A brief guide to getting started with Box at Penn State (online and printable).


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About Box at Penn State

Box is a secure, cloud-based, commercial file storage, sharing, and collaboration service provided by Penn State for faculty, staff, and students.

Sign Up for a Box Account

Go to http://box.psu.edu and click on the Login button.  The website will then walk you through the easy account creation process.

Types of Data You Can Store on Box

Most common types of files are compatible with Box. This includes office files and many image, video, and audio formats. A complete list can be found on Box’s support site, Community.box.com. For info about data security and Box, see http://box.psu.edu.

Create Private and Collaborative Folders

A folder is your Box account’s basic building block, where you’ll group similar files together. Use the following steps to create a new private folder:

  1. Go to http://box.psu.edu and log in to your account. You are now on the All Files
  2. Click the New button and select Folder.

Create a New Folder

Figure 1: Create a New Folder

  1. In the dialog box that appears, enter a folder name.
  2. To keep the folder private, click the Create button without typing any email addresses into the Invite People.

Enter the folder name and click create

Figure 2: Enter the folder name and click create.

  1. To create sub-level folders, click any folder to enter it, and repeat the steps above.

Add Files to a Folder

Now that the folder has been created, you can upload files by clicking the Upload button. To upload individual files, choose Files from the drop-down menu. Alternatively, upload an entire folder, including all of the files contained within it, by choosing Folder.

NOTE:  Box also supports drag-and-drop, so another option for uploading files is to open the file browser on your computer and drag items directly into the Box folder. When you drop them, the items will automatically upload to Box.

Add Collaborators to a Folder

Private folders can be changed to collaborative folders at any time simply by adding collaborators (people who can interact with the files in a given folder in a variety of ways based on their access level).

Use the following steps to add collaborators to a folder:

  1. Open the folder, and click the Share this Folder button in the right sidebar. Then, select Invite Collaborators from the drop-down menu.

Invite Collaborators to a Folder

Figure 3: Invite Collaborators to a Folder

  1. In the dialog box that appears, enter your collaborators’ email addresses, and choose the access level you want them to have from the Invitee Permissions You can compare the different access levels by clicking on Learn More.
  2. Click Send Invites to complete the process.

Choose Access Levels and Send Invites

Figure 4: Choose Access Levels and Send Invites

NOTE:  Once you invite collaborators, you’ll notice that the folder color changes from manila to blue; blue folders have collaborators, and manila folders are private. When you select the folder, the list of collaborators will appear in the right sidebar.

Share Files and Folders via Link

Files and folders in Box can also be shared with others via link. Use the following steps to share a link to a file:

  1. Hover your mouse over the file you would like to share, and click the Share button that appears on the right side of the screen.
  2. In the dialog box that appears, click People in this Folder to select an access type. This will determine who can access the file via the secure link displayed near the top of the dialog box.

Share a File via Link

Figure 5: Share a File via Link

NOTE: Choosing the default, People in this folder, will limit the viewers to only those who have already been added as collaborators to the folder. Choosing People in your company will allow anyone with a Penn State Access Account ID to view the items when they follow the link. Choosing People with the link will allow anyone with the link to view the items.

  1. After choosing the access level, copy and paste the displayed link to share it however you prefer. Examples include in an email, instant message, calendar invitation, and/or Yammer post.

NOTE: The steps above apply to sharing an individual file, but you also have the option to share entire folders in the same way.

Access Your Files From Multiple Devices

Using Box Apps

You can access your Box account from any computer with an internet connection, using any major browser. Besides the Box web interface, Box also has apps for all major mobile devices including iOS and Android, so you can access your files while mobile. Visit the Box.psu.edu website to learn more about downloading and using Box apps.

Find More Support for Using Box

Visit the Training page on the Box.psu.edu website to browse a curated list of helpful video tutorials and other resources for learning how to use Box. For additional help with Box, contact the IT Service Desk.

Training for: 
Faculty
Staff
Students
Type of Training: 
DocumentationDocumentation
Training Topic: 
Collaboration
Teaching and Learning
Service or Technology: 
Box
Training Level: 
Introduction

Training for: 
Faculty
Staff
Students
Type of Training: 
DocumentationDocumentation
Training Topic: 
Collaboration
Teaching and Learning
Service or Technology: 
Box