Nextcloud Nextcloud User Manual Release latest The Nextcloud developers Dec 08, 2022CONTENTS 1. Nexteloud latest user manual introduction 1 2 What's new for users in Nextcloud latest 3. The Nextcloud Web interface | Web browser requirements 2 Navigating the main user interface 4 Files & synchronization 4.1 Accessing your files using the Nextcloud Web interface 42 Accessing Nexteloud files using WebDAV . . . 43° Managing deleted files 4 Desktop and mobile synchronization te 4.5 Encrypting your Nexteloul files on the server . 46 File Sharing fete c sent eee es 47 Federated Shares ss... 48° Making anonymous uploads 4.9. Large file uploads . 4.10 Storage quota... . . 4.1L Version control... 4.12. Projects : 4.13. Transfer Ownership... 4.14 Using Federation Shares. . 5 Groupware 5.1 Using the Contacts app 5.2 Using the Calendar app 53 ing with Android 5a ing with OS. . 55 ing with macOS 56 ing with Thunderbird 7 8 59 ing with KDE Kontact ing with the GNOME desktop + izing with Windows 10 6 Talk 6.1 Basics of Nextcloud Talk 62 Advanced Talk features 63 Join acall or chat as guest 7. Setting your preferences 139u Universal access 8.1 Zoom and responsiveness 82 Navigating via keyboard. . 83° Included themes... . Using two-factor authentication 9.1 Configuring two-factor authentication 9.2 Recovery codes in case you lost your 2nd factor 9.3 Logging in with two-factor authentication 9.4 Using two-factor authentication with hardware tokens 9.5 Using client applications with two-factor authentication 9.6 Considerations Manage connected browsers and devices 10.1 Managing connected browsers - 10.2 Managing devices 10.3. Device-specific passwords and password changes External Storage 11.1 Configuring External Storage 1 141 11 12 143, 13 143 146 146 147 47 149 149 150 152 153 153CHAPTER. ONE NEXTCLOUD LATEST USER MANUAL INTRODUCTION ‘Welcome to Nextcloud: A safe home for all your data, Nextcloud is open source file syne and share software for everyone from individuals operating the free Nextcloud Server in the privacy of their own home, to lange enterprises and service providers supported by the Nextcloud Enterprise Subscription, Nextcloud provides a safe, secure, and compliant file synchronization and sharing solution on servers that you control You can share one or more files and folders on your computer, and synchronize them with your Nexicloud server. Place files in your local shared directories, and those files are immediately synchronized to the server and to other devices using the Nexteloud Desktop Syne Client, Android app, oF 10S app. To learn more about the Nextcloud desktop client, please refer to + Nexteloud Desktop Client Help translate,Nextcloud User Manual, Release latest 2 Chapter 1. Nextcloud latest user manual introductiCHAPTER. TWO WHAT’S NEW FOR USERS IN NEXTCLOUD LATEST 1. Basier way to select a new app: © recent |B Deck We Favorites important data kinens shared withyou << Shared with others . New Contacts menu to reach your colleagues oF friends easier A-contact popup menu over avatars everywhere: . Ability to send multiple unique sharing links each with their own settings, by entering email addresses (the recipient wall receive an email): 5. Many other improvements and new apps, like screensharing in Video calls, new Circles app for user defined ‘groups, push notifications, notiicatfons of file changes even when shared to another server, undo removal of files froma shared folder even if the removal was done by a recipient, directly sharing to social media and much more,Nextcloud User Manual, Release latest Modified Adaysago Adaysago Adays.ago Aadays ago a ena & svn eanest = © sweetsitenssemain Wcanedt + 4 Chapter 2. What's new for users in Nextcloud latestNextcloud User Manual, Release latest A sven yoy dot ame, federated cloud ID or emai i & monkey icanedit + Gicanedit + EB [email protected] ticanedit & Video call (Share link http:/localhost/indexphp/s/VisGelHmFPLIIS) ** Liallow upload and editing [DiPassword protect (iset expiration dateNextcloud User Manual, Release latest kittens 4 8.4 MB, amonth a0 Activities Comments Sharing @ monkey Wcanedit + G verten icsnedit = e Sweet kittens (email) [_|Canedit =» © mvinstosninatc Fie drop tupload ont) L) [Can edit = Share link httpuvlocainog Password protect Read only > allow upload OFiledrop (up). Set expirae CPassword pa |Set expiratio Chapter 2. What's new for users in Nextcloud latestCHAPTER THREE THE NEXTCLOUD WEB INTERFACE ‘You can connect to your Nexteloud server using any Web browser. Just point it to your Nextcloud server URL (e.g, cloud.example.com) and enter your username and password: 3.1 Web browser requirements For the best experience with the Nextcloud web interface, we recommend that you use the latest and supported version of a browser from this list: + Google Chrome/Chromium (Desktop and Android) + Mozilla Firefox (Desktop and Android) + Apple Safuel (Desktop and 408) + Microsoft Edge Note: Not all versions are supported. Nexicloud is tested and built to work with these versions only Note: If you want o use Nexteloud Talk you need to run Mozilla Firefox 52+ or Google Chrome/Chromium 49+ (0 have the full experience with video calls and sereensharingNextcloud User Manual, Release latest Warning: Microsoft Internet Explorer is NOT supported 3.2 Navigating the main user interface By default, the Nexicloud Web interface opens to your Dashboard or Files page: Tn Files you can add, remove, and share files, and the server administrator can change access privileges. The Nexteloud user interface contains the following fields and functions: ‘+ Apps Seleetion Menu (1): Located in the upper left corner, you'll find all your apps which are available on your instance of Nexteloud, Clicking on an app icon will redirect you to the app. ‘+ Apps Information field (2): Located in the left sidebar, this provides filters and tasks associated with your selected app. For example, when you are using the Files app you have a spectal set of filters for quickly finding your files, such as files that have been shared with you, and files that you have shared with others. You'll see different items for other apps ‘+ Application View (3): The main central field in the Nextcloud user interface. This field displays the contents or user features of your selected app. + Navigation Bar (4): Located over the ma breadcrumbs navigation that enables you to rome’. grate to higher levels ofthe folder hierarchy up to the root level ‘+ New button (5): Located in the Navigation Bar, the New button enables you to create new files, new folders, or upload files, Note: You can also drag and drop files from your file manager into the Files Application View to upload them to your instance. + Search ficld (6): Click on the Magnifier in the upper right corner to search for files and entries of the current app. 8 Chapter 3. The Nextcloud Web interfaceNextcloud User Manual, Release latest + Contacts Menu (7): Gives you an overview about your contacts and users on your server. Dependent on the given details and available apps, you can directly start a video call with them or send emails + Grid view button (8): This looks like four little squares, which toggles the grid view for folders and files. + Settings menu (9): Click on your profile picture, located to the right of the Search field, to open your Settings «dropdown menu. Your Settings page provides the following settings and features: = Links to download desktop and mobile apps = Server u age and space availabilty = Password management Name, email and profile picture settings ~ Manage connected brovsers and devices = Group memberships ~ Interface language settings = Manage notifications Federated Clovd ID and social media-sharing buttons = SSL/TLS certificate manager for external storages Your Two-factor Settings Nextcloud Version information See Setting your preferences section to learn more about these settings. 3.2. Navigating the main user interface 9Nextcloud User Manual, Release latest 10 Chapter 3. The Nextcloud Web interfaceCHAPTER FOUR FILES & SYNCHRONIZATION 4.1 Accessing your files using the Nextcloud Web interface ‘You can access your Nextcloud files with the Nextcloud Web interface and create, preview, edit, delete, share, and re-share files. Your Nextcloud administrator has the option to disable these features, so if any of them are missing on your system ask your server administrator. te +B * ; < i ; = < ior ’ ' © sate 4.1.1 Tagging files ‘You can assign tags to files. To create tags, open a ile to the Details view. Then type your tags. To enter more than one lag press the return key alter creating each tag, All tags are system tags, and are shared by all users on your Nexteloud server Then use the Tags filter on the left sidebar to filter files by tags: nNextcloud User Manual, Release latest constjpe * . eS AA HOR 2 Chapter 4. Files & synchronizatiNextcloud User Manual, Release latest 4.1.2 Comments Use the Details view to add and read comments on uny file or folder. Comments are visible o everyone who has acess ‘othe fle: 4.1.3 Video player ‘You can play videos in Nextcloud with the Video Player app by simply clicking on the file, Video streaming by the native Nextcloud video player depends on your Web browser and the video format. Ifyour Nextcloud administrator has enabled video streaming, and it doesn’t work in your Web browser, it may be a browser issue, See hitps://developer.mozilla, org/en-US/docs/Web/HTML/Supported_media_formats#Browser_compatibility for supported multimedia formats in Web browsers. 4.1.4 File controls Nextcloud can display thumbnail previews for image files, MP3 covers, and tex files, if this enabled by your server administrator. Hover your cursor over a file or folder (o expose the controls for the following operations: Favorites Click the star tothe left ofthe file icon to mark it asa favorite: ‘You can also quickly find all of your favorites with the Favorites filter on the left sidebar, Overflow Menu The Overflow menu (three dots) displays file details, and allows you to rename, download, or delete files: ‘The Details view shows Activities, Sharing, and Versions information: The Settings gear icon at the lower left allows you to show or hide hidden files in your Nextcloud Web interface. These are also called dotiles, because they ate prefixed with a dot, c.g. .mailfile. The dot tells your operating system to hide these files in your file browsers, unless you choose to display them, Usually these are configuration files, so having, the option to hide them reduces clutter. 4.1. Accessing your files using the Nextcloud Web interface 8Nextcloud User Manual, Release latest Photos # Rename [3 Move $ Download elete 4 Chapter 4. Files & synchronizatiNextcloud User Manual, Release latest < Photos * Activities Comment @ You commented \ @ Q@ Tiberius Claudius Nero commented Look at this nice photos @) Titus Flavius Doritianus © settings 27 Show hidden files 4.1. Accessing your files using the Nextcloud Web interface 6Nextcloud User Manual, Release latest 4.1.5 Previewing files ‘You can display uncompressed text files, OpenDocument files, videos, and image files in the Nextcloud embedded viewers by clicking on the file name. There may be other file types you can preview if your Nextcloud administrator hhas enabled them. If Nexteloud cannot display a file, it starts a download process and downloads the file to your computer 4.1.6 Navigating inside your Nextcloud Navigating through folders in Nextcloud is as simple as clicking on a folder to open it and using the back button on your browser to move to previous level. Nextcloud also provides a navigation bar atthe top of the Files field for quick navigation, 4.1.7 Sharing status icons Any folder that has been shared is marked with the Shared overlay icon, Public link shares are marked with a chain link, Unshared folders are not marked: Ba Pos sg snares BB vocument B®] Nexcioud @ Shared 4.1.8 Creating or uploading files and directories Upload or create new files or folders directly in a Nextcloud folder by clicking on the New button in the Files app: bd * ‘The New bution provides the following options: Up arrow Upload files from your computer into Nexteloud, You can also upload files by dragging and dropping them from your file manager. ‘Text file Creates 1 new tex file and adds the file to your eurrent folder. Folder Creates a new folder inthe current folder. 16 Chapter 4. Files & synchronizatiNextcloud User Manual, Release latest 4.1.9 Selecting files or folders ‘You can select one or more files or folders by clicking on their checkboxes. To select al files in the current directory, click on the checkbox located atthe top ofthe files listing, ‘When you select multiple files, you can delete all of them, or download them as a ZIP file by using the Delete or Download buttons that appear atthe top. Note: If the Download button is not visible, the administrator has disabled this feature. 4.1.10 Filtering the files view The left sidebar on the Files page contains several filters for quickly sorting and managing your files, All files: The defi view; display al files that you have access to, Favorites Files or folders marked with the yellow star, Shared with you Displays al files shared with you by another user or group, Shared with others Displays all files that you have shared with other users or groups. Shared by link Displays all files that are shared by you via public Kink External Storage optional) Files that you have aeeess to on external storage devices and services such as Amtzon 3, SMB/CIFS, FTP... 4.1.11 Moving files ‘You can move files und folders by dragging and dropping them into any directory. 4.1.12 Creating or connecting to a Federation Share link Federated Cloud Sharing allows you (o mount file shares from remote Nextcloud servers, and manage them just like a local share, See Using Federation Shares o learn to how fo create and connect to new Federated Cloud shares. 4.2 Accessing Nextcloud files using WebDAV Nextcloud fully supports the WebDAV protocol, and you can connect and synchronize with your Nexicloud files over ‘WebDAV. In tis chapter you will learn how to connect Linux, macOS, Windows, and mobile devices to your Nextcloud server via WebDAV. Before we get into configuring WebDAY, let’s take quick look at the recommended way of connecting client devices to your Nextcloud servers. Note: In the following examples, you should replace example.com/nexteloud with the URL of your Nexteloud server (omit the directory part if the installation is in the root of your domain), and “USERNAME” with the username of the connecting user. See the WebDAV URL (bottom left in settings) on your Nextcloud, 4.2. Accessing Nextcloud files using WebDAV. 7Nextcloud User Manual, Release latest Note: In the following examples, you must use an app-password for login, which you can generate in your security settings. 4.2.1 Nextcloud Desktop and mobile clients The recommended way to synchronize a desktop PC with a Neatcloud server is by using Nexicloud/ownCloud syne clients. You ean configure the client (o save files in any local directory and you can choose which directories on the Nextcloud server to syne with, The client displays the current connection status and logs all activity, so you always know which remote files have been downloaded to your PC and you can verify that files created and updated on your local PC are properly synchronized with the server. ‘The recommended way to synchronize Nexteloud server with Android and Apple iOS devices is by using the mobile apps. ‘To connect your mobile app to a Nextcloud server use the base URL and folder only: example. com/nextcloud In addition to the mobile apps provided by Nexteloud or ownCloud, you can use other apps to connect to Nexteloud from your mobile device using WebDAV. WebDAV Navigator is a good (proprietary) app for Android devices and iPhones. The URL to use on these is ‘exanple..com/nextcloud/renote .php/dav/files /USERNAME/ 4.2.2 WebDAV configuration If you prefer. you may also connect your desktop PC to your Nexteloud server by using the WebDAV protocol rather than using a special client application, Web Distributed Authoring and Versioning (WebDAV) is a Hypertext Transfer Protocol (HTTP) extension that makes it easy to create, read, and edit files on Web servers. With WebDAV you can. access your Nextcloud shares on Linux, macOS and Windows in the samme way as any remote network share, and stay synchronized. 4.2.3 Accessing files using Linux ‘You can access files in Linux operating systems using the following methods, Nautilus file manager ‘When you configure your Nextcloud account in the GNOME Control Center, your files will automatically be ‘mounted by Nautilus as a WebDAV share, unless you deselect file access. ‘You can also mount your Nexteloud files manually. Use the davs:// protocol to connect the Nautilus fle manager 10 your Nexteloud share: davs: //example..con/nextcloud/renote php /dav/#iles/USERNAME/ Note: If your server connection is not HTTPS-secured, use daw: // instead of davs://: 8 Chapter 4. Files & synchronizatiNextcloud User Manual, Release latest ‘ev Mocabostilesiwetdauphp a 2 Browse cancet. [_conect Note: The same method works for other file managers that use GVFs, such as MATE’s Caja and Cinnamon’s Nepomuk. ‘Accessing files with KDE and Dolphin file manager To access your Nextclous files using the Dolphin file manager in KDE, use the webdav: / protocol: webdav: //example. con/nextcloud/remote .php/dav/£iles /USERNAME/ ZEEE Ss 1. Open Dolphin and click “Network” in the left hand “Places” column, 2, Click on the icon labeled Add a Network Folder. The resulting diale selected, should appear with WebDAV already 4.2. Accessing Nextcloud files using WebDAV 19Nextcloud User Manual, Release latest 3. 6. IF WebDAV is not selected, select it. Click Next. 5. Enter the following settings: + Name: The name you want to see in the Places bookmark, for example Nextcloud, *+ User: The Nextcloud username you used (0 log in, for example admin. + Server: The Nexicloud domain afterwards) + Folder ~ Enter the path nextcloud/renote.. php/dav/files/USERNAME/. une, for example example.com (without http:/f before or directories 3. (Optional) Check the “Create icon” checkbox for a bookmark to appear in the Places column, . (Optional) Provide any special settings or an SSI. certificate in the “Port & Enerypted” checkbox. 4.2.4 Creating WebDAV mounts on the Linux command line You ‘can create WebDAV mounts from the Linux command line, This is useful if you prefer to access Nextcloud the same way a8 any other remote filesystem mount. The following example shows how to create a personal mount and have it mounted automatically every time you log in to your Linux computer. 