Box - cloud storage

Box is the University of Stirling's cloud-based storage facility. It brings many benefits: easier collaboration, anytime, anywhere, any-device access to documents and unlimited storage space.

How to access Box

  • From the University portal, follow the link to Box on the left-hand side of the portal home page or go directly to stir.box.com.
  • Follow the on-screen instructions and use your network account to login (if you are using Internet Explorer on a staff PC on campus, you may not be prompted at all to login).

Box add-ins

To get the best Box experience on a staff desktop, please install the following two add-ins:

  • Box for Office (integration with your Office applications such as Word, Excel, PowerPoint). This is available from Run Advertised Programs in the Control Panel and is called 'Box for Office - Install'
  • Box Edit (allows you to edit Box files in their native application e.g. Word. This is downloadable from within Box and you will be prompted to install Box Edit when you go navigate to a file and click Open. Box Edit doesn't require an admin login so you can do this yourself.

Box training resources are available in your Box folder 'All Staff/Students: Getting Started with Box'

This folder contains Box Best Practice Guides.

The Box Community website also holds a vast array of support materials/videos.

 

Box training course on lynda.com

 

Getting Started FAQs

Appropriate use of Box FAQs.

Sharing and Collaborating FAQs

Technical FAQs

 

Getting Started FAQs for Staff

Why has Box been introduced? What benefits does it bring?
Box brings many benefits including easier collaboration; anytime, anywhere, any device access to documents; unlimited storage space and BoxNote - a new tool for simple real-time collaboration.

How do I access Box?
Go to https://stir.box.com or login via the Portal > link to Box on portal home page.  Select Continue under the heading 'Part of the University of Stirling?'.  If prompted enter your network username and password. You may wish to add Box to your favourites in your web browser or pin it to the taskbar of your desktop for easy access.

I can't access Box, who should I contact?
The Information Centre

Is Box replacing networked file store?
No, networked local file store will continue to exist and will be the recommended option for some documents.  Read more in our Box Best Practice guides.

Is Box just for Microsoft documents or can I store films / pictures / audio recordings there too?
Any type of document which is suitable for cloud storage can be stored in Box. However, you will need the appropriate programme on your computer to open the file. So, if you only have NVivo on your work PC, you will not be able to access an NVivo document stored in Box on your home PC.

How secure is Box?
The University of Stirling is happy with the security of documents uploaded to Box and would recommend that you use it when you need to share documents among your team members and external partners. Box has:

  • HIPAA Compliance - Box provides the administrative, technical and physical safeguards to support your organisation's compliance with HIPAA.
  • Certified for EU and Swiss Safe Harbor frameworks for the collection and use of personal data from European member countries
  • Strong Authentication Customise password strength requirements, resets, failed logins, session duration, two-factor authentication and single sign-on integration.
  • Granular Authorisation - With seven levels of permission for access, preview, editing and sharing, you can ensure individual users and groups can only see what they need to.
  • Flexible Access Controls - Password-protect confidential presentations and financial documents.
  • Set automatic expiry dates for sensitive files.
  • Enterprise Mobility Management Partnerships - Box works with leading EMM providers to offer additional security, configuration and device management.
  • Layered Encryption Encryption in transfer with high-grade TLS and multi-layered encryption at rest with 256-bit AES. Encryption keys are securely stored in separate locations.
  • Enterprise Key Management (EKM) - Box provides the option of customer-managed encryption keys protected in a Hardware Security Module (HSM) with an unchangeable audit log of key usage.
  • Data Integrity Version, deletion and expiry controls protect the integrity of your content.
  • Content Security Policies - Prevent data loss with alerts of unusual download activity, shared files with sensitive information and uploads with prohibited data.
  • Secure Locations - Our data centres use biometric entry authentication, closed-circuit video monitoring and 24/7 armed guards.
  • System Redundancy - N+1 or greater redundancy for all network components and system components.
  • Threat Protection and Prevention Uninterruptible power and backup systems, as well as fire/flood detection and prevention, are used at storage sites

I previously had a personal Box account, can I get my data merged with my university account?An email was sent to anyone with a Box account registered to a University of Stirling email address prior to our launch date. If you previously had a Box account and did not take the action explained in this message your old Box account will automatically merge into your Stirling account. You can de-merge these account if you wish by creating a free / paid for Box account managed with a personal email address and moving the materials out of the Stirling account. 

If you previously had a Box account using a non-University of Stirling email address, it is up to you whether you keep it or move materials from this account to your Stirling account. Simply select the data in your personal Box account and select to share with your University of Stirling email address.

What are Box Edit and Box for Office? How do I get these?
BoxEdit allows you to edit documents straight from Box using the Microsoft Office applications installed on your devices or edit documents on-line using their on-line equivalent. When you open a file, you will be prompted to install BoxEdit. You don't need administrative rights to do this, so please install on all your work and personal devices.

