Storage and Collaboration Made Easy!
An Instructional Technology & Design (ITD) Workshop
Presented by Hillary Greer and Kate Rojas
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Video!
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A Cloud Secure file storage provided by the
collaboration between UIUC and Box.com
Accessible through this link:
http://uofi.box.com/
Requires U of I Active Directory login
(Outlook Password)
What is it used for?
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File storage from remote locations
Great for collaboration on projects and sharing
Cute kitten pictures, even!
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Security
◦ Store and share University data
◦ Follows FERPA guidelines
◦ Not for saving social security numbers, credit card numbers, or medical
information (no HIPAA data!)
 more info on data and U of I Box can be found at
https://security.illinois.edu/content/data-classification-guide
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Storage – 50 gigs!
◦ Single files as large as 5GB
◦ Box Sync
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Compatible with Mac, Windows, iPhone, Android,
iPad, and iPod
Automatic connection to your official U of I account
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U of I Box supports
◦ Document types for preview: as, as3,
asm, bat, c, cc, cmake, cpp, cs, css,
csv, cxx, diff, doc, docx, erb, gdoc,
groovy, gsheet, h, haml, hh, htm,
html, java, js, less, m, make, ml,
mm, ods, odt, pdf, php, pl,
properties, py, rb, rtf, sass, scala,
scm, script, sh, sml, sql, txt, vi, vim,
wpd, xls, xlsm, xml, xsd, xsl, xslt,
yaml
◦ Flash: flv, f4v, swf
◦ Image: ai, bmp, eps, gif, ind, jpeg,
jpg, png, ps, psd, tif, tiff
◦ Presentation: odp, ppt, pptx
◦ Video: 3g2, 3gp, avi, m2v, m2ts,
m4v, mkv, mov, mp4, mpeg, mpg,
off, qt
◦ Audio: aac, aifc, aiff, amr, au, flac,
m4a, mp3, ogg, ra, ram, wav, wma
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Go to
https://box.illinois.edu/
Begin as ‘New User’
Select ‘University of
Illinois at UrbanaChampaign’ bubble
Use U of I NetID and
Active Directory Password
Create Account!
◦ If you already have a Box
account using your school
email, you will have to
follow alternative
instructions
Tasks,messages,
andsentcorrespondence
Latest
updates
Display all
folders
Apps associated with account
AnyCollaborators,their association, and
what they are collaborating in
Settings:
• Edit/View your Profile
• Help
• Log Out
• Account Settings
• Your information and
profile, login, activity
by application, date
and physical location
• Sharing Permissions
• Email notification
settings
• Viewing options
• Time Zone settings
• Applications
supported by box and
alternate platforms
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Upload by dragging files to window
Upload individual files by clicking
‘Upload’ Menu
◦ Requires Java applet
(http://www.java.com/en/download/index.jsp)
◦ Box will determine file format type
when uploaded
◦ Best for files 100 MB or larger
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‘New’ button will create
File/Folder/Document in Root Area
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2 views of Files: Grid or List
Sort by Size, Name or Date
Filter using tags
Add folder descriptions
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Upload via email
◦ Right click on folder
<Upload to this Folder,
<Email Files to this Folder
◦ Provides you with an email
address to send your files
from anywhere!
◦ You can also change folder
settings in the same
location
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Invite collaborators by name
or email address
◦ Right-click on File icon < Share
< Invite Collaborators
◦ Send individual files by link
◦ Several levels of permission
◦ Public Link
 Right-click on folder < Share <
Send Link to Folder
 Under Share [title of folder], click
on tiny blue arrow to the right of
“Collaborators Only Access””
 Select “Open Access”
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There are options to set a
password or other restrictions.
◦ There are also options to make
content viewable by UIUC, UIS, or
UIC individuals only or only to
individuals who have the link.
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Discussion via comments
◦ You can leave comments for others about specific files
Click here
to leave
comments
You even
receive
notifications
at the top of
the screen
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Right-click on desired
folder, then go to
“folder properties”
Properties Change
◦ Folder name customize
◦ Folder URL
◦ Set restrictions about
accessing folder by date,
file uploading settings, file
and collaborator info, and
set notifications
◦ Lists collaborators’ name
and access levels
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Right-click on file, then go to “file properties”
In files, collaborators can assign a task or direct a
comment
◦ Assigning a task will show up in ‘tasks’ tab under messages
 Description box to explain what needs to be done
 Due date if you want it completed by a certain time
 List reviewers name or email to notify others (under ‘To Review)
◦ Make comments using bubble icon
 Direct comments by using the @ symbol
 Notifies users under ‘Messages’ in top menu bar
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Like h:drive but has more space
Box Sync
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Works on 8, 7, Vista, XP, 32-bit and Mac OSX
10.6+
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NOT Linux compatible
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Prompt for Illinois AD login
Sign on as company with Illinois email address
Saves selected files and folders on remote
computer from the net
Files can be dropped/dragged
Single files will be saved in a ‘Default Sync
Folders’
Must be owner, editor or co-owner to sync
Specify which folders/files you want to sync
Automatically updates changes to web and
computer (and vice versa)
Files accessible through “My Box Files” (PC) or
“Box Documents” (Mac)
Has own recycle bin in case of deletion
Concurrent editing will be merged, then
may appear as ‘a copy of’
What can’t Sync do?
• Does not update hidden
folders
• Can’t update open files
• Syncing to a network
drive/shared drive, serve, or
an external hard drive is not
supported
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U of I LibGuide on Box:
http://uiuc.libguides.com/content.php?pid=332895&sid=2722884
U of I Box Help: https://web.uillinois.edu/box/support
Box.com Documentation: https://support.box.com/home
Comparison of cloud services:
http://en.wikipedia.org/wiki/Comparison_of_online_backup_service#endnote_2
Box Sync: https://support.box.com/forums/20203923-Sync
Email: Box-contact@uillinois.edu
Hillary’s email:
greer6@illinois.edu
Help Desk Contact Information:
217-244-4903 or 800-377-1892
help@support.lis.illinois.edu
Kate’s email:
kmrojas2@illinois.edu