1 Install the dav£s2 WebDAV filesystem driver, which allows you to mount WebDAV shares just like any other remote filesystem. Use this command to install it on Debian/Ubunt: apt-get install davis? Use this command to install it on CentOS, Fedora, and openSUSE: yum install davfs2 Add yourself to the dav? group: usermod -aG davfs2 3. Then create a nextcloud directory in your home directory for the mountpoint, and .dav#s2/ for your personal configuration file: mkdir ~/nextcloud mkdir ~/.davés? 4. Copy /etc/davs2/secrets to ~/.davfs2, cp /etc/davfs2/secrets ~/.davfs2/secrets 5. Set yourself as the owner and make the permissions read-write owner only: chown : ~/.davfs2/secrets chnod 600 ~/.davfs?/secrets 6. Add your Nextcloud login credentials to the end of the secrets file, using your Nexteloud server URL and your Nexteloud username and password Chapter 4. Files & synchronizatiNextcloud User Manual, Release latest https: //example..con/nextcloud/renote..php/dav/files/USERNAME/ SPathToountPoint SUSERNANE $PASSHORD for example Phone /user/nextcloud john 1234 77. Add the mount information to /ete/ fstab: https: //example..con/nextcloud/renove. php/dav/files/USERNAME/ /hone// “snextcloud davés user,rw,auto 0 0 ‘8, Then test that it mounts and authenticates by running the following command. If you set it up correctly you won't need root permissions: ‘mount ~/nextcloud 9, You should also be able to unmount it: umount ~/nextcloud Now every time you login to your Linux system your Nextcloud share should automatically mount via WebDAV in your ~/nextcloud directory. Ifyou prefer to mount it manually, change auto to noauto in /etc/ fstab, 4.2.5 Known issues Problem Resource temporarily unavailable Solution If you experience trouble when you create a file in the directory, edit /et/davs2/dav£s2.conf and add use_locks 0 Problem Certificate warnings Solution If you use a self-signed certificate, you will get a warning. To change this, you need to configure davs2 to recognize your certificate. Copy mycerti ficate.pem to /etc/davfs2/certs/. Then edit /etc/davfs2/davés2 .coné and ‘uncomment the line servercert. Now add the path of your certificate as in this example: servercert /etc/davfs2/certs/mycertificate.pem 4.2. Accessing Nextcloud files using WebDAV. 21Nextcloud User Manual, Release latest 4.2.6 Accessing files using macOS Note: The macOS Finder suffers from a series of implementation problems and should only be used ifthe Nexteloud server runs on Apache and mod_php, or Nginx 1.3.8+. Altemative macOS-compatible clients capable of accessing, ‘WebDAV shares include open source apps like Cyberduck (see instructions here) and Filezilla, Commercial clients Inelude Mountain Duck, Forklift, Transmit, and Commander One. ‘To access files through the macOS Finder: | From the Finder's top menu bar, choose Go > Connect to Server... 2. When the Connect to Server... Address: field, ic. ‘window opens, enter your Nextcloud server's WebDAV address in the Server https: //cloud. YOURDOMAIN. com/renote. php/dav/£iles/USERNAME/ on — : oe 3. Click Connect. Your WebDAV server should appear on the Desktop as a shared disk drive 2 Chapter 4. Files & synchronizatiNextcloud User Manual, Release latest 4.2.7 Accessing files using Microsoft Windows If you use the native Windows implementation of WebDAV, you can map Nextcloud to a new drive using Windows Explorer. Mapping to a drive enables you to browse files stored on a Nexicloud server the way you would files stored in a mapped network drive, Using this feature requires network connectivity. If you want (o store your files oflline, use the Desktop Client to syne all files on your Nextcloud to one or more directories of your local hard drive. Note: Windows 10 now defaults to allow Basie Authentication if HTTPS is enabled prior to mapping your drive. On older versions of Windows, you must permit the use of Basic Authentication in the Windows Registry: launch regedit nd navigate to HKEY_LOCAL_MACHINE\ SYSTEM\CurrentControlSet\Services\WebClient\Parameters. Cre- ate or edit the DWORD value Basi cAuthLevel (Windows Vista, 7 and 8) or UseBasi cAuth (Windows XP and Windows Server 2003) and set its value data to 1 for SSL. connections. Value © means that Basic Authentication is disabled, a value of 2 allows both SSL and non-SSL. connections (not recommended). Then exit Registry Editor, and restart the computer. Mapping drives with the command line ‘The following example shows how to map a drive using the command line. To ip the drive: 1, Open a command prompt in Windows. 2. Banter the following line in the command prompt to map to the computer Z. drive: et use Z: https yourpassword ‘/-drive_path> /renote. php/dav/files/USERNAME/ /user: youruser ‘where is the URL to your Nexicloud server. For example: net use Z: https://example. com/nextcloud/remote. php/dav/files/USERNAME/ / user:youruser yourpassword ‘The computer maps the files of your Nextcloud account tothe drive letter Z, ‘Though not recommended, you can also mount the Nextcloud server using HTTP, leaving the connection tunencrypied. If you plan (0 use HTTP connections on devices while in a public place, we strongly recommend using. ‘a VPN tunnel to provide the necessary security An alternative command syntax. net use Z: \\example.con@ss1\nextcloud\renote.php\dav /user:youruser yourpassword 4.2. Accessing Nextcloud files using WebDAV. 23Nextcloud User Manual, Release latest Mapping drives with Windows Explorer To map a drive ws 1 18 the Microsoft Windows Explorer: (Open Windows Explorer on your MS Windows computer. Right-click on Computer entry and select Map network drive... from the drop-down menu. . Choose a local network drive to which you want to map Nexteloud, Specify the address to your Nextcloud instance, followed by /remote.php/dav/tiles/(USERNAMIV. For example https: //example. con/nextcloud/renote . php/dav/files /USERKAME/ Note: For SSL protected servers, check Reconnect at sign reboots. If you want to connect to the Nextcloud server as a different user, check Connect u {to ensure that the mapping is persistent upon subsequent ing different credentials 3% @ Map Network Drive ‘What network folder would you like to map? Spey the dive eter for he connection and he folder that you want te connect et Die 7 Felder [htpn//esamplecom/emotephp/de/ie/USER_~] | Browse Example \\server share Beconnest t signin EXconneet using eiterent credentials Click the Finish button, ‘Windows Explorer maps the network drive, making your Nextcloud instance available, 24 Chapter 4. Files & synchronizationNextcloud User Manual, Release latest 4.2.8 Accessing files using Cyberduck Cyberduck is an open source FTP and SFTP, WebDAV, OpenStack Swifl, and Amazon $3 browser designed for file transfers on macOS and Windows. Note: This example uses Cyberduck version 4.2.1. “To use Cyberduck 1. Specify a server without any leading protocol information, For example: example.com 2. Specify the appropriate port. The port you choose depends on whether or not your Nextcloud server supports SSL. Cyberduck requires that you select a different connection type if you plan io use SSL For example: 80 (for WebDAV) 443 (lor WebDAV (HTTPS/SSL)) 3. Use the ‘More Options’ drop-down menu to add the rest of your WebDAV URL into the ‘Path’ field. For example: remote. php/dav/files/USERNAME/ Now Cyberduck enables file access to the Nextcloud server. 4.2.9 Accessing public shares over WebDAV Nexiclouid provides the possibility to access public shares over WebDAV. To access the public share, open: https: //example.com/nextcloud/public.php/webdav ina WebDAV client, use the share token as usemame and the (optional) share password as password, Note: Settings > Administration —+ Sharing ~> Allow users on this server to send shares to other servers, This, option also allows WebDAV access to public shares needs to be enabled in onder to make this feature work, except if CURL is being used (see below), 4.2.10 Known problems Problem Windows does not connect using HTTPS, 4.2. Accessing Nextcloud files using WebDAV. 25Nextcloud User Manual, Release latest Solution 1 The Windows WebDAV Client might not support Server Name Indication (SND) on enerypted connections. If you encounter an error mounting an SSL-enerypted Nexicloud instance, contact your provider about assigning a dedicated TP address for your sed server, Solution 2 The Windows WebDAV Client might not support TLSvL.L and TLSv1.2 connections. If you have restricted your server config to only provide TLSv1. and above the connection to your server might fail, Please reer to the WinHT TP documentation for further information, Problem ‘You receive the following error message: Error 0x800700DF: The file size exceeds the limit allowed and cannot be saved. Solution Windows —Timits the maximum — size a file. transferred from or toa Web DAV share may have. You can increase the value FileSizeLimitInBytes in HKEY_LOCAL_MACHINI ‘STEM\CurrentControlSet\Services\WebClient\Parameters by clicking on Toinerease the limit to the maximum value of AGB, select Decimal, enter a valve of 4294967295, and reboot Windows or restart the WebClient service. Problem Accessing your files Irom Microsoft Office via WebDAV fails, Solution Known problems and their solutions are documented in the KB2123563 article. Problem Cannot map Nextcloud as a WebDAV drive in Windows using self-signed certificate, Solution 1. Go to the your Nextcloud instance via your favorite Web browser, . Click through until you get to the certificate error in the browser status line ‘View the cert, then from the Details tab, select Copy to File. J. Save to the desktop with an arbitrary name, for example myNextcloud pen. 5. Start, Run, MMC. File, Add/Remove Snap-In, 26 Chapter 4. Files & synchroniz:Nextcloud User Manual, Release latest 7. Select Certificates, Click Add, My User Account, then Finish, then OK. 8. Dig down to Taust Root Certilication Authorities, Certificates. 