Box for Office allows you to save files from your Microsoft applications (including Outlook 2013/16) directly into Box. To install it on your work desktop, go to Start > Control Panel > Run Advertised Programmes > Box For Office - Install. Run and Install the programme and you will have integrated Box with your Office 2013 programmes.

Can I get Box on my university-owned laptop / own device?
Box is a web-based platform and can be accessed via the web browser of any internet enabled device.

To use Box on a mobile device, go to your app store and install the Box app. To login to the Box app, enter your full University email address (e.g. john.smith@stir.ac.uk), then, when prompted, enter your network username and password (e.g. js28 and *********).

 

Appropriate use FAQs

What types of documents are suitable for Box?
All Box users need to be aware that Box is a cloud-based file sync and share facility, not locally hosted network file store. To determine whether your document is suitable for Box, first, read the University's Data Classification Policy. Documents classed as internal and public can be uploaded to Box. Careful consideration should be given if uploading and sharing documents classed as restricted or confidential. If these documents are uploaded to Box special, careful consideration must be made to ensure that only the necessary individuals have access to them. For more information, consult our Box Best Practice guides.

What should I not store in Box?
Any documents which are required to be stored in the European Union only. Anything which contravenes the IT Use Policy. Anything illegal. Anything which you would be not be permitted to send in an email and have to hand in physically to the recipient. In addition, researchers should check whether their funder(s) require their data to be hosted locally rather than in the cloud. If this is the case, please use networked file store instead of Box. 

Documents containing citations formatted using Write and Cite (or other reference management tools) should be treated with caution in Box. Write and Cite documents can be opened and stored in Box, but not shared with others using this route as there will be a conflict between different RefWorks accounts.  

Can I store personal documents in Box?
Yes.

 

Sharing and collaborating FAQs

What's the difference between sharing a file and collaborating on a folder?
See this useful explanation from the Box website.

How do I collaborate on a folder a colleague and How do I share a folder / file externally?
There is a difference between collaborating and sharing in Box. 

collaborator is an individual who has been invited into a folder. Collaboration invites are a great way to share content for long term projects. This will allow you to invite people to a folder and monitor updates over time. In order to access a folder as a collaborator, a person will need a Box account and the folder will be listed under All Files when they log into their Box account. To invite your colleagues, go to this folder and on the right hand side, click on 'Invite People', type in their names and give them the appropriate permission level for this folder. 

Permission levels on Box follow a ‘waterfall’ design in which individuals only have access to the folder they are invited into and any subfolders beneath it. Please, note that users can be invited into folders but not individual files.

For example, if John was invited to be a collaborator on the 'University of Stirling' parent folder, he would see this folder and all subfolders (i.e., Faculty of Arts and Humanities, Faculty of Health Sciences and Sport, Finance, etc.). However, if John was invited to be a collaborator in the 'Finance' subfolder only, he would only see the what is in 'Finance' and every folder under 'Finance'. He would never see the 'Faculty of Arts and Humanities' subfolder or the 'University of Stirling' folder.

If an individual is a collaborator on a parent folder, their access level for a subfolder cannot be changed. For example, if John was initially invited to 'Finance' as an Editor, you could not change his access to Viewer in the the 'Finance' subfolders.

If you would like to send a document to someone who is not a collaborator in the folder, use a shared link. The recipient of the shared link will be able to preview or download the document. 

shared link is a unique URL that gives the recipient to access a specific file or folder. With customizable permission levels, security settings, and a URL that’s easy to copy and paste, shared links can be used to send important content both internally and externally. Unlike collaboration, individuals accessing your content through a shared link get "read-only" access and won’t be able to make changes to your files. To share a link, go to the more options bar to the right of the file / folder's name and click 'Share'. You'll be able to set who can access the link, set a password for it, set an expiration date and more. Be aware that if you decide to create a link visible to 'Anybody with this link', every person in the world who has this link will be able to see the content of this document / folder.

I have given a colleague / external partner the wrong level of access to a document, how do I change this?
Simply go to the folder they're invited to, find their name in the Collaborators' list on the right hand side and click on their permission level. You can change it at any time or remove them as a collaborator on this folder altogether.

I want to share a folder with a group of colleagues, e.g. all Arts and Humanities staff, all postgraduate research students, how can I do this?
All existing groups in File Store / Outlook are available in Box, but if you want to create a new one, call the Information Centre and they'll log a call with the appropriate team to have this set up for you. 

Can I share files with students using Box?
Yes, in the same way as you would share with an external collaborator until Jan 2016 when all students will have a Stirling Box account.

I have more questions about sharing files, where can I learn more?
The Box website has lots of short guides to common questions relating to sharing content with Box. 

