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What Kinds of Tasks Can I Accomplish with My Secure Online Storage at UMass Amherst Account?

A Secure Online Storage at UMass Amherst account allows you to store, share, and collaborate on files. While not an exhaustive list, the examples below illustrate what you might do with Box.

Collaborate on a project with a group

Bring the group together by creating a collaboration folder to store the project files centrally with access via multiple devices, platforms, and applications. Use Box's commenting feature to discuss files. Comments can be directed to specific group members by typing @group member's name. Group members will always have access to the most up-to-date files in Box, and older versions can be retrieved with version control. Group members can also be assigned tasks on files to help simplify the workflow of the group.

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Manage your group

Maintain all of your group's files using a role account. By using Box, group files are easily kept in one place and stored from year to year.

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Save photos or videos taken from your mobile device

The Box mobile application allows you to shoot and upload photos and videos directly to a designated folder. Once you've uploaded a file, use the app to share it with collaborators and add comments for discussion.

Save class notes taken on a tablet

Use Box in conjunction with note-taking apps, such as Notability, and save notes directly to Box. Notes can then be accessed and reviewed later from any device with Box access.

Send a file that is too large to email

Send a Box link to the file with downloading permissions enabled. Files up to 15 GB can be stored in Box. As a best practice, when uploading to Box a file, set of files, or folders that exceed 1 GB, use the "Upload Folder" feature to streamline the upload.

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Coordinate an event

Use Box's file sharing and collaboration features, such as commenting, collaborator permissions, and version control, to coordinate an event. You can distribute event materials by embedding a folder with open access on the event's website. Attendees can download the materials from the embedded folder, while staff continue to collaborate in Box to keep the materials up to date.

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Distribute files to a group

To distribute files to students, you can add them as collaborators to a folder or give them a link to access the folder and download files. For example, to share files that you want students to view but not download or share, add the students as Previewer collaborators or send them a preview-only link. If you want students to just be able to download a file, you can send them a download-only link. There are multiple permission levels to meet a variety of specific needs.

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Gather feedback on a project proposal

Send a collaboration invite link to colleagues that allows them to invite themselves into a folder if they wish to give feedback. Set the folder properties to hide all collaborators within the folder so that the source of the feedback is visible only to the folder owner. Collaborators can then comment on files and share their thoughts more openly.

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Share files with individuals outside of UMass Amherst

You can share a Box file with people outside the UMass Amherst community by sending them a link to the file. When generating the link through Box, you can set the viewers' downloading and previewing privileges. The access level of the link should be set to "open", so that Box users who do not have a Secure Online Storage at UMass Amherst account can still preview and/or download the file. You can set a password for the link if it must remain secured.

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Collaborate with Box users outside of campus

With the proper collaborator permissions, you can invite users anywhere in the world as collaborators on a file; you can also send them links to the file or folder. They can be Box users at other institutions or create their own Personal accounts at

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Manage a hiring committee

Set up a Box folder to hold all of your applicants' resumes and cover letters, and create a ranking spreadsheet. Invite hiring committee members as collaborators with editor rights and start evaluating candidates. Put your list of questions in a Box Note. Create a copy of the list for each candidate you interview, and all committee members can add their impressions of the responses in real time during the interview. After the interviews, committee members can add their rankings to the shared spreadsheet. When the hiring is complete, remove the collaborators and use the folder as an archive.

Coordinate departmental communication with students

Departments often provide forms, brochures, and similar information to students on their departmental website. Using Box Embed, departmental staff can keep those documents up to date via their Box account, without having to access the website directly.

Many offices maintain a direct relationship with individual students during their time at UMass Amherst. For instance, a graduate student may share a number of forms or files with a department or advisor. Using Box, an office can create a space to maintain the documents of this relationship while a student is at UMass Amherst, and even after the student has left the university.