and staff to use if they choose. We believe that Box is an excellent resource for institutional and educational data.

Box’s robust file sharing and collaboration platform allows individual account holders to create folders that function just as a group folder or account would making a group or departmental account unnecessary. Additionally multiple people can be given owner-level permission for the folder, which will ensure consistent access to the folder should an owner leave.   

With the ability to set different access levels for each user invited to collaborate in a folder and to any folders/files nested within it, folder owners can assign permission based on each individual's need and level of interaction required for data in that folder.   

You have unlimited storage in your MSU Box account.

No, MSU has a campus-wide license that provides Box accounts for all MSU faculty, staff, and students at no additional cost.

If you used your user@montana.edu email address to sign up for a box account, your account and its contents and files will automatically be migrated to a Montana State Box account.

The Montana State Box account is a great resource for the MSU Community to share and store institutional and educational data. This account will be associated with your user@montana.edu email address.

If you need to collaborate with a non-Montana State user, or would like to have an account that is not affiliated with Montana State, Box offers free personal storage accounts. Anyone can have this type of account and these are maintained by Box. The limit for these non-MSU accounts is 10GB. If you choose to create a non-MSU BOX account, associate this personal account with an email address other than your MSU email account. Please see Box.com for information on personal accounts.

  1. Invite your Montana State Box Account to be a an Editor of your folder in your personal BOX account
    • You must invite your Montana State BOX Account using your @montana.edu e-mail address
  2. Accept this invite in your Montana State BOX Account
  3. In your personal BOX account go this this shared folder and make your Montana State BOX Account the OWNER of the folder

IMPORTANT NOTES:

    • By making your Montana State BOX Account the Folder Owner, your personal BOX account becomes an Editor and no longer owns the folder.
    • Any collaborators who have been added directly to the folder will see it in their root folders
    • Any collaborators who have been added at the parent-folder level or above will no longer be collaborators

You can now leave this folder as is in your Montana State BOX Account, or move the files to new or existing folders in your Montana State BOX Account.

Your content will remain in Box for 130 days after your last active date of enrollment or employment at MSU. During this time it is up to you to move your content elsewhere. After the 130 day period expires you will no longer be able to access your Montana State Box account.

You can create a free, personal Box account and move any content from your MSU Box account to the personal account. Please note, the storage limit will decrease from unlimited to 10GB. You will be responsible for relocating anything over this  limit.

If you have a name change please contact the UIT Service Desk to change your name and email address (994-1777 or helpdesk@montana.edu). Once the name and email address have been successfully changed your Box primary email will automatically be updated. The change in Box may take up to 24 hours to complete.

Due to technical requirements from the vendor the email address connected to your Box account cannot be changed once the account is created.

If you would like to receive emails in a different email account please forward emails from the primary exchange email account to the selected email address.

 

Your name and email address associated with Box will automatically be changed in Box settings when your @montana.edu email address is updated to reflect your name change. If you have questions on this process please contact the UIT Service Desk at helpdesk@montana.edu or 994-1777.

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Apps, Resources & Supported Systems

Box Drive is an app that will allow users to stream there Box account contents directly to their desktop.

Apps connect your Box account to other applications and services. See https://www.box.com/box-for-devices/ for more information.

Popular Box apps include:

Box Edit: Box Edit is an add-on feature that allows you to edit or create files directly on Box . Designed for all file types, browsers, and platforms, Box Edit uses the default application installed on your computer to edit or create simple and centralized content. Note that if you utilize BOX edit you will upload a new version every time you click the “Save” button. Click here for more information on Box Edit.

Box Sync: a productivity tool that allows you to mirror data stored on Box to your desktop and easily navigate content stored on Box website through your computers native file browsing interface. IMPORTANT: You should NOT use Box Sync to sync folders that contain restricted information as this will also store a copy of the data on your local hard drive. Click here for more information.

Box for Office: helps you create, edit, and share your documents more effectively. Box for Office includes Box functionality for key Office products—Microsoft Word, Excel, PowerPoint, and Outlook—in a single app. Click here for more information.

 

 

We suggest that you use the latest versions of Internet Explorer, Chrome, FireFox or Safari, which are all fully functional and supported by Box.com. Please see this Box.com resource for more information.

Please note, after 12/31/2015 IE 8 will no longer be supported by Microsoft or Box. After 9/26/2016 versions 9 and 10 will no longer be supported by Box. Please upgrade to IE 11 or later or use other supported browsers (list of supported browsers).

Yes, Linux users can access Box with either Firefox or Chrome browsers. Box Sync is currently not supported on the Linux OS.

Box allows for full-text search of the current versions of files uploaded to your account. It cannot search documents that are images or scanned copies of documents.

It is possible, but not recommended, as you could accidentally sync the sensitive data to the cloud and/or desktop. You should never use Box Sync to sync any data that is restricted or contains student information as this will create a copy of the data on your local hard drive.  If ever in doubt contact the IT Service Desk at 994-1777 or helpdesk@montana.edu.

