{"id":107428,"date":"2017-05-25T13:24:29","date_gmt":"2017-05-25T17:24:29","guid":{"rendered":"http:\/\/www.bu.edu\/tech\/?page_id=107428"},"modified":"2025-08-27T09:54:16","modified_gmt":"2025-08-27T13:54:16","slug":"bu-dropbox","status":"publish","type":"page","link":"https:\/\/www.bu.edu\/tech\/services\/infrastructure\/storage-backup\/cloud-file-storage\/bu-dropbox\/","title":{"rendered":"BU Dropbox"},"content":{"rendered":"<div class=\" bu-callout alignright\"><\/p>\n<h3><span class=\"tw icon-mapmarker\"><\/span> Quick Start<\/h3>\n<p><strong>Available to:<\/strong>\u00a0Students, Faculty, Researchers, Staff <!--&#091;constituents_list&#093;--><\/p>\n<p><strong>Cost:<\/strong>\u00a0Free up to <strong>250GB<\/strong>. Additional storage available with a subscription fee.<\/p>\n<p>See <a href=\"#GettingStarted\">Getting Started<\/a>, below.<\/p>\n<p><a href='mailto:ithelp@bu.edu?subject=Dropbox License Request' class='btn btn-blue btn-more'><span class=\"icon icon-mail\"><\/span>Request License<\/a><\/p>\n<p><\/div>\n<h2><img loading=\"lazy\" src=\"\/tech\/files\/2025\/03\/Wordmark_Color_128.png\" alt=\"Dropbox Logo\" class=\"wp-image-108105 aligncenter\" width=\"238\" height=\"91\" \/><\/h2>\n<p>Dropbox is a cloud-based storage solution designed to streamline file management and collaboration. Dropbox allows Boston University faculty, staff, and students to securely store, access, and share files from any device, ensuring seamless synchronization across platforms.<\/p>\n<p><i>Licensing cost may apply for the school, college or department based upon total usage in your school\/department.<\/i><\/p>\n<h2>Benefits<\/h2>\n<ul>\n<li><strong>Mobility:<\/strong> Access your files from anywhere, whether you&#8217;re on your computer, phone, or tablet.<\/li>\n<li><strong>Security:<\/strong> Dropbox encrypts your files both in transit and at rest, ensuring your data is protected<\/li>\n<li><strong>File Sharing and Collaboration:<\/strong> Easily share files and collaborate with others, making teamwork more efficient.<\/li>\n<li><strong>Backup:<\/strong> Automatically back up important folders like your Desktop, so any changes sync across your account.<\/li>\n<li><strong>File Rewinds<\/strong>: Restore or recover files from unwanted edits, deletions, hackers, and viruses for up to 180 days.<\/li>\n<li><strong>Offline Work:<\/strong> Work on materials offline and sync them once you&#8217;re back online.<\/li>\n<\/ul>\n<h2>Key Features<\/h2>\n<ul>\n<li><strong>250GB+<\/strong> of cloud storage across individual Dropbox account storage and Team folders.<\/li>\n<li><strong>Dropbox Application<\/strong> for easy sync and usage.<\/li>\n<li><strong>Web Access<\/strong> via the Dropbox website for easy access remotely or on the go.<\/li>\n<li><strong>Team Folders<\/strong> that let files be shared with multiple people and control access<\/li>\n<\/ul>\n<h2>Requirements<\/h2>\n<ul>\n<li>An active BU account.<\/li>\n<li>Team Folders can be created by IS&amp;T upon request. Members can be changed by the owner of the folder.<\/li>\n<li>Windows 11 or MacOS 13+ is required to install the Dropbox desktop application<\/li>\n<li>Dropbox is approved for all data up to and including Restricted Use Data. HIPAA and ITAR regulated data should <em>not<\/em> be stored in Dropbox.<\/li>\n<li>Students are required to have a sponsored approval from a Faculty or Staff member.<\/li>\n<\/ul>\n<h2 id=\"#Pricing\">Cost<\/h2>\n<ul>\n<li>250GB of Dropbox Storage is provided at no cost to Faculty and Staff.<\/li>\n<li>150GB to Students with sponsorship from Faculty or Staff<\/li>\n<li>Additional Storage is available for purchase for a prorated yearly fee based on the following prices.