 

Technical FAQs

How do I save an email attachment from Outlook to Box?
When you have installed Box for Office, a Box icon under your Home tab in Outlook will appear. Click it and log on (only one login required) and you'll be able to save your attachment to Box.

How do I add a Box file to an email attachment?
Start composing a new email in Outlook and use the Attach from Box icon under the Message tab and choose a document from your folder structure.

What happens to deleted folders / files?
All deleted items from Box are in your Trash folder and will remain there indefinitely. To view them, click on your name at the top of the Box screen > Trash. 

How can I create a shortcut to a folder / file in Box to put in an email?
Navigate to the desired folder / file and to the right of the folder / file's name and click on the more options bar > choose Share. Choose the appropriate sharing options, copy the link, paste it in your Outlook email message.

What are Box comments and why should I use them?
Navigate to the document you wish a colleague to comment on and click on the comment icon. A preview of the document will open and in the blank text box, insert your colleague's name preceded by the @ symbol. E.g. to ask John Smith to comment on the document type @John and the system will generate John Smith'Box account. Select his name from the drop down list and type the rest of your message, e.g. '@John Smith, can you add your comments to section 5 of this document before 5pm?' There is no need to add your name as this automatically appears in the comment. John Smith will receive an email to his Outlook email client saying that you have sent them a comment in Box with a direct link to the document in question.

I have lots of Box folders, how can I organise them?
You can either display your Box folders alphabetically by name, or by the date which they were last updated. If you have a folder which you wish to always have at the top of your folder list, add it to your Box favourites by clicking on the star symbol next to the folder name. (Also works for files within folders). You can search the contents of your folders and files using the search box at the top of the screen.

How can I lock a file in Box to ensure that nobody else edits it at the same time as me?
It's good practice to lock a file which others can access before starting work on it. See the Box guide to learn how. 

Can I use Box in conjunction with Write and Cite / other referencing software?
Word 2013 documents containing Write and Cite citations can be stored in Box, opened with Word 2013, edited and saved back to Box. While these documents can be shared with others, this is not advisable due to conflicts between RefWorks accounts. Information Services would not recommend using Box as a method to share documents containing Write and Cite citations.

My home PC is using Office 2010 (or older), will Box work?

Yes, but you will not be able to use Box for Office. All staff can install Office 2013 for free on personally-owned computers, read more on our Office 2013 website. 

Does Box work on a Mac / tablet / phone?
Box works on Macs, tablets and smartphones.

What version of Office do Mac users need to be using?
Office 2011 or later.

I use DropBox, can I still use it?
Yes, although you may wish to switch to Box as it has free unlimited storage space and is linked to the Global Address List which makes it easy to share documents with colleagues. 

What is BoxNote, how can I use it?
Watch this video for more information on BoxNote.

What is the maximum file size for adding to Box?
The maximum file size is 15GB.

How can I change the notifications which I receive from Box?
Click on your name at the top of the Box homepage > account settings > notifications. You can select default settings for folders which you own and folders which you have been invited into. If you wish to change the settings on an individual folder navigate to the folder > click on the icon with three dots > properties > folder settings > notifications. 

A colleague has shared a file with me, how do I save this to my Box account?
There are two ways to do this: a) download the document, then upload to an appropriate place in your Box account or b) if it is a large file you may wish to ask the colleague to move the document into a new, specially created folder in Box and add you as a co-owner of the folder. You can then remove the colleague from this folder, move the document to a more suitable location, then delete the temporary folder. 

I can't access Box from off campus, what should I do?
You should clear your web cache and delete your browsing history. In Internet Explorer please follow these steps: Tools > Internet Options > General > look for Browsing History > Check Delete browsing history on exit > Delete > In the Delete menu tick everything > Delete > Apply. Then restart your web browser. 

If you are using a different web browser please see this website which will provide instructions for clearing the browsing history. 

If this does not resolve access to Box from off campus please contact the Information Centre.

 

 

How can I create a shortcut to a folder/file in Box to put in an email?

Navigate to the desired folder/file and to the right of the folder/file's name and click on the more options bar > choose Share. Choose the appropriate sharing options, copy the link, paste it in your Outlook email message.

What are Box comments and why should I use them?

Navigate to the document you wish a colleague to comment on and click on the comment icon. A preview of the document will open and in the blank text box, insert your colleague's name preceded by the @ symbol. E.g. to ask John Smith to comment on the document type @John and the system will generate John Smith'Box account. Select his name from the drop-down list and type the rest of your message, e.g. '@John Smith, can you add your comments to section 5 of this document before 5 pm?' There is no need to add your name as this automatically appears in the comment. John Smith will receive an email to his Outlook email client saying that you have sent them a comment in Box with a direct link to the document in question.

