University of Wisconsin–Madison
G Suite, box, Office 365 and DoIT Shared Drive

Learn which collaboration tools are best for you

What is the difference between Google docs, Box, OneDrive and DoIT Shared Drive?

All four tools provide features that can help you collaborate with others. G Suite Shared Drives, Box Project Directories, Office 365 Groups and DoIT Shared Drive can be owned by multiple people which minimizes loss of data when individuals leave UW–Madison.

You may choose to use one or all tools based on your needs. Here’s a chart to show you how they compare:

(If you interact with Restricted, Sensitive, or Internal information please refer to the HIPAA notation in and below the chart.)

UW–Madison accounts Google Drive Box Office 365 OneDrive DoIT Shared Drive
Login with your NetID@wisc.edu apps.google.wisc.edu uwmadison.box.com

OneDrive and OneDrive for Business via Outlook on the web (OWA)

OneDrive and OneDrive for Business desktop clients.

For faculty, staff and student employees only. Can request a custom Departmental name connection available.

Example: math.drive.wisc.edu

Storage limits Unlimited (Max upload 5TB per file) Unlimited (Max upload 15GB per file) 1 TB (Max file size 15GB)

Unlimited with no max upload.

Team sharing and collaboration

Shared Drives: Files and folders are shared and owned by the team, as opposed to one owner in My Drive.

Recommended use. Minimizes lost data when team members leave the UW.

Box Project Directories are available for departments, groups, or work teams.

Project Directory: Allows multiple people to be co-owners on content. The Project Directory is the “owner” of the content, so that even if one of the co-owners leave the University the data is not lost. Best Practice is to have at least two co-owners but there is no limit on the number of co-owners that can be assigned to a Project Directory.

Office 365 Groups can be public or private.

A public group is open to everyone. Anyone can search for the group and join.

A private group is exclusive and only open to its members. The content and conversations are secure and not viewable by everyone. Although anyone can see the name of the private group, information is also security-trimmed so it is not accessible from search, links, or in other ways.

Individuals outside of UW-Madison can be invited to both public and private groups as guests.

Files and folders can be shared with any UW–Madison group or individual with a NetID. Any number of people can also have administrative ownership if desired. Typically an Active Directory group would be assigned and anyone in the group could have access. Other options are possible.

File sharing You can share files and folders with specific people and get updates on any activities occurring in those documents.

You can share files and folders with specific people and get updates on any activities occurring in those documents.

You can share files and folders with specific people and get updates on any activities occurring in those documents.

Files and folders can be shared with any group or individual with a NetID Commonly used for Departmental share folders.

File editing and collaboration Allows for real-time co-authoring of your shared files (based on permission levels). Integration with Box and Office Online allow for real-time co-authoring of Word, Excel or PowerPoint documents. (Requires O365 account). Allows for real-time co-authoring of your shared files (based on permission levels).

Allows real time editing of files.

Saving files All changes are saved automatically and files are versioned. All change are saved automatically when editing files directly in Box. If you download a file, be sure to upload for everyone to have access to the new version. All versions of a file are saved. All changes are saved automatically and files are versioned.

All changes are saved automatically and files are versioned daily.

File syncing and offline access

You can sync content from your Google Drive to your devices.

Files can be marked for offline access.

File syncing with Chrome OS is automatic.

You can sync content from your Box account to your macOS or Windows desktop and supported mobile devices.

You can sync content from your OneDrive account to your devices.

Content may be sync’d using 3rd party tools.

*HIPAA/PHI research data allowed? No

*Please refer to: Document Storage for ePHI in Secure Box Folders.

No

Option is coming soon.

Add-ins Google Drive File Stream, Addin for MS Office allows saving files directly to Google Drive from your computer. Box Edit, Box for Office, Box Drive allow you to edit and save files to Box directly from your computer. Files save to OneDrive by default in Windows 10, but you can change to save files on your computer.  
Learn more Learn more about Google Apps Learn more about Box Learn more about OneDrive

Learn more about DoIT Shared Drive

Configure for desktop Google Drive File Stream and Google Drive Backup and Sync

Box Drive

OneDrive via Desktop

No client needed. Standard Mac or Windows Drive mapping.

*If you are a part of the UW–Madison Health Care Component, contact your HIPAA Privacy or Security Coordinator with questions about the applications best suited for creating, storing, and sharing PHI.