<\/li>\n<\/ul>\n<table border=\"1\">\n<tbody>\n<tr>\n<td><\/td>\n<td>July<\/td>\n<td>August<\/td>\n<td>September<\/td>\n<td>October<\/td>\n<td>November<\/td>\n<td>December<\/td>\n<td>January<\/td>\n<td>February<\/td>\n<td>March<\/td>\n<td>April<\/td>\n<td>May<\/td>\n<td>June<\/td>\n<\/tr>\n<tr>\n<td>1TB<\/td>\n<td>$204.00<\/td>\n<td>$187.00<\/td>\n<td>$170.00<\/td>\n<td>$153.00<\/td>\n<td>$136.00<\/td>\n<td>$119.00<\/td>\n<td>$102.00<\/td>\n<td>$85.00<\/td>\n<td>$68.00<\/td>\n<td>$51.00<\/td>\n<td>$34.00<\/td>\n<td>$17.00<\/td>\n<\/tr>\n<tr>\n<td>2TB<\/td>\n<td>$408.00<\/td>\n<td>$374.00<\/td>\n<td>$340.00<\/td>\n<td>$306.00<\/td>\n<td>$272.00<\/td>\n<td>$238.00<\/td>\n<td>$204.00<\/td>\n<td>$170.00<\/td>\n<td>$136.00<\/td>\n<td>$102.00<\/td>\n<td>$68.00<\/td>\n<td>$34.00<\/td>\n<\/tr>\n<tr>\n<td>5TB<\/td>\n<td>$1,020.00<\/td>\n<td>$935.00<\/td>\n<td>$850.00<\/td>\n<td>$765.00<\/td>\n<td>$680.00<\/td>\n<td>$595.00<\/td>\n<td>$510.00<\/td>\n<td>$425.00<\/td>\n<td>$340.00<\/td>\n<td>$255.00<\/td>\n<td>$170.00<\/td>\n<td>$85.00<\/td>\n<\/tr>\n<tr>\n<td>10TB<\/td>\n<td>$2,040.00<\/td>\n<td>$1,870.00<\/td>\n<td>$1,700.00<\/td>\n<td>$1,530.00<\/td>\n<td>$1,360.00<\/td>\n<td>$1,190.00<\/td>\n<td>$1,020.00<\/td>\n<td>$850.00<\/td>\n<td>$680.00<\/td>\n<td>$510.00<\/td>\n<td>$340.00<\/td>\n<td>$170.00<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2>Purchasing Additional Storage<\/h2>\n<ol>\n<li>Submit an expansion request by emailing <a href=\"mailto:ithelp@bu.edu\">ithelp@bu.edu<\/a>. In the body of the message please specify which account or Team Folder you would like to expand. You will receive an email with an INC number confirming your request.<\/li>\n<li>Ask your finance or administrative department to submit an ISR to<span>\u00a0<\/span><em>IS&amp;T Systems Operations<\/em><span>\u00a0<\/span>for the cost of storage noted above (e.g. If purchasing 2TB of storage in November, submit an ISR for $272).<\/li>\n<li>Note in the ISR the INC number generated from step 1.<\/li>\n<li>Once the ISR has been received, someone will reach out to confirm the storage expansion for your account or Team Folder.<\/li>\n<\/ol>\n<h2 id=\"#GettingStarted\">Getting Started<\/h2>\n<p>To obtain a Dropbox license, you will need to send an email to <a href=\"mailto:ithelp@bu.edu\" rel=\"noopener noreferrer\" target=\"_blank\">ithelp@bu.edu<\/a> requesting access. Please include the reason for your request and what you plan to use Dropbox for in the email.<\/p>\n<p>Please note that students must receive approval from a faculty or staff member before their request can be granted.<\/p>\n<h2>Support Channel<\/h2>\n<p>BU Dropbox storage support is provided by Boston University IS&amp;T. Please submit all questions to <a href=\"mailto:ithelp@bu.edu\" rel=\"noopener noreferrer\" target=\"_blank\">ithelp@bu.edu<\/a>. BU Dropbox accounts are different from consumer Dropbox accounts. Contacting Dropbox support instead of IS&amp;T may result in getting incorrect troubleshooting information.<\/p>\n<h2>Learn More<\/h2>\n<p>The website Dropbox Learn offers a variety of training and self-guided courses to help users get the most out of Dropbox. You can find free self-paced courses and live instructor-led sessions that cover various aspects of using Dropbox, such as managing company data, collaborating with team members, and troubleshooting issues.<\/p>\n<ul>\n<li><a href=\"https:\/\/learn.dropbox.com\/\" rel=\"noopener noreferrer\" target=\"_blank\">https:\/\/learn.dropbox.com\/<\/a><\/li>\n<\/ul>\n<hr \/>\n<h2>Frequently Asked Questions<\/h2>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Can I use BU Dropbox? <\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>A BU Dropbox for Business account is best suited for researchers who frequently share their files and data outside the University.\u00a0 BU data should not be stored in a personal Dropbox account.\u00a0 Dropbox is not meant for shared departmental accounts, and cannot be used to store HIPAA or ITAR regulated data.