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We have some exciting news to share about the M+Box service: The University of Michigan and Box recently finalized a Business Associate Agreement (BAA). This means M+Box can now be used for storing protected health information (PHI) governed by the Health Insurance Portability and Accountability Act (HIPAA).
Please note the following important points regarding this change:
While it will be permissible to store PHI in M+Box, individuals must still follow the protocols and procedures of the university and their unit in regard to handling and sharing protected health data. (For more information see U-M's Sensitive Data Guide to IT Services and Using ITS HIPAA-Aligned Services: What U-M Units Need to Know.)
As part of the negotiation process, U-M also recently renewed its service agreement with Box for three more years. With the renewal, U-M's space allocation doubled to 400TB while our rate remained the same. The agreement will auto-renew at the end of the three-year period.
Feel free to share this information with those in your unit or department that might be interested. Contact the ITS Service Center if you have questions or need assistance.
Welcome to the first installment of M+Box Monthly Updates! We want to make sure we are sharing what's happening at Box, but we don't want to overload your inbox. Instead, we'll send out a Monthly Update of Box news and happenings. (You will still receive separate notices for significant changes and feature enhancements to M+Box.)
Here is what happened in July:
Here's an update showing how M+Box is doing on campus. Note the downward blip in accounts and storage at the beginning of April. That was when our deprovisioning went into effect and moved those who had become alumni or retirees into a free Box account. Box allows our alumni and retirees to retain the 50GB of quota they got at U-M, one of the benefits of our Box contract.
M+Box by the numbers as of June 27, 2014
Box has done some reorganization and consolidation of resource material created for onsite Help Desk centers and Training Teams. Click the following ink to find Box help materials.
Back in January, we announced the availability of Box Sync 4, an upgrade to Box Sync 3 that delivers improved performance and reliability. Box has advised us that they will decommission Box Sync 3 in the coming months and will soon begin to prompt users of version 3 to upgrade to Box Sync 4.
Our records show that there are approximately 1,800 M+Box accounts that are still running Sync 3 on one or more devices. Next week, we will reach out to these users directly regarding the decommissioning of Sync 3 and encourage them to upgrade.
NOTE: The upgrade to Box Sync 4 requires administrative rights to affected machines. Users without administrative rights will be advised to contact their local IT staff for help. Once the upgrade is complete, future updates will occur automatically. Read our Box Sync 4 Upgrade FAQ for more details. (MiWorkspace computers have already been upgraded to Box Sync 4.)
Please contact the ITS Service Center if you need additional information or assistance. Thank you!
M+Box users are now able to upload files up to 10GB in size, twice the previous 5GB limit. This is very good news for the M+Box community, but there are a few important things you should keep in mind:
For more information on how to determine and improve upload speeds, see How Can I Optimize My Upload Speeds?
Microsoft ended support for Windows XP this past April. There will be no further updates to XP, which makes the operating system significantly less secure for users. In order to best allocate development resources, Box is moving to end Sync support for Windows XP in the coming months.
Approximately 1% of Box's enterprise users are using Sync on Windows XP. However, we realize it may be a big change for those still using it, so we wanted to give you as much notice as possible. The final date for support for Box Sync on Windows XP is still to be determined, but it may be as early as late August.
Please see Microsoft Ended Windows XP Support in April 2014 for more information about the end of life of Windows XP.
If you have any questions, please contact the ITS Service Center for help.
Box recently announced collaboration and sharing improvements to the Box interface. These changes, which should be available by the end of June 2014, will make it easier and more intuitive to see who you are collaborating with and how. For detailed information, see Sharing And Collaboration - What Changed? (NOTE: This documentation includes information on "Collaborated Groups." This feature is not enabled for the version of Box used by U-M, so that information does not apply to UMICH users.)
Box Sync 4.0 now supports syncing of Mac package files to and from Box. You might also know these files as Mac bundles. An example is iWork files. If you have not yet upgraded your Box Sync client to version 4.0, now is a great time.
