Box
Box is a secure content-sharing and collaboration cloud service that is accessible from anywhere and from any device with a network connection. For a comparison of Box and our other data storage options, review the storage comparison table.
VPN is not required for cloud services such as Box. For a better experience, IMSS recommends not connecting to VPN while using Box.
Caltech's Enterprise Box license is free to use and features:
- Utilize 50GB free individual storage space to store and organize your documents and other files in the cloud.
- Request up to 200 GB in additional storage.
- 1 TB storage for groups, centers, departments
- File uploads up to 50 GB in size
- Version history
- Full-text search and file access stats
- Login with access.caltech credentials
- FERPA and HIPAA protection
- Create and edit documents using Office Online
Storage Limit Changes
Effective June 1, 2022, Caltech users may request up to 200 GB of storage for individual accounts at no charge. Additional storage is available with a PTA.
Here are some steps you can take to reduce your storage volume:
- Empty your trash
- Remove unused files
- Read more about alternative storage options
Request a Box account upgrade to 200 GB
Submit a ticket via https://help.caltech.edu (Request Type: IMSS > Applications - Administrative > Cloud Services > Box), x3500 or help@caltech.edu.
| Storage Limits | Cost | Effective Date |
|---|---|---|
| Individual account <200 GB | No Charge | June 1, 2022 |
| Individual account >200 GB | $10/100 per GB or $100 per 1 TB per year | June 1, 2022 |
| Departments, Research Groups and Center <1TB | No Charge | June 1, 2022 |
| Departments, Research Groups and Center >1TB | $100 per TB per year | June 1, 2022 |
How can I check my current storage limit?
- From a web browser, login into Box, then click on your profile photo, select Account Settings, and scroll to Account Details.
- From the Box Mobile app home page; click on your profile photo and see the storage usage next to your Account information at the top of the screen.
Getting Started
- Go to https://caltech.box.com, click Continue
- Alternatively, if you attempt to login directly from http://box.com, you will see this login page. Click on "Sign In with SSO".
- Enter your Caltech preferred email address. IMPORTANT NOTE: Enter the address that appears on your Caltech personnel directory listing (http://directory.caltech.edu).
- Login with your access.caltech credentials
Mobile Devices and Box Sync
- Download Box for mobile devices or Box Sync for Mac/PC desktops from https://www.box.com/box-for-devices/. Install as directed.
- Launch the app and choose the option to Use Single Sign On (SSO)
- Enter your Caltech preferred email address. IMPORTANT NOTE: Enter the address that appears on your Caltech personnel directory listing (http://directory.caltech.edu).
- You will be transported to a Caltech login page where you can enter your access.caltech credentials
Using Office Online with Box
Caltech's Office 365 subscription enables users to use Office Online with Box. When you try to create or edit an Office document, you will be prompted to login with an Office 365 account.
- Select the option to sign in with a work or school account
- Enter your access.caltech username in the form username@caltech.edu (e.g. jsmith@caltech.edu) and click Sign In
- You will now see the Caltech Office 365 login page. Login with your access.caltech username in the form username@caltech.edu (e.g. jsmith@caltech.edu) and password.
- If using Box on a mobile device, the document will open in the Office application and you will need to do the following to grant access to Box
- Select the option to Use Single Sign On (SSO)
- Enter your Caltech preferred email address. IMPORTANT NOTE: Enter the address that appears on your Caltech personnel directory listing (http://directory.caltech.edu).
- Finish by clicking the button to Grant access to Box
Group Box
Group Box can be used to collaborate on files related to a department, team, project or initiative. You may select the name for your Group Box folder and assign an owner for it.
One of the major benefits of having a Group Box folder is that the files are not associated with a specific user account. Instead the files belong to the group. This is particularly helpful as Box files associated with a specific user get deleted when the person leaves the Institute.
Instructions
To request a Group Box account submit a ticket via https://help.caltech.edu (Request Type: IMSS > Applications - Administrative > Cloud Services > Box), x3500 or help@caltech.edu.