Use shared account folders for files that need be accessed/owned by a unit, team, group, or department.
Shared accounts provide unlimited collaborative storage. The data is owned by the shared account and remains in the shared folder, eliminating the need to transfer ownership between individuals when group members change. Offboarding is also made simpler as collaborators can be reassigned easily. Files placed in a shared account folder count against the quota of the shared account, not the individual who creates the files.
Use individual accounts for files that are personal, only needed by you, or only need to be shared on a limited, ad hoc basis.
Note that the individual
Be informed about sensitive and/or regulated data permitted in
Keep up to date by checking the Sensitive Data Guide to IT Services. Note that separate guidance is provided for Core Apps (Official Box Apps) and Non-Core Apps (third party apps that are not covered by our contract). Ensure that you are always abiding by your local U-M policies.
Take advantage of multiple levels of sharing and collaboration.
There are several way to invite your colleagues to collaborate with you on a folder. You can use a shared link to make the folder or individual files within the folder available to anyone, all U-M users, or specific collaborators.
Adjust your notifications.
Tired of getting notification emails from Box? Or maybe you'd like more. You can adjust your notification settings for your account or for a single folder.
Sync only what you need to have available to you offline.
By limiting the number of files you sync there is less chance of experiencing sync issues. Also, files on
Sort by Date.
Sorting by date puts your most active files and folders at the top of your list. Sorting by date when combined with Box Search and Box Edit make it easy to find what you need and get to work quickly and efficiently.
Box Search is a powerful tool for finding your content. You can perform a quick search by simply typing in your search term. Click the magnifying glass to access advanced search features. Use a consistent, logical naming protocol to make searching for files and folders easier. Consider using a YYYYMMDD or YYMMDD format for dates so that files sort chronologically.
Use Box Edit to easily edit your
To do this you must have the editing application installed on your computer. You should also take advantage of the opportunity to lock your file so no one else makes changes while you are editing.
Use Box Preview.
Preview allows you to present from Powerpoint, even without the software installed! (However, it will not play animations so plan accordingly as you develop your presentation.)
Use Box Notes.
Box Notes is useful for simple collaboration tasks such as taking meeting notes or discussing folder content with others. While Box Notes is simple to use and allows for simultaneous editing, it doesn't have as many features as Google Docs.
Bookmarks function as links to web pages and other items using a URL, much as they function in web browsers. If you work with files in Google Drive, you can create bookmarks in your Box folder to link to them. They appear in the folder just as any other file and have the commonly used weblink symbol on them.
Use folder and file properties.
The folder and file properties function is useful for adding a description, instructions, or explanatory text to a folder or file.