\u00a0 For shared departmental accounts, please see <a href=\"https:\/\/www.bu.edu\/tech\/services\/cccs\/collaboration\/sharepoint\/\">Sharepoint online<\/a>, to store HIPAA data please see <a href=\"https:\/\/www.bu.edu\/tech\/services\/cccs\/collaboration\/sharepoint\/\">SharePoint<\/a> or <a href=\"https:\/\/www.bu.edu\/tech\/services\/infrastructure\/storage-backup\/cloud-file-storage\/onedrive\/\">BU OneDrive<\/a> .\u00a0 For ITAR data contact <a href=\"mailto:infosec@bu.edu\">Information Security<\/a>.<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">How do I request a BU Dropbox license? <\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>You can request your BU Dropbox license by emailing <a href=\"mailto:ithelp@bu.edu\">ithelp@bu.edu<\/a>.<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">BU Dropbox Initial Configuration<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ol>\n<li>Once your request for BU Dropbox has been submitted and approved, you\u2019ll receive an email from Dropbox, click on the \u2018Join your team\u2019 link in the email.<br \/>\n<img loading=\"lazy\" src=\"\/tech\/files\/2017\/05\/1-DropBoxEmail-crop.jpg\" alt=\"Dropbox Join Team Link\" class=\"wp-image-107429 aligncenter\" width=\"346\" height=\"117\" \/><\/li>\n<li>You may be asked to login, then you\u2019ll be asked to confirm your name and BU email.<\/li>\n<li>Click Create Account.<\/li>\n<li>Download and run the Dropbox for desktop installer.<\/li>\n<li>After it installs, a prompt will come up to log in, enter your email address and click on the password field, a new button should appear, click \u2018Get your link code.\u2019<br \/>\n<img loading=\"lazy\" src=\"\/tech\/files\/2017\/05\/5-Getyourlinkcode-login.jpg\" alt=\"Dropbox Get your link code\" class=\"wp-image-107430 aligncenter\" width=\"246\" height=\"413\" \/><\/li>\n<li>Your web browser will open and with a code. Click \u2018Copy link code.\u2019<\/li>\n<li>Go back to the Dropbox app Click Paste and then Submit.<br \/>\n<img loading=\"lazy\" src=\"\/tech\/files\/2017\/05\/7-Submit-Link-Code-arrows.jpg\" alt=\"Dropbox Submit Link Code\" class=\"wp-image-107431 aligncenter\" width=\"212\" height=\"346\" \/><\/li>\n<li>Click Open my Dropbox folder.<\/li>\n<\/ol>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">What happens if I already have a personal Dropbox account?<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>If you have a Dropbox account connected to your @bu.edu email account, you&#8217;ll have to decide whether to merge the two accounts or keep them separate and create a personal account with a different email.<\/p>\n<ol>\n<li>Once your request for BU Dropbox has been submitted and approved, you\u2019ll receive an email from Dropbox, click on the \u2018Join your team\u2019 link in the email.<\/li>\n<li>Sign in with your full @bu.edu email address and your BU Kerberos password.<\/li>\n<li>If you wish to merge your accounts and keep your data in one account, select Join with my current account and click Confirm.<br \/>\n<img loading=\"lazy\" src=\"\/tech\/files\/2017\/05\/Merge-3-join-crop-1.jpg\" class=\"wp-image-107498 aligncenter\" width=\"499\" height=\"279\" srcset=\"https:\/\/www.bu.edu\/tech\/files\/2017\/05\/Merge-3-join-crop-1.jpg 1170w, https:\/\/www.bu.edu\/tech\/files\/2017\/05\/Merge-3-join-crop-1-636x355.jpg 636w, https:\/\/www.bu.edu\/tech\/files\/2017\/05\/Merge-3-join-crop-1-768x429.jpg 768w, https:\/\/www.bu.edu\/tech\/files\/2017\/05\/Merge-3-join-crop-1-1024x572.jpg 1024w\" sizes=\"(max-width: 499px) 100vw, 499px\" \/><\/li>\n<li>Download and run the Dropbox for desktop installer.<\/li>\n<li>After it installs, a prompt will come up to log in, enter your email address and click on the password field, a new button should appear, click \u2018Get your link code.