If you haven't already, now is the time to download Box on to your mobile device. Box recently launched mobile apps for both Android and IOS. The new and improved apps for mobile devices are faster, easier to use, and provides better content viewing. Download the app from the app store on your mobile device. Note that if you already have the Box app on your mobile device, you may be asked to re-authenticate when you log in.
We want to let you know about a new Box feature called Box Notes that will begin to roll out gradually to UMICH users this week and should be complete by early June. Here are some key points about Box Notes and the rollout:
Box Notes is an easy-to-use document creation tool built natively in Box. With Box Notes, you can quickly take notes, share ideas, and collaborate in real-time with your team—all without leaving Box. The notes are web-based documents (similar to Google Docs) and do not require any other software to create, view or edit.
Box Notes will be activated in your account automatically. You will see this notification when it is available. During the rollout there might be a time when some users have Box Notes and some do not. If this occurs, those without Box Notes will still be able to read and edit notes created by others.
NOTE FOR USERS OF BOX WEBDOCS: Box Notes will replace Box WebDocs. When you get Box Notes added to your account, you will lose the ability to create new WebDocs. However, you can continue to access and edit existing WebDocs. Later this year, Box will migrate all existing WebDocs to a new format. The exact migration plan is still being determined. We will provide more information in advance of the migration. You can find details about the replacement of WebDocs by Box Notes on the Box support site.
If you need help or have questions, please contact the ITS Service Center.
Were you aware there is more than one way to invite collaborators to your M+Box folders/files? Instead of inviting individuals to collaborate, you can create an Invite Link to the folder with the appropriate Access role, copy the link provided and send it to individuals, or a group. Do you need different roles for different groups? Choose a different Access role from the drop-down and copy and send the new link.
Try this the next time you want to use your M+Box account to accept class assignments. Create a folder to receive assignments, then send them a link to the folder using the Uploader Access role and they'll be able to upload their own work without viewing other students' work.
Will you be on central campus in May? Bring your laptop or mobile device and join us at one of our drop-in sessions to talk to an expert and get answers to all of your collaboration tool questions. No appointment necessary! See below for dates, times, and locations or download our flyer to advertise the sessions in your area.
We want to share an upcoming change to M+Box. Box will release a new login page design in the next week or two that will improve your login experience by making it consistent across devices and platforms. Here's a preview of the new look:
Your same user credentials will work with the new design and no functionality is changing—just the look and feel.
Note that the "Not part of University of Michigan? Log In or Sign Up Here" button allows you to login with your external Box password.
If you have questions, please contact the Box help site.
Hello members of the MBox Updates email group,
I want to give you an update on Box and Heartbleed, since I know that some M+Box users have questions. Please share this information to others as you feel is appropriate and needed.
Like many other Internet providers, Box was running vulnerable OpenSSL software when the OpenSSL Heartbleed bug was exposed. They quickly took the necessary steps to prevent data exposure. After this work was done, Box sent emails to potentially impacted users recommending that users change their password.
I hope this helps clear up some of the confusion about the email you may have received from Box.
Thanks for your attention to this important security issue.
There are several Box workshops at this year's Enriching Scholarship. Take a look at the Collaborate Calendar for dates, times, and a description of available workshops. The workshops are free so find one that fits your schedule and register at Teaching and Technology Collaborative!
We wanted you to see how M+Box is growing on campus, so we'll be providing these updates once a quarter. Notice how while we see steady growth in storage and users, the biggest steady increase is in the number of collaborations.
M+Box by the numbers as of March 28, 2014
If you have been creating search queries in Box and saving the URLs for future use, this information is for you.
In the coming weeks, Box will be changing the search URLs from
Box will continue to support the old search URLs after this change is made, but recommends that you update any searches queries that you've bookmarked or saved to support the new URL.
There are 3 ways to easily receive files in M+Box, from anyone, anywhere, anytime. They are quite different, so pick the one that fits your needs.
First step is to create a folder to accept files.What you do next depends on the method you choose.
