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Archive for the 'Box' Category

Your Options for Storing and Sharing Documents Online at IU

Illustration of cloud computing.

As a member of the IU community, you have some great options for online document storage, sharing, and collaboration. This post will give you an overview of Box at IU, Google at IU, and Office 356. Visit the IU Knowledge Base (KB) to see a full comparison chart for the three services.

Box at IU

With Box at IU, you can collaborate with people at IU and elsewhere on documents, spreadsheets, presentations, and more. Storage on Box at IU is unlimited, the maximum file size is 15 GB, and you can upload any file type. This service is a best for general purpose file storage and sharing.

Box at IU is acceptable for storing data classified as Restricted. This type of data may not be accessed without specific authorization. Two examples of Restricted data are a student’s grades and the home address of an employee. Learn about the different types of institutional data on this page.

With Box, you can edit Microsoft Office documents in your browser using Office Online, or open documents with your desktop Office applications. Box for Office Online automatically saves files as you work, and each auto-save creates a new version.  Box retains the 100 most recent versions of your Office documents.

Google at IU

 

Google at IU is similar to Box at IU. Storage is unlimited, and you can share and collaborate with both IU and non-IU colleagues. The maximum files size is 5 TB, and Restricted data is permitted here.  With this service, you’ll use Google Docs, Google Sheets, and other Google applications. Your file storage is on Google Drive. Google also offers version control for your documents.

Groupspaces is a useful feature that might make Google at IU the preferred choice for those involved in projects, committee work, organizations, and group activities. With Groupspaces, you get template consisting of a Group, a Calendar, and a Site. Watch this IT Training webinar to find out to get started with Groupspaces. Check out this post for more info on Google at IU.

Office 365

Office 365 is similar to the other services, but it offers only 1 TB of storage and a maximum file size of 10 GB. University-Internal data is permissible on this service. This data may be accessed by eligible employees and designated appointees of the university for purposes of university business. This type of data is a level below the Restricted category.

There are a few downsides to Office 365 including:

  • You cannot transfer ownership of files to another person.
  • There is no commenting feature for files and folders.
  • It doesn’t allow group accounts.

About Accessibility

If you’re concerned about accessibility, be aware that Google at IU and Office 365 may not offer the best experience for people with disabilities. Box, on the other hand, offers an accessible interface (https://a.box.com) that might be easier to use, but it only provides a subset of service’s features.  Keep your audience in mind when choosing a collaboration tool.

Making a Choice

In the end, the tool you use is a matter of personal preference, so be sure to check the comparison chart in the KB. You will likely end up using more than one of these services during your time at IU.

Mobile apps to use at IU

Illustration of hand using touch screen to access app icons.

The best way (as a rule) to interact with an online service on your smartphone or tablet is to use an app designed specifically for that service. University Information Technology Services (UITS) has some app recommendations to help you get the best experience when accessing IU systems. Here’s the rundown.

  • As of February 2, 2017, CAS logins for all IU faculty, staff, student employees, retirees, and affiliates require Two-Step Login (Duo). This means you’ll use the Duo Mobile app to access IU systems. Watch this video to see how the app works.
  • I’ll include  Adobe Connect Mobile in this post because IU still uses Connect for conferencing and collaboration. However, the service goes away on August 31, 2017.  Learn about the replacement for Adobe Connect in the next section.
  • Zoom is IU’s new collaboration tool, and IT Training has already adopted it to deliver webinars and online workshops. Zoom’s mobile app is available for iOS and Android. Use it to attend our webinars, but stick to the desktop app for interactive workshops. For best results, enter the event URL in your device’s web browser. You’ll be redirected to the Zoom app where you’ll join the webinar. Learn all about using Zoom in this IT Training webinar.
  • IU’s Unicom service is another option for communicating and collaborating. Read this KB doc to learn how to use Skype for Business/Lync on your mobile device.
  • Access your IU Box files and folders from a mobile device with the Box app. There’s an app for iOS, Android, Windows, and Blackberry. Log in using the Single Sign-on (SSO) option and your IU email address. You’ll be sent to the CAS authentication page.  There’s more about logging in to the app in this IU Knowledge Base (KB) document. You can also access the Box mobile site (box.iu.edu) with your device’s browser, but it offers limited functionality.
  • Canvas in a browser on your device is okay, but the interface can get a little unwieldy. The Canvas mobile app shows a simpler, more manageable view. Some Canvas features are not available in the app. Check this list to see what’s supported in the different operating systems.
  • Google at IU offers a variety of productivity and collaboration tools for use by IU students, faculty, and staff. The service’s mobile apps for Android and iOS include Google Drive, Google Docs, Sheets and Slides, Google Calendar, and more. Find out how to access your Google at IU account from this KB doc.
  • Looking to access IUanyWare while on the go? Download the Citrix Receiver and follow the instructions in the KB for getting connected. You can use IUanyWare with iOS, Android, Blackberry, Windows, and Chrome devices. Learn more about IUanyWare in this KB doc.
  • One.IU is your portal to all things IU. It’s optimized for use in your mobile device’s browser. iOS users can also access One.IU via the IU Mobile app.
  • If you’re on the Bloomington campus at night and don’t feel safe walking home, use the TapRide app to contact the Safety Escort service. Safety Escort is an IU-sponsored organization staffed entirely by IU students. The app is available for iOS and Android devices. You can also call 812-855-SAFE to arrange a pickup.

Be sure to check out Using your mobile device at IU for more tips on getting around online with your smartphone or tablet.

