Ohio University

Box to OneDrive Transition

Post-Migration: Steps for Faculty & Staff | Training for faculty & staff

Box is being replaced at Ohio University with OneDrive for Business. All OHIO Box accounts became read-only on August 1, 2018. Box content will remain available to view or download until the end of the calendar year. On December 31, 2018, Box will be turned off.

Post-Migration: Steps for Faculty & Staff

The instructions below assume that OIT copied your content to OneDrive for you; however, it's still a good idea to follow these steps even if you chose to move your own content.

PDF version of faculty/staff post-migration steps (Hosted on OneDrive - OHIO login required to download)

Spot-checking your content

The automated copy process provides reporting on success and failures of the transfer. If there are any transfer failures, we will work with you to remediate those. If you would like to spot check that your OneDrive appears as you expect, follow these instructions:

  1. Log into OneDrive for Business via https://onedrive.ohio.edu using your OHIO email ID and password.
  2. Log into Box via https://ohio.app.box.com, using your OHIO email ID and password.
  3. Review the content in Box against the content in One Drive for Business. If you like, double-check file counts, documents, etc. have transferred successfully.

Post-migration checklist

As you go through your new OneDrive file storage, check the following items.

External permissions

The automation tool will migrate read and write permissions for all internal users but is unable to do so for external users. Upon request, we can provide you with a list of files that are shared externally. To re-share externally, please see below instructions.

  1. Login into your OHIO Office 365 account using https://onedrive.ohio.edu – login with your OHIO email ID and password if needed.
  2. Go to the Office 365 App Launcher, or waffle icon in the top left corner and select OneDrive.
    Choose OneDrive from your app launcher
  3. Select the folder or file you want to share, right click the 3 vertical dots and select Share.
  4. Enter the external email address and click Send.
  5. This will send a new link to the recipient to access the file or folder. 
    Choose Share from the three dot menu Send link dialog

Shared links

If you have links that you have shared externally to documents in Box, you will need to provide updated links to the contents in OneDrive. Upon request, we can provide you with a list of files that have been shared via a link. To re-share a new link, please see below instructions.

  1.  Login into your OHIO Office 365 account using https://onedrive.ohio.edu – login with your OHIO email ID and password if needed.
  2. Go to the Office 365 App Launcher, or waffle icon in the top left corner and select OneDrive.
    Choose OneDrive from your app launcher
  3. Select the folder or file you want to share, right click the 3 vertical dots and select Share.
    Choose Share from three dot menu
  4. Enter the external email address and click Send.
  5. This will send a new link to the recipient to access the file or folder. 

Converting Box Notes

Box Notes are only readable from within Box. A My Box Notes folder may appear in your OneDrive for Business content as part of your migration, however, due to the specific Box file type, you will be unable to open any files/links within the folder. To save your Box notes, you will need to convert them to a different format:

  1. Sign into https://box.ohio.edu.
  2. Navigate to your My Box Notes folder, or any other folder where you have saved Box Notes.
    Screen shot
  3. Each Box Note you wish to save will need to be opened and converted to a new file format, such as PDF or Word.
  4. Open a note. If you have the option to PRINT as PDF, you may simply do so for each note to save them as a PDF document. When you select Print, your Destination should read Save as PDF.
    Screen shot
  5. If you do not have the ability to print and save as PDF, once you have selected and opened your note, click somewhere within the note and press Ctrl + A to Select All, then press Ctrl + C or right-click and select Copy to copy the content.
    Screen shot
  6. Open a new Word document, click anywhere within the document screen and press Ctrl + V or right-click and select Paste to paste the Box note. Save the Word document.
  7. Sign into https://onedrive.ohio.edu.
  8. In your Files section of OneDrive for Business, decide where you want to save your new document(s). Once you are ready, select Upload > Files, browse to your documents within the file explorer window, and save the new document(s) to your OneDrive account.

Published Box Links

If you have links to documents published on CommonSpot, Drupal, WordPress, etc., these will need to be updated to the new link in OneDrive. 

  • CommonSpot – Work with the Web Services team to make updates accordingly
  • Drupal, WordPress, etc. – Work with the service owner in your planning unit/department to make updates accordingly

Once the links are updated, be sure to validate accessibility and permissions.

Box Widgets

If you are using Box Widgets, published on CommonSpot, Drupal, WordPress, etc., these will need to be updated. Determining the right solution will depend on how you use the Widget. In order to analyze and determine the right solution for your need, be sure to reach out to the service desk and advise that you need remediation planning for your account. Solution options may include Qualtrics, OnBase, web development, third party connectors, etc.

Box Upload Permissions

OneDrive does not have an ‘Uploader’ permission available. Currently we have 3 options that may meet your needs:

Blackboard Learn

Blackboard Learn supports uploading files to a course or organization space. The person uploading the file will not be able to see the contents of the destination.

Uploaders share files with their recipient 

Uploaders can create a folder in their individual OneDrive for Business account, following the naming convention required by recpient, and then share that folder with the recipient. The recipient can open his or her 'Shared With Me' section in OneDrive for Business and can search/filter based on their naming convention to see a quick list of what's been submitted.

Individual shared folders for uploaders

Recipient creates a folder for uploads in OneDrive for Business and adds and shares a subfolder for each individual uploader.

If these options do not appear to meet your needs, please contact the IT Service Desk.

Training for faculty/staff

Getting to know OneDrive

This session will help individuals who are new to OneDrive make the most of its file storage and sharing features: