Frequently Asked Questions
DU Box - Collaboration
Can I share folders and files with someone who does not have a Box account?
Yes, just send them the link as part of the normal sharing of your folders or files and they will be granted access according to the privilege settings you have given them.
How do I sign up for a personal Box account?
- Go to https://account.box.com/ and click the Sign up link in the top right of the page
- On the plan options page click Individual Plans
- From Individual Free option - the box one on the left of the page, click the Sign up option
- Enter the required information in the Lets get started form and click Continue
- Ensure the Box individual option is select and click Submit
- From the email account you registered with Box in step 4, look for an email title Please complete your Box signup and click the Verify Email button
- Enter your email at the Box sign in prompt (the address you regestered with Box in step 4) and click Next
- Enter you Box password and click Next
- Choose For Personal Use and click Next
- At the bottom of the Sharing page, click the link to Skip this and go straight to Box
Points to note:
- If you plan to use Box after you leave Durham University and you use your Durham email address to sign up for the service, you will need to change the primary email address linked to Box
- You should use a seperate password for Box i.e. not the same password you se for your Durham University Office 365 account
- Support for personal Box accounts is not provided by CIS, you should raise any issues or questions with Box directly
- The Box community site can be found at https://community.box.com/
How is the sharing of files or folders structured?
Box uses a waterfall privilege process. Sharing rights given to a folder will automatically be given to all subfolders within it. Therefore it is important to ensure a clear file structure that supports easy identification of work that is for internal purposes and what could be for external collaboration. To support this, it is good practice to indicate in the folder name whether the folders are for INTERNAL use or for sharing, using a preface of DU. Be mindful of the sharing privileges that you set and the subfolders that will be automatically be given the same access.
Individual files and folders can be shared by sending a link, with the appropriate privilege settings defined as part of this process i.e. whether people can only view the documents or edit them.
Further information is available in the videos on these links:
Should I share folders with DU staff who do not have access to DU BOX or my research students, and can they upload files to my account?
Files and folders can be safely shared and different permissions given (including granting DU staff and research students the permission to upload files) as defined by the privilege settings set by the account holder. However, it is important to ensure that access is only granted where it is appropriate to do so. This is especially important when sharing folders as sub-folders would also be shared with individuals.
If you have a Durham email address but do not qualify for your own DU Box account, i.e. non academic member of staff or a student, then two options are available to access (and add to, subject to the folder owners access levels granted) shared content:
1. Collaborators can share using a non Durham email account, such as Yahoo or Google, or
2. Users can create a personal Box account using your Durham email address at https://box.com/signup/n/personal
When using a box personal account, you will need to choose 'Not part of Durham University' when signing in.
Staff and students using a free personal account will be limited to upload limits of 250Mb and a total storage space of 10GB in their personal area. These restrictions will not apply in any folders that have been shared, and are owned, by a supervisor. Instead the DU limits will apply, namely uploads of up to 15GB for a file and largely ‘unlimited’ storage.