Got a favorite app? Comment and tell us about it.

 

Making Annotations in Box Notes

box-icon

Box at IU is more than just a simple, secure way to store your files online. With Box, you can share files and folders and collaborate with classmates and colleagues. One useful tool for collaboration is the Box Note. Box Notes are easy to create, edit, and share, plus they have tools you can use to annotate note content.

When you highlight text in a note you have the option to strike through the text, add a note about the text, or make the text a clickable hyperlink. The people you’ve shared the note with can see your annotations and make their own. It’s a great way to communicate about the work you’re doing. The video below shows you how to complete each of these tasks.

Be sure to check out these other IT Training Tips Blog posts about Box at IU.

 

 

Software at IU – a quick overview

One of the perks of being an IU student, faculty, or staff member is having access to low-cost and no-cost software. This quick post will give you a rundown of what’s available.

IUware

Let’s start with IUware. Go to the IUware website to download software to your computer. The site will detect what operating system you’re using and take you to the appropriate page. Software is available for PC, Mac, and Linux. Browse software titles by category or use the search box to find what you need. When you’ve found your software, follow the download instructions. You’ll be prompted to enter your IU username and passphrase if you’re not already logged into the Central Authentication System (CAS). Some software requires a product key. You can find keys to products you’ve downloaded by clicking the Keys and Licenses link at the top of the page.

Read the rest of “Software at IU – a quick overview” »

Start Building your Tech Skills Now

IT Training Workshops/Webinars August and September

Life at IU is easier when you’re tech savvy. That’s where IT Training comes in. We’re offering workshops and webinars in August and September, so you can start taking advantage of the tech resources available to you before the semester gets too hectic. Here’s what we’ve got in store:

Essential Resources

Tech for Collaboration and Learning

Software at IU

Logistics

You can view the schedule for these workshops and webinars here. Most of them are held online, and a few are in our classrooms at IUB or IUPUI. If you’re ready for more, browse our training schedule by date and plan a semester’s worth of tech learning! And to really fine-tune your skills, enroll in one or more of our certificate series.

Questions?

If you have questions, comment on this post or contact us. Don’t forget to Like us on Facebook and follow us on Twitter.

Have a great semester!

Authorizing Cloud Storage

Title image that says "Authorizing Cloud Storage," and has the logos for box, dropbox, googledrive, and onedrive

Technology is meant to make your life easier. But if you’re not using it properly, it can become a real hassle. Are you fed up with logging in to your Box account just to download a file on your computer or upload your homework that you just completed? Don’t worry, so are we–and we’ve got the solution for you!

Read the rest of “Authorizing Cloud Storage” »

20 Apps for Teachers and Students

title image stating '20 apps for teachers and students"

Tablets are everywhere! And mobile technology is becoming a bigger and bigger thing. Most places on campus are already wired and ready to go, so students can begin using their tables alongside computers. I’ve scoured the internet for some of the top iPad applications that are great for teachers and students! Here are 20 amazing apps… Read the rest of “20 Apps for Teachers and Students” »

Using Mobile Apps for Collaboration

Using Mobile Apps for Collaboration - View the Recorded Presentation

Need help or motivation for adopting some of the key mobile apps for collaborating at IU? Our recent webinar, “Using Mobile Apps for Collaboration,” will give you a jump start.

*Please check the system requirements for each app to be sure your desired device and OS are compatible.

View webinar recording. View the webinar recording for “Using Mobile Apps for Collaboration.”

This webinar was a follow-up to a previous session about making the most of your mobile device, which focused on getting these apps installed and running on your device(s). Catch up on installation and configuration details in this blog post.

In “Using Mobile Apps for Collaboration,” we covered:

  • Why mobile matters
  • Working in the Box app
  • Joining Connect meetings in the app
  • Reviewing Canvas content and communicating in the app
  • Communicating using the Lync app
  • Managing participants in the Pexip app

How are you using your apps to collaborate?

What do you want to know more about with mobile apps?

Making the Most of Your Mobile Device

Making the most of your mobile device webinar

We recently asked our UITS colleague Michele Kelmer to present how to get up and running with these commonly used mobile apps at IU:

  • Canvas
  • Box
  • Citrix Receiver (for IUanyWare)
  • Lynda.com
  • Lync 2013
  • Adobe Connect

To learn more about these apps and get step-by-step instruction on how to set each one up in iOS or Android devices, view the webinar recording, which is linked below.

*Please check the system requirements for each app to be sure your desired device and OS are compatible.

View webinar recording. View the webinar recording for “Making the Most of Your Mobile Device.”

These links were shared during the webinar for additional information:

Our thanks to Michele, IT Strategy Business Analyst with IT Community Partnerships, and Program Coordinator for UITS Student Outreach (uitsoutreach@iu.edu).

Understanding the Cloud Storage Options at IU

Do you understand the cloud storage options at IU?

Do you understand the cloud storage options available to you at IU? If not, or if you’re not sure, the recording of our recent webinar on this topic will help to clarify.

View webinar recording. View the webinar recording for “Understanding the Cloud Storage Options at IU.”

Much of the discussion was based on information from Tom’s recent blog article, Pros & Cons of Using Different Types of Cloud Storage at IU.

In this webinar, we covered:

  • strengths and weaknesses of cloud storage options
  • which cloud storage options are supported by IU
  • what kinds of data can be stored on each cloud service
  • how cloudstorage.iu.edu works

These links were shared during the webinar for additional information:

If you liked this webinar, find and register for similar events or resources from IT Training.

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