9, Right-Click Certificate, Select AIL Tasks, Import 10, Select the Save Cert from the Desktop. 11, Select Place all Cert 12, Check the Box that says Show Physical Stores, Expand out Trusted Root Cestii Local Computer there, click OK, Complete the Import, 13. Check the list to make sure it shows up. You will probably need to Refresh before you see it, Exit MMC, tes in the following Store, Click Browse. tion Authorities, and select 14. Open Browser, select Tools, Delete Browsing History. 15, Select all but In Private Fitering Data, complete. 16. Go to Internet Options, Content Tab, Clear SSL State ud test 17. Close browser, then re-open Problem ‘You cannot download more than 50 MB or upload large files when the upload takes longer than 30 minutes using Web Client in Windows 7, Solution ‘Workarounds are documented in the KB26687S1 article. 4.2.11 Accessing files using cURL Since WebDAV is an extension of HTTP, cURL can be used to script file operations. Note: Settings > Administration —> Sharing —> Allow users on this server to send shares to other servers. If his, ‘option is disabled the option ~-header "X-Requested-With: XMLHttpRequest” needs to be passed to cURL. To create a folder with the current date as name: $ curl -u user:pass -X MKCOL “https://example.con/nextcloud/renote. php/dav/files/ ~USERNAME/$(date '4%d-Kb-¥Y") To upload a file error. 1og into that directory: '$ curl -u user:pass -T error.log "https: //exanple.con/nextcloud/renote. php/dav/Files/ ‘USERNAME/$(date '4%d-Kb-¥Y")/error.1og” To move a file $ curl -u user:pass -X MOVE --header ‘Destination: https://example.con/nextcloud/renote. -php/dav/ filles /USERNAME/target. jpg’ https://exanple.con/nextcloud/renote.php/dav/files/ USERNAME/source. jpg To get the properties of files in the root folder: 4.2. Accessing Nextcloud files using WebDAV. aNextcloud User Manual, Release latest $ curl -X PROPFIND -H "Depth: 1” -u user:pass https: //example.com/nextcloud/renote “php /dav/files/USERNAME/ | xml_pr 163 11802275840 -" 5614346139405" HTTP/1.1 200 Okc/d:status> /nextcloud/renote. php/dav/files/USERNAME/wel come. txt Tue, 13 Oct 2015 17:07:35 GMT 163 "47465£ae667b2d0fee154£5e17d1£0£1" text /plain HTTP/1.1 200 OK 4.2.12 Accessing files using WinSCP WinSCP is an open source free SFTP client, FTP client, WebDAV client, $3 client and SCP client for Windows. Its ‘main function is file transfer between a local and a remote computer. Beyond this, WinSCP offers seripting and basic file manager functionality. You can download the portable version of WinSCP and run it on Linux through Wine. To run WinSCP on Linux, download wine through your distribution’ package manager, then run it via: wine Win- scPexe. To connect to Nextcloud: + Start WinSCP + Press ‘Session’ in the menu + Pross the ‘New Session’ menu option + Set the ‘File protocol” dropdown to WebDAV 28 Chapter 4. Files & synchronizationNextcloud User Manual, Release latest + Sot the ‘Eneryption’ dropdown to TSL/SSL Implicit encryption + Fill in the hostname field: example.com + Fill in the username field: NEXTCLOUDUSERNAME + Fill in the password field: NEXTCLOUDPASSWORD + Press the ‘Advanced...” button + Navigate to “Environment, ‘Directories’ on the left side + Fillin the ‘Remote directory’ field with the following: nextcloud/temote.php/dav/ile/NEXTCLOUDUSERNAME/ + Press the “OK” button + Press the ‘Save" button + Select the desired options and press the “OK” button + Press the ‘Login’ button 1o connect to Nexteloud Note: itis recommended to use an app password for the password if you use TOTP, as WinSCP does not understand TOTP in Nexicloud at the time of writing (2022-11-07) 4.3 Managing deleted files When you delete file in Nextcloud, itis not immediately deleted permanently, only moved into the trash bin. It is not permanently deleted until you manually delete it, or when the Deleted Files app deletes it to make room for new files, Find your deleted files by clicking on the Deleted files bution on the Files page of the Nextcloud Web interface. You'll hhave options to either restove or permanently delete files. 4.3.1 Quotas Deleted files are not counted against your storage quota, Only your personal files count against your quota, not files ich were shared with you. (See Storage quota to learn more about quotas.) 4.3.2 What happens when shared files are deleted Deleting files gets alittle complicated when they are shared files, as this scenario illustrates: 1. User! shares a folder “test” with User2 and User 2. User2 (the rei 3. The folder “sub” will be moved to the trash bin of both User! (owner) and User2 (recipient) jent) deletes a file/folder “sub” inside of “test” 4. But User3 will not have a copy of “sub” in their trash bin When Userl deletes “sub” then itis moved to UserI's trash bin, It is deleted from User? and User’, but not placed in their rash bins. When you share files, other users may copy, rename, move, and share them with other people, just as they can for any computer files; Nexicloud does not have magic powers to prevent this, 4.3, Managing deleted files 29Nextcloud User Manual, Release latest 4.3.3 How the deleted files app manages storage space To ensure that users do not run over their stonage quotas, the Deleted Files app allocates a maximum of 50% of their currently available free space to deleted files. If your deleted files exceed this limit, Nexicloud deletes the oldest files les with the oldest timestamps from when they were deleted) until it meets the memory usage limit again, Nexicloud checks the age of deleted files every time new files are added to the deleted files. By default, delete files slay in the trash bin for 30 days. The Nexteloud server administrator can adjust this value in the config. php file by seling the trashbin_retention_obligation value. Files older than the trashbin_retention_obligation value will be deleted permanently. Additionally, Nextcloud calculates the maximum available space every time a new file is added. If the deleted files exceed the new maximum allowed space Nexicloud will permanently delete those trashed files with the soonest expiration until the space limit is met again, Note: Your administrator may have configured the trash bin retention period to override the storage space management, See admin documentation for more details. 4.4 Desktop and mobile synchronization For synchronizing files with your desktop computer, we recommend using the Nexicloud Syne Client for Windows, ‘macOS and Linux “The Nexteloud Desktop Syne Client enables you to connect to your Nextcloud Server, You can ereate folders in your home directory, and keep the contents of those folders synced with your Nextcloud server. Simply copy a file into the directory and the Nextcloud desktop client does the rest. Make a change to the files on one computer, it will flow across the others using these desktop sync clients. You will always have your latest files with you wherever you are ts usage is documented separately in the Nextcloud Desktop Client Manual 4.4.1 Mobile clients Visit your Personal page in your Nextcloud Web interface to find download links for Android and 10S mobile syne clients. Or, visit the Nextcloud download page: 4.5 Encrypting your Nextcloud files on the server Nexicloud includes a server side Eneryption app, and when itis enabled by your Nextcloud administrator all of your Nexicloud data files are automatically encrypted om the server. Encryption is server-wide, so when itis enabled you cannot choose to keep your files unencrypted. You don't have to do anything special, as it uses your Nextefoud login as the password for your unique private encryption key. Just log out and in and manage and share your files as you normally do, and you can still change your password whenever you want. Its main purpose is to encrypt files on remote slorage services that are connected to your Nexteloudl server. This is an easy and seamless way {0 protect your files on remote storage. You can share your remote files through Nexteloud in the usual way, however you cannot share your encrypted files directly from the remote service you are using, because the encryption keys are stored on your Nextcloud server, and are never exposed to outside service providers. Iv your Nextcloud server is not connected to any remote storage services, then it is better to use some other form of encryption such as file-level or whole disk encryption. Because the keys are kept on your Nextcloud server, itis possible for your Nexteloud administrator to snoop in your files, and if the server is compromised the intruder may get access to your files. (Read Encryption in Nexicloud to learn more.) 30 Chapter 4. Files & synchronizationNextcloud User Manual, Release latest 4.5.1 Encryption FAQ How can encryption be disabled? The only way to disable encryption is to run the “decrypt all” seript, which decrypts all files and disables eneryption, Is it possible to disable encryption with the recovery key? ‘Yes, if every user uses the file recovery key, “decrypt all” will use itt decrypt all files. Can encryption be disabled without the user's password? you don't have the users password or file recovery key, then there is no way to deerypt all files. What’s more, running ion login would be dangerous, because you would most likely run into timeouts, Is it planned to move this to the next user login or a background job? we did that, then we would need to store your login password in the database, This could be seen as a security issue, so nothing like that is planned. Is group Sharing possible with the recovery key? you mean adding users to groups and make it magically work? No, This only works with the master key. 4.5.2 Using encryption Nextcloud eneryption is pretty much set it and forget it, but you have a few options you ean use ‘When your Nexteloud administrator enables encryption forthe first time, you must Iog out and then log back into create your eneryption keys and encrypt your files. When encryption has been enabled on your Nextcloud server you will see ‘yellow banner on your Files page warning you to Tog out and then log back in: ‘When you log back in it takes few minutes to work, depending on how many files you have, and then you are returned, to your default Nexteloud page Note: You must never lose your Nextcloud password, because you will lose access to your files. Though there is an optional recovery option that your Nexteloud administrator may enable; see the Recovery Key Password section (below) to learn about this. 4.5. Encrypting your Nextcloud files on the server aNextcloud User Manual, Release latest stashcat 4.5.3 Shal \g encrypted files Only users who have private encryption keys have access to shared encrypted files and folders. Users who have not yet created their private encryption keys will not have access to encrypted shared files: they will see folders and filenames, but will not be able to open or download the files. They will see a yellow warning banner that says “Encryption App is tnabled but your keys are not initialized, please log-out and log-in again.” Share owners may need to re-share files after encryption is enabled; users irying to access the share will see a message advising them to ask the share owner to re-share the file with them. For individual shares, un-share and re-share the file. For group shares, share with any Individuals who can't access the share. This updates the encryption, and then the share owner can remove the individual shares. Recovery key password If your Nextcloud administrator has enabled the recovery key Feature, you can choose to use this feature for your account, If you enable “Password recovery” the administrator can read your data with a special password, This feature enables the administrator to recover your files inthe event you lose your Nextcloud password, Ifthe recovery key is not enabled, then there is no Way to restore your files if you lose your login password. Encryption Enable recovery key (allow to recover users files in case of password loss} Recovery key password seeseeee Repeat Recovery key password Enabled Disabled 2 Chapter 4. Files & synchroniz:Nextcloud User Manual, Release latest 4.5.4 Files not encrypted Only the data in your files is enerypted, and not the filenames or folder structures. These files are never encrypted: + Old files in the trash bin, + Image thumbnails from the G ery ap. + Previews from the Files app. + The search index from the full text search app. + Third-party app data Only those files that are shared with third-party storage providers can be encrypted, the rest of the files may not be encrypted, Change private key password This option is only available i the encryption password has not been changed by the administrator, but only the log-in password. This can occur if your Nextcloud provider uses an extemal user back-end (for example, LDAP) and changed your login password using that back-end configuration. In this ease, you can set your encryption password to your new login password by providing your old and new login password. The Eneryption app works only if your login password. ‘and your eneryption password are identical 4.6 File Sharing Nextcloud users can share files and folders. Possible targets are: + public Hinks + groups + circles + talk conversations + users or groups on federated Nexteloud servers Not details, Some options may not be available due to administrative configuration. See administrator documentation for 4.6.1 Public link shares ‘You can share files and folders via public links. A. random 15-digit token will be created, The link will look like https://cloud.example.com/s/ YyXcFKRWBJqYYzp4. ‘A numberof options are available for public folder shares + Read only to allow viewing and downloading + Allow upload and editing + With File drop, the sharee can only upload files toa folder without seeing the files that are already in that folder. 4.6. File Sharing 33,Nextcloud User Manual, Release latest 4 a < Activity Comments Sharing Name, Federated cloud ID or email address eo ‘Others with access @ Read only Internal link : 6 (Only works For users with access to Alley uplosd diel Personal > Sharing 4.6.3 Others with access In order to find out ifa file or folder is accessible to others through sharing of a superior folder hierarchy level, click ‘on Others with access in the sharing ta: The list shows all users, groups, chats etc. thatthe current object has been given aceess fo through sharing ofa superior folder in the hierarchy: Click om the three dots to: ‘+ see who initiated the share + sce where the share was initiated (click to navigate to the folder, as Far as you have aceess there) 36 Chapter 4. Files & synchronizatiNextcloud User Manual, Release latest aminuteago X You received /Phatos asa share by @ Peter | Sharing Accept user and group shares by default 4 Qa 2 < 5 Activity Chat Comments Sharing Versions Name, federated cloud ID or email address 6 Share link i Internal link Ba Only works For users with access to this File Add toa project Connect items toa project to make them easier to find 4.6. File Sharing 7Nextcloud User Manual, Release latest 4 Qa a < ° Activity Chat Comments Sharing Versions Name, Federated cloud ID or email address oe Internal link 2 Added by Jim ‘Only works For users with access to this file Add to a project Ba Via “Company” Connect items to a project to make them eas| XX Unshare 38 Chapter 4. Files & synchronizatiNextcloud User Manual, Release latest ‘+ unshare the initial share (only accessible forthe share owner) Note: This information is only visible o the owner of a file/Tolder or sharees with resharing rights. 4.7 Federated Shares Federation Sharing allows you to mount file shares from remote Nexteloud servers, in effect creating your own cloud of Nextelouds. You can create direct share links with users on other Nextcloud servers. 4.7.1 Creating a new Federation Share Federation sharing is enabled by default. Follow these stops to create a new share with other Nextcloud or ownCloud Go to your Filles page and click the Share icon on the file or directory you want to share. In the sidebar enter the user name and URL of the remote user inthis form: @cnc-server-ur>. In thisexample, that is bob@cloud. example. com: 4 q < Activity Comments Sharing [email protected] Bob on cloud.example.com ‘The sharee is receiving a notification in their Nexteloud, allowing them to either accept or decline the incoming share’ aminuteago You received mySharedFolder as a remote share from Jim 4.7. Federated Shares 39Nextcloud User Manual, Release latest 4.7.2 Adding a public share to your Nextcloud Nextcloud public link share pages offer an option to add that file or folder as a federated share into your own Nexteloud instance, Just enter your @cnc-server-url> just like shown for outbound shares above: @ Direct link hitpsy//mycloud.example.com/s/BOkKIr (@ Add to your Nextcloud [email protected] Sane enenenege 4.8 Making anonymous uploads ‘You may create your own special upload directories so that other people can upload files to you without having to log in othe server, and without being a Nexteloud user. They will not be allowed to see the contents ofthis directory, or to make any changes. This is an excellent alternative to sending large attachments via email, using an FTP server, ot using commercial file-sharing services, 4.8.1 Setting up your own file drop Go to Files and ereate oF choose the folder, the anonymous upload should be made to: Check Share Link, Allow editing, Hide file listing: 40 Chapter 4. Files & synchronizatiNextcloud User Manual, Release latest Activities Comm Share tink PE 00's/¢c2n.0t10y Alow editing Hide file listing Passwora protect hepsi Now you can send the link tothe upload folder manually or by using the Nextcloud send Funetion, if your administrator has enabled it 4.8.2 Uploading files Using the anonymous upload function is simple. You receive a link to the upload folder, click the link, and then you'll see a Nexteloud page with a “Click to upload” button: Upload files to ME test ® Select or drop files g ‘This opens a file picker, and you select the file or directory you want to upload, You're also able to just drop files into the window, ‘When your upload is completed, the filenames are listed: 4.8. Making anonymous uploads aNextcloud User Manual, Release latest 2 Select or drop files Uploaded files: qq 2013-10-21_18-... tq anonym_upload. 