I have lots of Box folders, how can I organise them?

You can either display your Box folders alphabetically by name, or by the date which they were last updated. If you have a folder which you wish to always have at the top of your folder list, add it to your Box favourites by clicking on the star symbol next to the folder name. (Also works for files within folders). You can search the contents of your folders and files using the search box at the top of the screen.

What happens to deleted folders/files?

All deleted items from Box are in your Trash folder and will remain there indefinitely. To view them, click on your name at the top of the Box screen > Trash. 

How can I lock a file in Box to ensure that nobody else edits it at the same time as me?

It's good practice to lock a file which others can access before starting work on it. See the Box guide to learn how. 

Can I use Box in conjunction with Write and Cite / other referencing software?

Word 2013 documents containing Write and Cite citations can be stored in Box, opened with Word 2013, edited and saved back to Box. While these documents can be shared with others, this is not advisable due to conflicts between RefWorks accounts. Information Services would not recommend using Box as a method to share documents containing Write and Cite citations.

Other reference management tools:

Selected other reference management tools will be tested in due course and information added to this website. At present, it is not advisable to upload these documents to Box until testing is concluded. 

My own PC is using Office 2010 (or older), will Box work?

Yes, but you will not be able to use Box for Office. All students can install Office 2013 for free on personally-owned computers, read more on our Office 2013 website. 

Does Box work on a Mac/tablet/phone?

Box works on Macs, tablets and smartphones.

What version of Office do Mac users need to be using?

Office 2011 or later.

I use DropBox, can I still use it?

Yes, although you may wish to switch to Box as it has free unlimited storage space and is linked to the Global Address List which makes it easy to share documents with students and members of staff.

What is BoxNote, how can I use it?

Watch this video for more information on BoxNote.

What is the maximum file size for adding to Box?

The maximum file size is 15GB.

How can I change the notifications which I receive from Box?

Click on your name at the top of the Box homepage > account settings > notifications. You can select default settings for folders which you own and folders which you have been invited into. If you wish to change the settings on an individual folder navigate to the folder > click on the icon with three dots > properties > folder settings > notifications. 

>>Staff / Postgraduate research students
>>Students (Undergraduate / Postgraduate taught)

 

 

Advice for Staff
Leaving the University - what happens to my Box account?

When you leave the University, your network account and all of its linked accesses will cease on the date you leave.  This includes access to Box.  Therefore you need to consider the following before leaving:

  • Are you the owner of any work-related folders that should be transferred to someone else in your department?  It is worth going through your Box account, identifying any folders that you are the owner of and setting up a colleague as owner (co-owner is not enough).  This way when you leave, your colleagues will still be able to access the folder.  If you do not do this, any folders where you are the sole owner will disappear from other users' Box view.  

  • Do you have any personal content in Box?  If so, you need to consider what you want to do with it.  There are a couple of options.
    • copy all of your personal content into a different file store device e.g. an external hard drive, USB, other cloud storage such as Google Drive, Dropbox etc.
    • BEFORE you leave, set up a personal Box account, invite your personal Box account to share any folders in your work Box account that you want to retain access to. Then make your personal account the owner of the relevant folders and remove your work account.  This will mean that you will be able to continue to access your folders from your personal account after you leave.  To set up a personal Box account (max 10GB free, thereafter charging applies), go to https://www.box.com/home

 

Advice for students (Undergraduate/Postgraduate Taught)

What happens when I graduate?

After graduation, you will receive an email from the Box organisation advising you that there has been a change to your account. The email from Box will provide a link for you to access your account. You will be required to create a new password if you wish to continue to use Box.

When you are creating a new password for Box you should also change the email address associated with your Box account from ….@students.stir.ac.uk to a personal email address (unless you are returning to Stirling for further studies in which case see below). To change the email address associated with your Box account login using the link in the email from Box > click on your name at top right > account settings > login and email addresses > add your personal email address > change settings so that your personal email address is the primary email address. You can now continue to use Box via this URL: https://app.box.com

Your personal Box account can be up to 10 GB in size. If you have more than 10 GB stored in Box at graduation all data will move to your personal Box account and various options are available:

  • Delete some content so that the account is 10 GB or less (anything over the 10 GB limit will be read-only until this action is taken)
  • Move some of your data to somewhere else
  • Take out a personal subscription to Box which will allow you more storage. Information and pricing options can be found here: https://www.box.com/en_GB/pricing/

Returning students

If you will be returning to Stirling in September to continue your studies please follow the link in the email from Box to create a new password so that you can access Box over the summer, but do not change the email address associated with your account. Once you are a fully registered Stirling student again and your email address has been reactivated you will receive a further email from Box asking if you wish to re-link your Box account with Stirling’s Box. After this, you will be able to access Box from the Portal. 

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