Upload via email attachment
Access the "Upload Options" menu on the folder through the triangle to the right of the folder name (or by right-clicking the folder name). Choose "Upload Option" then "Email Files to this Folder". Copy the email address shown in the resulting window. Attachments emailed to this address are placed in the folder. The message itself is not retained.
TIP: You can create an MCommunity group to provide a more friendly email address, e.g. email@example.com. Add the Box-created upload address as an external member of the group.
Upload via web
Access the "Upload Options" menu on the folder through the triangle to the right of the folder name (or by right-clicking the folder name). Choose "Upload Option" then "Embed Upload Widget". You can embed the provided code in a web page. But if you just want to use the widget on its own, click "Preview this widget", copy the URL in the address bar and provide it via email or other method.
TIP: You might want to use a URL shortener, like goo.gl, to get a more manageable version of the link, e.g. http://goo.gl/NBAP9c.
Invite collaborators with Upload Only permissions
Add collaborators to your folder and assign the access level of "Uploader". This allows your collaborator to copy or move files into that folder in Box but not view or change any of the files in the folder.
NOTE: M+Box deprovisioning went live on February 15, 2014.
Beginning this weekend, MCommunity will be used to automatically remove or change access to M+Box accounts for those who lose eligibility due to a loss of, or change in, university affiliation. This will make getting and losing access to M+Box consistent with other service access managed by MCommunity in that users (with the exception of sponsored affiliates) will be notified via email 30 days before their access ends or changes.
The Box Education team has made available a new series of FREE courses.
You can get a quick reference to the new series here: Box Basics Drop-In Series, but here are the basics:
1) Sharing Made Easy (And Secure!):
Reviews how to share content using Box. This includes when to use shared links and when to invite someone as a collaborator. At the end of the class, you'll know how to pick the perfect role or adjust the settings on shared links to fit any situation.
2) Creating And Organizing Your Folders:
Discusses the three most common types of file setups and how to create a structure that supports easy access to those who need it.
3) Working Together Efficiently:
Play the part of a project team member and learn how Box makes collaboration easier by delving into comments, tasks, group editing (Box Edit), notification settings, and access stats.
4) Revolutionizing Your Day With Box Apps:
You'll have a chance to play around with some of the key Box apps that can save you and your organization a lot of time and a lot of money! (Including Box Edit and Box Sync)
Each 30-40 minute class is taught once a week. And, at the end of each class there is an open Q&A where participants can ask any questions they'd like! (Sessions have limited seats available)
These two add-ons to M+Box make working with files even easier. Box Edit is an add on feature that allows you to create and edit files directly on Box. Box Sync allows you to download Box folders to sync to your computer. Both Edit and Sync are great tools for working with files stored in M+Box. Which one should you use? View and download the collection of materials in the M+Box Shared Folder and find out if Box Edit or Box Sync will work best for you.
Beginning in mid-February, MCommunity will be used to automatically remove access to M+Box accounts for those who lose eligibility for them due to a change in, or loss of, affiliation with U-M. Those who lose access to M+Box will be notified via email 30 days in advance. New alumni and retirees with M+Box accounts will keep their 50 GB of free storage in a converted personal Box account.
If your affiliation is changing from one university affiliation (faculty, staff, or student) to another (alumni or retiree):
If you lose all affiliation with U-M, you will lose access to M+Box:
For more detail:
Box Sync v 4.0 is now available for Mac OSX and Windows. Here's how get on the latest version to take advantage of new features, improved performance, and a better overall experience:
Please note the following:
New features to try out with Sync 4:
And some big improvements under the hood:
To learn more about Sync 4.0, please see the documentation on the Box support site. Also see the M+Box website for information about how U-M has implemented Box on campus as well as specific information about Box Sync 4.
Box has announced a new Box for iPhone and iPad app that will be available for public download starting January 14. Current users will automatically receive a prompt to update when the app is available.
There are some important differences between the new app and the old one.
Please note, the new app is only available to devices running iOS6 or iOS7. Any devices running earlier versions of iOS will retain the old app. This mainly impacts the original iPad, which runs iOS5.