4.9 Large file uploads ‘When uploading files through the web client, Nextcloud is limited by PHP and Apache configurations. By default, PHP is configured for only 2 megabyte uploads, As this default uptoad limit is not entirely useful, we recommend that your Nexicloud administrator increase the Nexteloud variables to sizes appropriate for users. Modifying certain Nextcloud variables requires administrative access. If you require larger upload limits than have been provided by the default (or already set by your administrator): + Contact your administrator to request an increase in these variables + Refer tothe section in the Administration Documentation that describes how to manage file upload size limits 4.10 Storage quota ‘Your Nextcloud administrator has the option to st a storage quota on users. Look at your the Personal page to see what your quota is, and how much you have used You are using 7.2 MB of 5 GB (0.14 %) | may be helpful to understand how your quota is calculated, Metadata (thumbnails, temporary files, cache, and eneryption keys) takes up about 10% of disk space, but is notcounted. agains! user quotas. Some apps store information inthe database, such as the Calendar and Contacts apps. This data is excluded Irom your quota, ‘When other users share files with you, the shared files count against the original share owner's quota, When you share a folder and allow other users or groups to upload files to it, all uploaded and edited files count against your quota, ‘When you re-share files shared with you, the re-share still counts against the quota of the original share owner, Enerypted files area little larger than unencrypted files; the unencrypted size is calculated against your quota. Deleted files that are still in the trash bin do not count against quotas. The trash bin is set at 50% of quota. Deleted file aging is set at 30 days. When deleted files exceed 50% of quota then the oldest files are removed until the total is below 50% Note: Your administrator may have configured the wash bin retention period to override the storage sp See administrator documentation for more details. anagement, 42 Chapter 4. Files & synchroniz:Nextcloud User Manual, Release latest ‘When version control is enabled, the older file versions are not counted against quotas. you create a public share via URL and allow uploads, any uploaded files count against your quota, 4.11 Version control Nextcloud supports simple version control system for files. Versioning creates backups of files which are aveessible via the Versions tab on the Details sidebar. This tab contains the history of the file where you can roll back a file to any previous version. Changes made at intervals greater than two minutes are saved in data/[user}/files_versions, * . DODDD ° To restore a specific version ofa file, click the cireular arrow to the right. Click on the timestamp to download it The versioning app expires old versions automatically to make sure thatthe user doesn't run out of space. This pattern is used to delete old versions: For the frst second we keep one version For the first 10 seconds Nextcloud keeps one version every 2 seconds Fog the frst minute Nextcloud keeps one version every 10 seconds For the frst hour Nextcloud keeps one version every minute For the first 24 hours Nexteloud keeps one version every hour For the frst 30 days Nextcloud keeps one version every day Alter the first 30 days Nexteloud keeps one version every week ‘The versions are adjusted along this pattern every time a new version gets created. The version app never uses more than 50% of the user's currently available free space. If the stored versions exceed this limit, Nexteloud deletes the oldest versions until it meets the disk space Timit again, 4.11. Version control 43Nextcloud User Manual, Release latest 4.12 Projects Users can associate files, chats and other items with each other in projects. The various apps will present these items ina list, allowing users to immediately jump to them. Projects are Nextcloud wide, When a user shares a file that is part of a project, the share recipient can see that project, too. A click on any of the lems in a project leads right to it, be ita chat, a file or a task 4.12.1 Create a new project A new project can be created by linking two items together. Start off by opening a file or folders sharing sidebar. x Media 11.2 MB, 23 days ago Tags 4 a < Activity Comments Sharing Name, federated cloud ID ar email address. > 6 Share link + @e Add to a project Be Linktoa file Q Link toa conversation Type to search for existing projects Click Add to a project and select the type of item you want to link with the current file/folder. A selector will open that allows you selecting a Talk conversation for example. 4 Chapter 4. Files & synchronizatiNextcloud User Manual, Release latest Select a conversation to add to the project Marketing Sales O- Reger) 4.12. Projects 45Nextcloud User Manual, Release latest (Once the item has been selected a new project is being created and listed in the sharing tab of the sidebar. ‘The same project will also appear in the sharing sidebar ofthe linked items. ‘Add to a project Connect items to a project to make them easier to find Q v2: = Q« Show details # Rename project The listentry shows quick links to limited number of items. By opening the context menu, the project ean be renamed and the full ist of items can be expanded. 4.12.2 Adding more entries to a project another item should be added to an already existing project this can be done by searching for the project name in the Add to a project picket. 4.12.3 Visil lity of projects Projects do not influence the access and visibility of the different items. Users will only see projects of other users if they have access to all contained items. 4.13 Transfer Ownership Users can transfer the ownership of files and folders to other users. Sharing ownerships of those transferred files/folders will also be transferred, 1. Navigate to Settings > Personal > Sharing > Files Click on Choose file or folder to mansfer >> A file picker opens, showing al files and folders in the user's aecount, . ick a file or folder and click on Choose >> The chosen file or folder name gets displayed, 2 3. 4. Click on Change to change the choice if necessary 5, Pick a new owner by typing their name into the search field next to New owner: 6 5. Click on Transfer. Note: The username autocompletion or listing may be limited due to administrative visibility con- figuration, See administrator documentation for detail. 1 The target user receives a notification where they are being asked whether to accept or eeject the incoming transfer. 46 Chapter 4. Files & synchronizatiNextcloud User Manual, Release latest Nextcloud_Server_Administration_Manual.pdf & He 8.4MB, 23 daysago Tags a * a < a Chat Aotivity Comments Sharing Versions, Name, federated cloud ID or email address... 2 6 Share link eo ‘Add toa project Be Linktos file Q) Link to 3 conversation (vi aminuteago X Incoming ownership transfer from @) Jim Do you want to accept Jims Files? Note: The transfer process after accepting may take upto 1 hour. Reject GE cg 4.13. ‘Transfer Ownershi aNextcloud User Manual, Release latest 2. accepted, the target user finds the transferred files and folders in their root under a folder Transferred from [user] on [timestamp]. ‘The source user gets informed about the aeceptance or rejection by a notification. 4.14 Using Federation Shares Federation Sharing allows you to mount fle shares from remote Nexteloud servers, in effect creating your own cloud of Nextelous. You can ereate direct share links with users on ether Nextcloud servers. 