U-M welcomes external collaborators! One of the best features about having a U-M Box account is the ability to invite anyone to collaborate. They don't have to be on campus or even have an existing Box account of their own. Use the following practices to get the best experience for collaborating with those outside of U-M.
For the External Collaborator
Get a Box account and share your account information with your U-M organizer.
- You are ahead of the game if you already have a Box account.
- If you do not have a Box account, get one for free.
- If you are using a personal Box Lite account you may need to click "Not a part of University of Michigan?" before logging in.
When you receive an invitation to collaborate, follow the link in the email to access the shared folder.
- Your invitation to collaborate will come from Box.
- If your invitation to collaborate was sent to an email address affiliated with your existing Box account, you will find the shared folder in that account.
- If the invitation was sent to an email address NOT affiliated with an existing Box account, you will be prompted to create one. Only create a new Box account if you do not have an existing account. Otherwise, ask the U-M organizer to re-send the invitation to the email address affiliated with your existing Box account.
- The color of the shared folder will be gray and the Enterprise Owner will be University of Michigan.
Work in Box.
Working in a U-M Box folder gives you the advantages of our enterprise. For example:
- The content in a shared folder impacts the quota of the folder owner only, not collaborators' quotas.
- Other Box limits, such as maximum file size, are dictated by the rules of the folder owner's Box account. For example, if someone from U-M invites a user of a free personal Box account into a collaboration folder, the maximum file size for all content uploaded to that folder will be 15 GB. If the free account holder owned the folder, the maximum file size would be 250 MB, the limit for free accounts.
For U-M Collaborators Inviting non-U-M Collaborators
Working With Collaborators Outside of U-M
Once you are collaborating in Box, working together is no different from working with people at U-M. Content in the shared account folder is subject to the features of U-M Box, so even users with free personal accounts will have the advantages of larger quotas and file size, as well as other features enjoyed by U-M Box accounts.
Collaboration in U-M Box can be done at the file or folder level.
- When inviting external users to collaborate on a folder, use the email address your collaborators used to set up their Box accounts.
- Sharing the People in your company links with external users:
- All shared link access settings allow collaborators in the folder access. Therefore, if you create a shared link accessible by People in your company, your external collaborators will have access via this link, even though they are not U-M Box users.
- If an external user is not a collaborator on the folder, they will not be able to access the content.
Shared U-M Box accounts are permitted for many types of sensitive data. This allows you to share sensitive data with appropriate collaborators wherever they are. You are responsible for making sure that you only invite others to collaborate who have need and authorization to that data. For more information regarding sensitive data, see:
- Sensitive Data Guide: U-M Box Core Apps
- Know the differences between the three folder icons: Personal (manila), Collaborated (blue), and External Collaborated (gray).
- Use Box Securely with Sensitive Data