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Information Technology

Box

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Box is a cloud-based storage and collaboration service that allows files to be securely stored and accessed from any device.

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FAQ

  • Allows access to your files wherever you have an internet connection
  • Syncs files across devices so you always have the most current version
  • Enables real-time collaboration, so multiple colleagues can edit the same document at once—eliminating version confusion or accidental overwrites
  • Gives you the ability to share files with colleagues at TCU or beyond.  Be careful when sharing private or sensitive files and abide by TCU's Data Classification Policy

Your TCU account is allotted 25GB to start.

If you are the owner of a folder, then all files uploaded or added count towards your storage limit. For example, if a collaborator adds files to a folder you own, then their files will count towards your storage limit. 

To obtain a storage increase, you will need to provide a business case and have reviewed that the files need to be in Box instead of another TCU storage location.

For example, if you maintain annual folders with records from the past ten years, consider moving older files to your department’s network storage and keeping only the most recent few years in Box if those are accessed regularly.

Contact the IT Help Desk to discuss storage tips, consolidation, and increases.

If you are an employee and want to have a student worker or graduate assistant set up files or folders in Box, make sure that you first create the folder for them to use. Then give the student access to the folder. This way, you will retain control over the survey and the data after the student graduates.

Alumni

When you graduate from TCU, access to Box will remain active until your graduation date.

Make sure to download your files as soon as possible before your access period ends on your graduation date.

TCU is not responsible for data lost after a TCU account has expired.

Former Students

If you leave TCU but do not graduate, access to Box will remain temporarily active until your access period ends. This typically occurs after the 12th day of the next semester when you have not enrolled in classes by that point.

If you are leaving TCU, even temporarily, make sure to download your files as soon as possible before your access period ends.

TCU is not responsible for data lost after a TCU account has expired.

Employees

Box access ends when your employment ends (i.e., your termination date), and shared collaborations will no longer be visible to others.

If you’re an adjunct teaching intermittently, be sure to back up important files to avoid losing data.

If you are leaving TCU permanently, it’s essential to transfer ownership—not just co-ownership—of files to another TCU user to ensure continued access.

If you are an employees who is also an alum of TCU, while you will retain your credentials to still access your email, your Box access will end upon your termination date.

TCU is not responsible for data lost after a TCU account has expired.

If a colleague is leaving TCU permanently, it’s essential to transfer ownership—not just co-ownership—of files to another TCU user to ensure continued access. 

Encourage them to work with their supervisor to ensure all relevant files are transferred before their final day of employment. 

Instead of logging into Box through your internet browser each time you need to access your files, you can add Box Drive to your computer using these directions.

  1. Go to https://www.box.com/resources/downloads
  2. Download the Box Drive App that is appropriate for your platform (Windows or Macintosh)
  3. Find the downloaded file which is usually located in your Downloads folder
  4. Double-click the file to install Box Drive
  5. After installation, open the Box Drive app and login.
    • Windows users will see a new shortcut for Box Sync located in File Explorer
    • Macintosh users will see the new shortcut for Box Sync in the Finder
In order to make Box content available offline:
  1. Navigate to your Box folder in Explorer or Finder.
  2. Right-click on the folder you want.
    • Only folders to which you have download permission can be made available offline. Also, you cannot make individual files available offline.
  3. In the context menu that displays, click Make Available Offline. 

Option 1: You can download the app from your mobile device's app store

Option 2: Visit: https://www.box.com/resources/downloads and find the Box Mobile section. Choose the download for your iPhone/iPad or Android.