4.14.1 Creating a new Federation Share Federation sharing is enabled on new or upgraded Nextcloud installations by default. Follow these steps to ereate a new share with other Nextcloud or ownCloud 9+ servers 1. Go to your Files page and click the Share icon on the file or directory you want to share. In the sidebar enter the username and URL of the remote user in this form: @coc-Server-url>. The form automatically confirms the address that you type and labels it as “remote”. Click on the label. o coe 2, When your local Nextcloud server makes a successful connection with the remote Nextcloud server you'll see & confirmation. Your only share option is Can edit. Click the Share button anytime to see who you have shared your file with. Remove your linked share anytime by eli the trash ean icon, This only unlinks the share, and does not delete any files ing 4.14.2 Creating a new Federated Cloud Share via email Use this method when you are sharing with users on ownCloud 8.x and older ‘What if you do not know the username or URL? Then you can have Nexteloud ereate the link for you and email it 10 your recipient ‘When your recipient receives your email they will have to take a number of steps to complete the share link. First they ‘must open the link you sent them in a Web browser, and then click the Add to your Nextcloud bution. ‘The Add to your Nexteloud bution changes toa form field, and your recipient needs toenter the URL of theirNexteloud for ownCloudd server in ths field and press the return key, or click the arrow. Next, they will see a dialog asking to confirm, All they have to do is click the Add remote share button and they're finished Remove your linked share anytime by clicking the trash can icon. This only unlinks the share, and does not delete any files, 48 Chapter 4. Files & synchroniz:Nextcloud User Manual, Release latest & Share link httpu/ubuntu2vowndoud/index.php/s/ujh7VbEFuYxIGU Password protect [email protected]] Send J Setexpiration date + Download backgroundpg (93 KB) provsuumuowave 4.14. Using Federation Shares 49Nextcloud User Manual, Release latest tcloud.com/nextcloud, Size Modified ~ 26MB — 2months ago owe 3MB 2 months ago 50 Chapter 4. Files & synchronizationCHAPTER. FIVE GROUPWARE Nexicloud Groupware is a bundle of apps which is consisting of an Mail-client (IMAP/POP3) and a Calendar and Contacts server (CalDAV/CardDAV) with the respective web interfaces. We complete those productivity tools with Deck, a project management tool which allows you fo ereate Kanban-style task boards and share them with your team, ‘You can find out more about Nextcloud Groupware on our website. 5.1 Using the Contacts app “The Contacts app is not enabled by default in Nextcloud latest and needs to be installed separately from our App Store. The Nexicloud Contacts app is similar (© other mobile contact applications, but with more functionality. Let's run through basic features that wll help you maintain your address book in the application, Below, you will Iearn how to add contacts, edit or remove contacts, upload a contact picture and manage your address books, 5.1.1 Adding Contacts ‘When you first access the Contacts app, an empty default address book becomes availabe: ‘To add contacts into your address book, you can use one of the following methods: + Import contacts using a Virtual Contact File (VCF/¥vCard) file + Add contacts manually The fastest way to add a contact is to use a Virtual Contact File (VCF/vCard) file Importing Virtual Contacts To Import Contacts Using a VCF/vCard File: 1. Find “Setuings” atthe bottom of the left sidebar, next to the gear button: 2. Click the gear button. The Contacts app “Import” button will appear 51Nextcloud User Manual, Release latest ‘There are no contacts yet lie J Fig, 1: Default Address Book (empty) Contacts settings 52 Chapter 5. GroupwareNextcloud User Manual, Release latest ‘cencral settings (De mtn ei Note: The Contacts app only supports import of vCards version 3.0 and 4.0, 3. Click the “Import” button and upload your VCF/vCard file, ier the import is complete, you will see your new contact in your address book. Adding Contacts Manually you can't import viewal contaets, the Contacts app enables you to add contacts manually. To Create a New Contac! 1. Click the + New contact bution, An empty new contact configuration opens in the Application View field 2. Specify the new contact information. Changes that you made are implemented immediately. 5.1, Using the Contacts app 53Nextcloud User Manual, Release latest Edit or Remove Contact Information The Contacts app enables you to edit or remove contact information, To edit or remove contact information: 1. Navigate tothe specifi contact that you want to modify. 2, Seleot the information inthe feld that you want to eit or remove. 3. Make your modifications or elick on the trash bin. Changes or removals that you made to any contact information are implemented immediately. Contact Picture ‘To add a picture for your new contacts, click on the upload button ier you have set a contact picture, it will look like this: If you want to upload a new one, remove it, view it in full size or download it, elick on the contacts picture for the following options to appear 54 Chapter 5. GroupwareNextcloud User Manual, Release latest = a & > oF le Greta Dechi Nextcloud e Upload anew picture Choose From Files Get from Gravatar Download picture Delete picture Post GFrice box Greta Dechi Nextcloud Upload a new picture Choose From Files Get From Gravatar Download picture Delete picture Post Office box 5.1, Using the Contacts appNextcloud User Manual, Release latest 5.1.2 Adding and Managing Address Books Clicking on the “Settings” (gear) button atthe bottom of the left sidebar provides access to Contacts app settings. This field shows all available address books, certain options for each address book, and enables you to ereate new address books, simply by specifying an address books name: (Danese snes ee ot tl The Contacts settings is also where you can share, export and delete address books. You will find the CardDAV URLs there, See Groupware for more details about syncing your address books with 10S, macOS, Thunderbird and other CardDAV clients, 5.2 Using the Calendar app Note: The Calendar app comes installed with Nextcloud Hub by default, but can be disabled. Please ask your Admin- Istrator for it The Nexteloud Calendar app works similar to other calendar applications you can syne your Nextcloud ealendars and events with, When you first access the Calendar app, a default first calendar will be created for you. 56 Chapter 5. GroupwareNextcloud User Manual, Release latest 5.2.1 Managing your calendars Create a new Calendar you plan on setting up a new ealendar without transferring any old data from your previous calendar, creating a new calendar is the way you should go. 1. Click on + New Calendar in the left sidebar. 2. Type ima name for your new calendar, e.g. “Work”, “Home” or “Marketing planning 3. Alter clicking on the checkmark, your new calendar is created and can be synced across your devices, filled with new events and shared with your friends and colleagues. Import a Calendar 1 you want to transfer your calendar and their respective events to your Nextcloud instance, importing is the best way todo so, 1. Click om the settings-icon labeled with Settings & Inport at the left-bottom. 2. After clicking on + Import Calendar you can select one or more calendar files from your local device to upload. 3. The upload can take some time and depends on how big the calendar you impor is. Note: The Nextcloud Calendar application only supports iCalendar-compatible .¢s-fles, defined in RFC 5545, 5.2. Using the Calendar app 57Nextcloud User Manual, Release latest New calendar (2. New calendar with task list ‘New subscription from link F (ead-oni) New subscription from link (read-only) 58 Chapter 5. GroupwareNextcloud User Manual, Release latest calendar settings import catendar Enable birthday calendar ‘Show tasks in calendar G1 Enable simplified editor EZ Limit visible events per view G1 show weekends 5 show week numbers Export or Delete a Calendar ‘Sometimes you may want to change the color oF the entire name of previous imported or created calendar. You may also want to export it to your local hard drive or delete it forever. Note: Please keep in mind that deleting a calendar isa irreversible action, After deletion, there is no way oF restoring the calendar unless you have a local backup. 1. Click on the three-dot-menu of the respective calendar. 2. Click on Bait name, dit color, Export or Delete Sharing calendars ‘You may share your calendar with other users or groups. Calendars may be shared with write access or read-only. ‘When sharing a calendar with write access, users with whom the calendar is shared will be able to create new events into the calendar as well as edit and delete existing ones. Note: Calendar shares currently cannot be accepted or rejected. If you want to stop having a calendar that someone shared with you, you ean click on the 3-dot menu next to the calendar in the calendar list and click on “Unshae from me”, Calendars shared with a group cannot be unshared by individuals. 5.2. Using the Calendar app 59Nextcloud User Manual, Release latest < oeee37ee Week 44 of 2022 Appointments < Personal Public Events Work Project (Bob) Fenchurch Library New calendar All day 06 Uhr 07 Uhr 08 Uhr 09 Uhr 10 Uhr 11. Uhr 12 Uhr Chapter 5. GroupwareNextcloud User Manual, Release latest < Week 44 of 2022 > all day vy 06 Uhr @ Appointments: < 07 Uhr Personal e # Editname @ Public Events # Edit colour work - & Copy private link @ Project (Bob) & Export © Fenchurch Library Delete + Newcalendar 5.2. Using the Calendar app 61Nextcloud User Manual, Release latest Publishing a calendar Calendars can be published through a public link to make them viewable (read-only) to external users. You may create ‘public link by opening the share menu for a calendar and elicking on «+ » next to « Share link ». Onee ereated you cean copy the public link to your clipboard ot send it through email There's also an « embedding code » that provides an HTML iframe to embed your calendar into public pages. Multiple calendars can be shared together by adding their unique tokens to the end of an embed link. Individual tokens ccan be found at the end of each calendar’s public link. The full address will look like ht tps: //cloud.example con/index. php /apps/calendar /enbed/-- To change the default view or date of an embedded calendar, you need to provide an URL that looks like https:/ /cloud. example ..con/ index. php/apps/calendar /enbed///. In this url you need (© replace the Following variables + with the calendar's token, + with one of dayGridMonth, timeGridveek, timeGridDay, ListMonth, ListWeek, ListDay. The default view is dayGridMonth and the normally used lst is ListMonth, + with now or any date with the following format ~~ (c.g. 2019-12-28). (On the public page, users are able to get the subscription link forthe calendar and export the whole calendar directly. Subscribe to a Calendar ‘You can subscribe to iCal calendars directly inside of your Nextcloud. By supporting this interoperable standard (RFC 5545) we made Nextcloud calendar compatible to Google Calendar, Apple iCloud and many other calendar-servers you ean exchange your calendars with, including subseription links from calendar published on other Nextcloud instances, as described above. 