*Note: Box Sync will no longer be supported on Mac OS X 10.9 (Mavericks) as of 08/01/2016. Please upgrade to more recent versions of Mac OS X to use the application.

To unsync a folder:

  1. Log into your Box account
  2. Right-click on the folder, select Properties > Unsync.

If you want to unsync a file and would rather not unsync the entire folder simply move the file to a new folder (outside of the synced folder). 

For more information on syncing see Box Sync 4.x FAQ.

Third party applications are not allowed for Box. Please visit the Official Box Applications site for approved apps. 

Box University is a training site from Box.com on Box features and functionality. There are both live and online delivery options. There are free courses and courses that charge a fee (note: courses that are not free will be charged to the user, not MSU UIT).

Box University is separate from the Montana State University Box account and requires a separate login and password. 

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File Access, Upload & Versioning

Folder owners can name another user as the folder owner. See this help site from Box.com for the instructions: https://support.box.com/hc/en-us/articles/200520978-How-Do-I-Change-the-Owner-of-a-Folder-

Only you and the people you choose to share your documents with have access to the content in Box.
System administrators can move folders at a high level and can view content you upload. The system administrators have this access in order to conduct audits (for example, content found to be a violation of the security or copyright policies).

Yes, you can use FTP, however it should only be used for bulk file uploads (or downloads) to your account and you'll need to set up an FTPS (secure) connection.  

For information and instructions, visit Using Box with FTP.

You can upload any type of digital file on box.

The preview function, an integrated file viewer within the web browser, allows you to view a file before sharing content or downloading. A complete list of the file extensions which can be previewed is available here: https://support.box.com/hc/en-us/articles/200519958-What-file-extension-types-can-be-accessed-by-Box-s-Content-Preview- 

Please keep in mind the requirements for file/document content when uploading to Box. See the box security page for more information. 

We have increased the upload file size limit to 15GBs. Please note that uploading a 15GB file could take up to 40 minutes at 50Mbps.

We recommend uploading files greater than 5GB individually, one at a time.  

Internet Explorer applies file-size upload and download limits that supersede Box account-level upload limits. Users accessing Box through Internet Explorer versions 6, 7, and 8 can upload files up to 2GB in size. These limits do not apply if the user selects the Upload Folders option, which uses Java. Please see our Box Help article What Is the Box Policy for Browser and OS Support? for more information.

Users cannot pause or resume a large file upload during upload. If there is an error, the user will need to reattempt the upload.

PLEASE NOTE: UNLIMITED STORAGE, DOES NOT MEAN UNLIMITED BANDWIDTH. Please be aware that it still takes time to upload high numbers of files or large files to the cloud because this service still utilizes the internet download and upload speeds are subject to internet performance, traffic volume and latency. 

Every time you save a document and upload it to box, you create a new version. If you utilize BOX edit you will upload a new version every time you click the “Save” button. if using Microsoft Online Apps (Word, Excel, PPT) due to recovery settings in these online applications new versions will be saved every 1 minute while you are actively working in the document.

Deleted files are kept in the Trash folder for 30 days. Upon expiration, files are auto-deleted.

Once the content is deleted from trash, it is permanently unrecoverable by Box after 14 days.

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File Sharing and Collaboration

When searching for a user to invite them to collaborate in a folder, use their full, legal name or their email address.

If the individual is not an MSU Bozeman user (MSU Bozeman student, faculty or staff member) their email address will not come up. Please enter the full email address of the collaborator to invite them.

This is an auto on feature. To adjust this:
  1. Login into Your Account,
  2. Click on Your Name on the Top Right Corner
  3. Go to Account Settings
  4. Click on Content & Sharing
  5. Scroll to Collaborating on Content
  6. Un check the Box
  7. Click Save

If an external collaborator would like to invite you to collaborate they must use your name@montana.edu e-mail address (netID or netID@montana.edu will not work).

If you need to share a folder in Box with a group of people for longer than 30 days, and especially if they need access beyond being able to view the folder contents, you will want to invite them as collaborators to the folder.  See this Box community article for a summary of the differences between collaboration and shared links, and this walkthrough for step-by-step instructions on inviting collaborators in Box.

Please click here for this answer.

Once the BOX Office App is installed users will receive this prompt when sending documents in an e-mail:
 
Box App Email Prompt
This functionality allows users to just send a BOX link, instead of the actual document. The recipient is then able to click on the link in the message and go directly into BOX and view the linked document as opposed to receiving it as an attachment.
Office Online supports co-authoring and editing for .xlsx, .pptx and .docx files.
  • Any 97 - 2003 files (.xls, .ppt, .doc) cannot be edited with Office Online. 
  • File size limits apply when editing files with Box and Office Online:
    • Excel: 5MB
    • PowerPoint: 500MB
    • Word: 500MB

For files exceeding the size limit use your desktop version of Office to open.