DePaul University Information Services > Services > File Storage > Box FAQ

Frequently Asked Questions

Who is eligible for Box?

​All current Faculty, Staff and Students are eligible.

How do I get a Box account?

Click on this link​ and login with you Campus Connect credentials.

How much data can I store in Box?

​DePaul's Box enterprise account has unlimited storage.

What can I store in my Box account?

You may store personal data or DePaul data.  Regarding DePaul data that may be stored on Box, DePaul's  Access to and Responsible Use of Data Policy governs where and how DePaul data should be managed.  For an overview of types of data and where they should be stored, please refer to the chart on the Box page.  If you have any questions, contact security@depaul.edu.   ​

What is the maximum file size I can upload to Box?

​Currently there is a limit of 15GB for a single file upload to Box.

Are there any limitations to file names that can be uploaded to Box?

There are some limitations regarding the length of file and folder names, as well as certain special characters which should not be used.  
Box provides some guidance here as to these limitations, as well as the best upload method to choose depending on how much data you are trying to upload.  Please be aware that DePaul does not allow users access to Box via FTP.  

Can I only share files with people associated with DePaul?

No, y​ou can share files with anyone inside or outside of DePaul University, just type in their full email address.​

What is the difference between collaboration and sharing?

Collaborators must have a Box account, while those you share files with do not.  Depending on the access permissions you grant, Collaborators may update or re-share files you collaborate with them on.  Those you share files with may only preview or download files.  Box provides a detailed overview of this topic which you can access here

Why is box asking me to create a new account when someone shared something with me?

​When someone collaborates or shares with something with you in Box, they need to share it with an email that is tied to your Box account.  Ask them to share it with your DePaul email (either your @mail.depaul.edu or your @depaul.edu email). 

What are the different permissions collaborators can be granted and what do they mean?

Permissions description for Box collaboration
Note: If a collaborator is granted Editor permissions, they will be allowed to add additional collaborators. DePaul strongly recommends you invite other collaborators with Viewer Uploader permissions, unless you need them to invite others on your behalf.

There seem to be multiple options to open a document for editing in Box, which one should I use?

Depending on the type, and possibly even the version of the document, you may have different optoins available to edit it.   One option that is available for DePaul users is the online version of Office integrated into Box.  The online version of the Office apps only work with xlsx, .pptx, and .docx files; if you are opening .xls, .ppt or .doc files, you'll only see the option for the Desktop Office program.  This option lets you create and edit Microsoft Word, PowerPoint and Excel files directly in Box, edit them using the Office Online web applications, and save them directly back to Box without downloading the file locally or adding additional programs or applications. In addition, Office Online integration supports concurrent editing, so you and others can collaborate on documents in real-time.  

Another option is to use BoxEdit,  Box Edit is a standalone app you must download and install on your computer, and it supports editing of any dcoument type you can open on your computer, such as Microsoft Office files, text files,  etc.  BoxEdit does not allow simultaneous collaborative editing, but will generate a new version of the file each time someone opens and saves it with BoxEdit.  Additional details on BoxEdit can be found here.  

One other option is to download a document from Box, make changes to it locally, and then load it back into Box.  This method of updating files is good for offline editing, but may cause problems when collaborating on files, so it is not always recommended for collaboration.  

A file was deleted, how can it be recovered?

Box has a very helpful article about deleted files and how to restore located here​.

How long are files retained in the Trash?

​Files are retained in the trash for 90 days.

Can I use my mobile device to access Box?

Yes​, Box has mobile apps for iOS and Android that can be downloaded from the App or Google Play stores​.

When logging in make sure to choose the "Use Single Sign On (SSO) option.

How can I check if Box is currently having technical problems?

You can​ visit this page ​to view the status of Box.  While there you can also subscribe for updates to let you know if there are any issues. 

I'm leaving DePaul, what will happen to my Box data?

DePaul Students 

DePaul students will receive an email at the time they are no longer an active student (either upon graduation or leaving DePaul), informing them that they have 60 days before they lose access to their data.   After those 60 days have passed, former students will no longer have access to their data, so we strongly encourage everyone to take the opportunity to save any data they would like to keep in another location.  

DePaul Employees

DePaul employees will lose access to their Box data once their employment ends, unless they are continuing as an active student, in which case they will retain their access.  If you are a DePaul employee, please take all steps to take care of your data in Box before you leave.   Save any personal data to another location, or you will lose access to it once you leave.  You should also work with your manager or other peers as needed to transfer ownership of any DePaul related data by making someone else the co-owner of that data.  If you make someone else the co-owner of data in Box, when you leave, they will take over ownership of it. 
​​

Will Box replace the U and W Drives for DePaul employees?

Box is offered as an additional service option for DePaul employees to choose from.  IS encourages each employee to choose the storage options which best meet their personal needs, departmental needs, and respect DePaul policies concerning the handling of sensitive data.  Evaluation of service usage and needs will be performed on an ongoing basis and will inform whether to change any of the service options in the future.  In an effort to contain costs, please make reasonable efforts not to waste space on the U and W drives.​
​​If you still have additional questions you can visit the Box Community​ to search for more help.