Presentation Transcript

1. Box @ U of I

   Storage and Collaboration Made Easy! An Instructional Technology & Design (ITD) Workshop Presented by Hillary Greer and Kate Rojas
2. WHAT IS BOX? Video!
3. What is U of I Box? 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? File storage from remote locations Great for collaboration on projects and sharing Cute kitten pictures, even!
4. Why should I use U of I Box instead of Google or Dropbox? 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 Storage – 50 gigs! Single files as large as 5GB Box Sync Compatible with Mac, Windows, iPhone, Android, iPad, and iPod Automatic connection to your official U of I account
5. File Formats? 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
6. Using U of I Box: Setup Go to https://box.illinois.edu/ Begin as ‘New User’ Select ‘University of Illinois at Urbana-Champaign’ 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
7. Using U of I Box: Top Menu Functions Appsassociated withaccount Tasks, messages, and sent correspondence Latest updates Displayall folders Settings: Edit/Viewyour Profile Help LogOut AccountSettings Your informationandprofile,login, activitybyapplication,date andphysicallocation SharingPermissions Emailnotification settings Viewingoptions TimeZonesettings Applicationssupportedbybox and alternateplatforms AnyCollaborators,their association,andwhat they are collaborating in
8. Using U of I Box: Creating Files and Folders 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 ‘New’ button will create File/Folder/Document in Root Area 2 views of Files: Grid or List Sort by Size, Name or Date Filter using tags Add folder descriptions
9. Using U of I Box: Creating Files and Folders – Emailing and Uploading 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
10. Using U of I Box: Collaboration 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” 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.
11. Using U of I Box: Collaboration 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
12. U of I Box: Folder Options 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
13. Using U of I Box: File Options 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
14. Using U of I Box: Beyond the Desktop – Box Sync Like h:drive but has more space Box Sync Works on 8, 7, Vista, XP, 32-bit and Mac OSX 10.6+ NOT Linux compatible Sign on as company with Illinois email address Prompt for Illinois AD login 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
15. Using U of I: Support and Info 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 Help Desk Contact Information: 217-244-4903 or 800-377-1892 help@support.lis.illinois.edu Hillary’s email: greer6@illinois.edu Kate’s email: kmrojas2@illinois.edu