\u2019<br \/>\n<img loading=\"lazy\" src=\"\/tech\/files\/2017\/05\/5-Getyourlinkcode-login.jpg\" alt=\"Dropbox Get your link code\" class=\"alignnone wp-image-107430\" width=\"246\" height=\"413\" \/><\/li>\n<li>Your web browser will open and with a code. Click \u2018Copy link code.\u2019<\/li>\n<li>Go back to the Dropbox app Click Pate and then Submit.<br \/>\n<img loading=\"lazy\" src=\"\/tech\/files\/2017\/05\/7-Submit-Link-Code-arrows.jpg\" alt=\"Dropbox Submit Link Code\" class=\"alignnone wp-image-107431\" width=\"212\" height=\"346\" \/><\/li>\n<li>Click Open my Dropbox folder.<\/li>\n<\/ol>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">How do I sign in to my personal and BU Dropbox on my devices? <\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>If you wish to keep your BU Dropbox and your personal Dropbox account separate, you can still use both on the same device.\u00a0 There are a few steps you&#8217;ll need to take to <a href=\"https:\/\/www.dropbox.com\/help\/business\/pair-accounts-all-devices\">add a second Dropbox account to your device<\/a>.<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Use Selective Sync to limit the amount of space Dropbox takes up on your hard drive.<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>When you install the <a href=\"https:\/\/www.dropbox.com\/downloading?src=index\">Dropbox desktop application<\/a>, it automatically downloads everything from your Dropbox account and saves a copy of it on your hard drive.\u00a0 If you want to manage what Dropbox downloads locally, you&#8217;ll want to enable the <a href=\"https:\/\/www.dropbox.com\/en\/help\/175\">selective sync option<\/a>.<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Use the Dropbox mobile app to access files from your phone.<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>Dropbox offers mobile apps for Android, iOS, and Windows phone as well as on the Kindle Fire.\u00a0 Please visit the <a href=\"https:\/\/www.dropbox.com\/mobile\">Dropbox mobile site<\/a> to download and install the mobile app. Unlike the desktop Dropbox client, the mobile Dropbox client <a href=\"https:\/\/www.dropbox.com\/help\/syncing-uploads\/file-sync-mobile\">does not automatically sync<\/a> your files to your mobile device.<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Save files to Dropbox in Office 365 Online.<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>You can add Dropbox as a save option when using Office 365 Online (Word, Excel, &amp; PowerPoint). When using MS Office applications installed on your computer, Dropbox will appear as an option if you install the desktop application, but for Office 365 online there are a few more steps:<\/p>\n<h5>Word, Excel, &amp; PowerPoint<\/h5>\n<ol>\n<li>Log in to <a href=\"http:\/\/bu.edu\/office365\">bu.edu\/office365 <\/a><\/li>\n<li>Open Word, Excel, or PowerPoint.<\/li>\n<li>At the bottom left click Add a place.<\/li>\n<li>Check off the Dropbox option.<br \/>\n<img loading=\"lazy\" src=\"\/tech\/files\/2017\/05\/2-AddDropBox.jpg\" alt=\"Add Dropbox to Office365 Apps\" class=\"alignnone size-full wp-image-107514\" width=\"306\" height=\"122\" \/><\/li>\n<li>Open from Dropbox will appear in the options to open\/save a file.\u00a0 Click on it and follow the prompts to log in to your BU Dropbox account.<\/li>\n<\/ol>\n<h5>Outlook Online<\/h5>\n<ol>\n<li>Log in to your <a href=\"http:\/\/outlook.com\/owa\/bu.edu\">Outlook mailbox<\/a>.<\/li>\n<li>Click the gear icon in the upper right. \u00a0 <img loading=\"lazy\" src=\"\/tech\/files\/2017\/05\/1-GearAdd.jpg\" alt=\"Office365 Outlook Gear Icon\" class=\"alignnone wp-image-107518\" width=\"153\" height=\"51\" \/><\/li>\n<li>Click manage integrations.<\/li>\n<li>In the search box, search for Dropbox.<\/li>\n<li>A number of third-party add-ins will appear.