If you’ve been looking for ways to get the most out of Box — UCOP’s file storage solution — you’re in luck! UCOP Information Technology Services has released a new quarterly newsletter filled with helpful Box features and tips. Read on, and get ready to make the most of Box.

Sign up for live Box training

Learn from subject matter experts how to maximize Box. These classes are for all levels of expertise, and you can register via the links below.

Box Fundamentals
Next offering: May 14, 10 – 11 a.m. (Note: Registration will be live soon at this link!)
This course will give you an overview of Box, the cloud-based service that provides our secure file storage and file sharing. Topics covered include how to use Box, collaborate inside and outside of UCOP, comment directly on files, folder permissions, shared links, and many other tips that will help you when using Box. Administrators from IT will be on hand to answer your questions and review the best features of Box.

Box Advanced
Next offering: April 16, 10 – 11 a.m.
Want to know how to store sensitive data securely in Box? Interested in how to get data into Box via email or URL? Sign up for this advanced Box class. We will cover a variety of topics, including setting up alerts to monitor folders and using Box groups to manage department collaborations. Take collaboration to the next level!

Helpful quick tips to improve your Box experience

Quick Tip #1: Coauthor with collaborators in MS Office products

Did you know that you can now coauthor with your collaborators in real-time using your locally installed Microsoft Office applications and Office 365? To do so, enable Box as a storage location in MS Office. Here’s how:

• Open any MS Office application
• Select File > Office Account
• Under Connected Services, click Add a Service
• Select Storage > Box
• Enter your credentials and authenticate with DUO

Quick Tip #2: Use Box Classifications

Are you storing sensitive data in Box? If so, add a classification for an extra layer of protection. There are two classifications available to choose from:

1. P3 – Examples include PII Personally Identifiable Information, Personnel Records, Student Records (FERPA)
2. P4 – Examples include SSN, PHI, Credentials/Passwords, Credit Card Numbers

Learn more about Box Classifications and how to assign them.

Quick Tip #3: Create Box Collections

Do you ever find yourself struggling to locate a folder or file on Box? Did you know that you can use “My Collections” to easily create groups of folder and files into a logical structure? Functioning similarly to Favorites, you can find “My Collections” in the left sidebar of the web application to organize your content so that it can be found quickly. Learn more about using Box Collections.

More Box resources

We’ve put together a variety of tools to help you get the most from Box. Visit the Box Getting Started folder (UCOP log-in required) to access many helpful resources, including the Box User Guide. Also, feel free to take advantage of Box University for other useful tips and training courses!

As always, please contact the UCOP Service Desk at servicedesk@ucop.edu for any questions with Box.

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