Box

Box is a secure cloud-based storage and collaboration service that allows you to collaborate on large files with your Imperial colleagues and external individuals.

Box is not a tool for backing up storage. You will need to provide your own storage solution for backing up Network Attached Storage (NAS) boxes. If using NAS you must still follow data sensitivity and protection processes, as below.

If you want to backup your server you can request it using our server backup or restoration request form.

Features and benefits

• Easy-to-use tools including the ability to edit, share, and restrict documents with a single click.
• Simple document sharing and collaboration, internally and externally, using Microsoft Office and Apple/Google tools in a shared file repository.
• Deleted files and folders can be restored up to 60 days after deletion.
• Secure solution that meets compliance requirements while ensuring unified policies are applied across every workload and device.

Sensitive data

It is your responsibility to review the sensitivity of all data you store and share in Box. Read data protection codes of practice.

If you believe you have or may have sensitive data, please complete a DART and your faculty Data Protection Officer will contact you with guidance on where you can store this data.

ICT are working on creating classification labels in Box that will set access restrictions as per classification guidelines. This page will be updated with further information when these are available.

How much space will I get? 

You are automatically allocated 100GB of storage when you create a Box account.

If you are a staff member or a research student you can complete our storage quota increase form to automatically increase your storage limit to 300GB. If you need even more space or additional support, please complete our Box Support form.

Please be mindful of your storage and ensure data is relevant and still required.

Access and permissions

Box is authenticated and accessed via single sign-on using your Imperial username and password.

If you are collaborating with external individuals on files you have stored in Box, the Box site owner is responsible for ensuring that all external users are aware of their responsibility to comply with Imperial's Information Security Policy.

Group Box account

A Group Box account is recommended if you generate data that is owned by a group rather than an individual. The benefit of having a Group Box is that should a user leave Imperial, and their individual account is deleted, the group will not lose access to shared group data stored in the account.

You can request a Box Group account and storage space by submitting our online form.

Training and support

Staff can access training on the Box Education website:

• Box user basics videos

• Tracking user activity on a folder
• Check how much data you have stored in Box

If you require further guidance, you can search the Box support page for more in-depth articles and guides. 

Permissions and collaboration

• Understanding permission levels
• Adding and managing collaborators

Box uses a waterfall design for permissions inheritance. This means that if a user is given any level of permission on a folder, they will have that same permission on all subsequent folders within that file tree.

E.g. if you have edit access on a folder, you will also have edit access on all folders within that folder, and any subsequent folders.

Owners and co-owners can remove access at any time however it is important to consider this waterfall inheritance when creating your file structure and collaborating with other users, especially if storing sensitive data.

Enable co-authoring

Like in OneDrive, multiple users can edit Word, Excel and PowerPoint files simultaneously in Box, but this requires additional configuration to get working. To do this, install Box Drive and then follow the relevant steps within the Box Configuration Guide depending on your operating system (Windows or MacOS). If you have multiple devices this will need to be done on each device. Guides to install Box Drive for Windows and MacOS can be found under the useful links heading below.

Useful links

• Shared link settings
• Creating shared links
• Folder and account share settings
• Avoiding unintentional exposure of your files

See additional guides below on how to connect Box to Teams and Microsoft Office depending on the operating system you use.

Power Automate

There is a Power Automate connector for Box that will allow you to create workflows. Please note there is no specialist ICT support for these workflows, and it is up to you to create these and ensure they work.

If you require further support, please complete our dedicated ASK form.

Page last updated 30.04.26