Using Microsoft Box for Course Content

Summary: What Faculty Need to Know

Microsoft Box is an approved, secure file-hosting solution and is commonly used to store and share course materials linked from Canvas. It is particularly useful for HIPAA-protected content and files that require view-only access.

However, Box has significant accessibility limitations. Most notably, Box does not support closed captions for video or audio content and does not allow caption files to be attached to media. As a result, Box is not recommended for instructional media that may require ADA accommodations, such as captioned videos or narrated presentations.

Faculty/Departments should carefully consider the type of content being hosted in Box and use alternative, accessible media platforms when captioning, transcripts, screen reader, or other accommodations may be required. Faculty/Departments can contact Assistive Technology Services (Disability Services) to consult and answer any questions or concerns you have about your media.

Why Use Microsoft Box?

Box is best suited for secure storage and controlled distribution of instructional materials.

Appropriate uses include:

• Hosting files that must meet HIPAA compliance requirements

• Providing view-only access to students

• Storing large or sensitive files

• Linking protected content from Canvas without duplicating files

For general information on Box’s platform accessibility features, see:
Box Accessibility Overview

Accessibility Limitations (ADA Compliance)

Video Captioning in Box

Box’s media player has limited support for captions:

• Closed captions are not supported

  • Caption files (e.g., .vtt, .srt) cannot be attached to videos

  • Captions cannot be turned on or off by the viewer

• Open captions are the only option

  • Captions must be permanently embedded (“burned in”) to the video file

  • Videos must be fully captioned before uploading

More information from Box:
Enabling Subtitles / Closed Captions in Box Preview

Audio and PowerPoint Files

• Audio-only files cannot be captioned in Box

• PowerPoint files with embedded narration are not accessible

  • Box does not support captioning for narrated slides

  • Faculty must either:

    • Remove the audio narration, or

    • Export the presentation to a video file and apply captions

      • ​​​​​​​Upload Video to Panopto or YouTube

      • Contact Captioning Services for captioning

Microsoft guidance on accessible PowerPoint creation:
Make Your PowerPoint Presentations Accessible

Accommodations and Instructional Impact

Box is not well suited for content that may require individual accessibility accommodations during a course.

If a student requires captions or transcripts:

• Media files must be recreated or replaced

  • PPTs with Audio, have to be Exported and saved as a video.  

  • Videos can be hosted in Panopto or ISU (email) YouTube account, unless the video is HIPAA regulated.

    • Audio files/ Podcasts are required to have Transcripts. 

    • Audio recordings can be uploaded into Panopto.

  • Videos and Audio files in Panopto  are auto-machine/AI captioned. YouTube accounts can be AI captioned if activated

• AI/Machine captions are required to be human captioned for 98% accuracy- ISU Captioning Services can help. 

  • ISU Captioning Services converts machine created captions and provides Closed Captions and Transcripts 

• Open captions must be embedded into new versions

  • ISU Captioning Services can create Open Captioned videos for HIPAA regulated content.  

• Access delays and version confusion may occur

Box does not provide tools to:

• Check accessibility

• Add captions

• Flag inaccessible content

Responsibility for accessibility remains with the content creator. 

ISU Captioning Services, can provide Closed Captions or Transcripts for your content so long as the content is hosted in a location where Captioning Services can have administrative access. 

For captioning standards and best practices, refer to:
Section 508 – Captions and Transcripts Guidance

Recommended Use Guidelines

Use Box for:

• HIPAA-protected instructional materials

• Static documents that are already fully accessible

• View-only reference content

• Secure file storage linked from Canvas

Do not use Box for:

• Videos or audio requiring closed captions

• Narrated PowerPoint presentations

• Instructional media that may require ADA accommodations

• Content that changes frequently during the semester

Best Practice Recommendation

If instructional content includes video or audio that must be captioned, described, or adapted for accessibility accommodations, instructors should use an approved media platform designed for accessible instructional delivery rather than Microsoft Box.