\u00a0 Look through terms, conditions, and any price associated with the add-in before turning it on. One possible choice is &#8220;Easy file attachments from Cloud for Outlook&#8221;\u00a0 <img loading=\"lazy\" src=\"\/tech\/files\/2017\/05\/2-EasyAttach.jpg\" alt=\"Easy file attachments from Cloud for Outlook\" class=\"alignnone size-full wp-image-107520\" width=\"759\" height=\"82\" srcset=\"https:\/\/www.bu.edu\/tech\/files\/2017\/05\/2-EasyAttach.jpg 759w, https:\/\/www.bu.edu\/tech\/files\/2017\/05\/2-EasyAttach-636x69.jpg 636w\" sizes=\"(max-width: 759px) 100vw, 759px\" \/><\/li>\n<li>Turn on the add-in of your choice.<\/li>\n<li>Click close to exit out of manage integrations.<\/li>\n<li>Click new to compose a new message, if you chose &#8220;Easy file attachments from Cloud for Outlook&#8221; you\u2019ll see a small blue cloud at the far right below the text box, click it.\u00a0 <img loading=\"lazy\" src=\"\/tech\/files\/2017\/05\/3-Cloud.jpg\" alt=\"Cloud Option in Office365 Outlook\" class=\"alignnone wp-image-107521\" width=\"46\" height=\"31\" \/><\/li>\n<li>Find Dropbox in the list and click Connect.<\/li>\n<li>Click Save to stay logged in to Dropbox.<\/li>\n<li>Log in to your BU Dropbox account.<\/li>\n<\/ol>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">How long are previous versions of my files kept?<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>Dropbox for Business maintains 120 days of version history (vs 30 days for personal Dropbox accounts) for a file.\u00a0 Please see instructions for <a href=\"https:\/\/www.dropbox.com\/help\/security\/recover-older-versions\">recovering older versions of files<\/a> for more info.<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Will I be able to access my BU Dropbox data if I leave BU?<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>You will not be able to continue accessing your BU Dropbox account once you leave.\u00a0 If you have any personal data in your BU Dropbox, you will want to copy the data to a personal Dropbox or other account before leaving.\u00a0 You should also share work-related data with someone in your office so they can easily access it when you leave.<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">What happens to a BU Dropbox account when someone leaves?<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>If an employee leaves the University, it is only possible to transfer their files to another employee with a Dropbox account, and that request should be come from the manager of the former employee only. Only a Dropbox administrator can transfer the files.\u00a0 Please email <a href=\"mailto:ithelp@bu.edu\">ithelp@bu.edu<\/a>, identifying the BU email address of the employee who has left the University, along with the BU email address of the manager to receive the files.\u00a0 The files will be transferred to the manager\u2019s BU Dropbox account.<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Can a shared or departmental account get access to BU Dropbox?<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>The license agreement with Dropbox prohibits the use of a BU Dropbox account as a shared or departmental account, they are meant to be individual accounts.\u00a0 You can share files and folders within your BU Dropbox, but the other person will need their own Dropbox account (BU or personal).<\/p>\n<p><\/div>\n<\/div>\n\n","protected":false},"excerpt":{"rendered":"<p>Dropbox is a cloud-based storage solution designed to streamline file management and collaboration. Dropbox allows Boston University faculty, staff, and students to securely store, access, and share files from any device, ensuring seamless synchronization across platforms. Licensing cost may apply for the school, college or department based upon total usage in your school\/department. 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