1. Click on + New Subscription inthe left sidebar. 2. Type in or paste the link of the shared calendar you want to subseribe to Finished. Your endar subscriptions will be u (ed regularly. Note: Subscriptions are refreshed every week by default. Your administrator may have changed this setting 5.2.2 Managing Events Create a new event ‘oF the calendar Events can be created by clicking in the area when the event is scheduled. In the day- and week you just click, pull and release your cursor over the area when the event is taking place. ‘The month-view only requires a single click into the area of the target day. ‘Afier that, you can type in the event’s name (e.2, Meeting with Lukas), choose the calendar in which you want to save the event 10 (e.g. Personal, Work), check and concretize the time span or set the event ns an all-day event, Optionally you can specify a location und a deseription, Ifyou want to edit advanced details such as the Attendees or Reminders, or if you want to set the event as a repeating- event, click om the More button to open the advanced sidebar editor. 62 Chapter 5. GroupwareNextcloud User Manual, Release latest 022 Thu 3.11.2022 Fri 4.11.2022 ‘sat 5.11.2022 pee) wes mal Find Major Lewis' Lucky Shorts! @ Public Events from 05.11.2022 at 10:00 @ || to05.11.2022at 1030 @ Co Aliday @ | Adda location @ A8¢ 2 description aa Tue wed Thu 1 (©.09:00 Werkftow Discussion a af (© 12:00 Booking - Arthur Dent (© 16:00 4 Hackathon ‘Meeting about tent improvements for Linus £ @ Work from 08.11.2022 at 10:00 @ | to08.11.2022at11:00 @ Co altday Add a description 5.2. Using the Calendar app 63Nextcloud User Manual, Release latest Note: If you always want to open the advanced sidebar editor instead of the simple event editor popup, you ean set a Skip simple event editor checkmark in the Settings & Inport section of the app. Clicking on the blue Create button will finally create the event. Edit, duplicate or delete an event Ir you want to edit, duplicate or delete a specific event, you first need to click on the event, Alter that you will be able to re-set all event details and open the advanced sidebar-editor by eli 1g on Nore. Clicking on the Update button will update the event. To cancel your changes, click on the close icon on top right of the popup or sidebar editor, you open the sidebar view and elick the three dot menu next to the event name, you have an option to export the event as an «ics file or remove the event from your calendar, a Meeting with Alice and Bob a day ago = Export @ Work a From 03.11.2022 at 10:00 @ to 03.11.2022at_ ig Delete All day oO cS 9 Details Attendees Resources Tip: Ifyou delete events they will go into your trash bin, You can restore accidentally deleted events there. ‘You can also export, duplicate or delete an event from the basic editor, 64 Chapter 5. GroupwareNextcloud User Manual, Release latest 2022 Tue 1.11.2022 wed 211.2022 Thu3.11.2022 eee ie OX Meeting with Alice and Bob © ovplicate © Work B delete from 03.11.2022 at 10:00 @ to 03.11.2022 at 11:00 e CO altday a @ | Add location ‘Add a description 5.2. Using the Calendar app 65Nextcloud User Manual, Release latest Invite attendees to an event ‘You may add attendees to an event to Jet them know they’re invited. They will receive an email invitation and will be ble to confirm or cancel their participation to the event, Attendees may be other users on your Nexteloud instances, contacts in your address books and direet email addresses. You may also change the level of participation per attendees, ‘or disable the email information for a specific attendee. Meeting with allce and Bob ~ aday ago © work [send email from 03.11.2022 at 10:00 © | | t003 ©) chairperson ( altday @ Required participant © = Details Attendees Optional participant search for emails, users or contacts Non-patticipant ‘admin (organize BH Remove attendee 28 ; Alice Do oecticaien Bob D > ‘ show busy times Tip: When adding other Nexicloud users as altendees to an event, you may access their free-busy information available, helping you determine when the best time slot for your event is. Set your working hours to let others know ‘when you are available, Free-busy information is only available for other users on the same Nextcloud instance Attention: Only the calendar owner ean send out invitations. The sharees are not able to do that, whether they have write aecess 10 the event's calendar or not Attention: The server admi will be used 1o send invitations, tration needs (0 setup the e-mail server in the Basic settings tab, as this mai 66 Chapter 5. GroupwareNextcloud User Manual, Release latest Assign rooms and resources to an event ilar 10 attendees you can add rooms and resources to your events. The system will make sure that each rom und resource is hooked without conflict. The first time a user adds the room or resource to an event, it will show as accepted, Any further events at overlapping times will show the room or resouree as rejected, Note: Rooms and resources are not managed by Nextcloud itself and the Calendar app will not allow you to add or change resource, Your Administrator has to install and possibly configure resource back ends before you can use them Set up reminders ‘You can set up reminders to be notified before an event occurs. Currently supported notification methods are: + Binal notifications + Nextelouel notifications ‘You may set reminders a a time relative to the event or ata specific date Note: Only the calendar owner and people or groups with whom the calendar is shared with write access will get notlications. If you don't get a tions but think you should, your Administrator could also have disabled this for your server. Note: If you synchronize your calendar with mobile devices or other 3rd-party clients, notifi up there, ions may also show Add recurring options ‘An event may be set as “recurring happen every day, week, month or year. Specific rules ean be added oset which day of the week the event happens or more complex rules, such as every fourth Wednesday of each month, ‘You can also tell when the recurrence ends. Trash bin. If you delete events, tasks or a calendar in Calendar, your data is not gone yet. Instead, those items will be collected in a frash bin. This olfers you to undo a deletion. After a period which defaults to 30 days (your administration may hhave changed this setting). those items will be deleted permanently. You can also permanently delete items earlier if you wish, ‘The Empty trash bin buttons will wipe all trash bin contents in one step. Tip: The rash bin is only accessible from the Calendar app. Any connected application or app won't be able to display its contents. However, events, tasks andl calendars deleted in connected applications or app will also end up in the trash bin, 5.2. Using the Calendar app 67Nextcloud User Manual, Release latest oO 9 Details Attendees Resources @ | Adda location ‘Add a description | Confirmed i © | When shared show full event i buy i ] | Search or add categories i “i M30 minutes before the event starts + Add reminder Norecurrence 7 Chapter 5. GroupwareNextcloud User Manual, Release latest Sl Monthly on day 3 v Repeat every 1 month @ By day of the month DMM 8 9 wo 1 2 3 OM 6% 1% 7 8 19 20 a 2 2 2m 28 26 ww 2 2 3 oH onthe First Monday End repeat never Trash bin ‘Sande cutomer goer ive 5.2. Using the Calendar app 69Nextcloud User Manual, Release latest 5.2.3 Responding to invitations ‘You can direetly respond to invitations inside the app. Click on the event and select your participation status. You ean respond to an invitation by accepting, declining or accepting tentatively. Tue 1.11.2022 2 os ee ‘Workflow Discussion @ Personal CR (2711120220700 © | toor.sr20z2ator30 © CO Allday po 9 [Aétatortion ‘Add a description Sl = renathe ‘You can respond to an invitation from the sidebar too, 5.2.4 Availability (Working Hours) The general availability independent of scheduled events can be set in the groupware settings of Nesteloud. These seitings will be reflected in the free-busy view when you schedule a meeting with other people in Calendar. Some connected clients like Thunderbird will show this data as well, 5.2.5 Birthday calendar ‘The birthday calendar is a auto-generated calendar which will automaticaly fetch the biethdays from your contacts. ‘The only way to edit this calendar is by filing your contacts with birthday dates. You can not directly edit this calendar from the calendar-app. Note: I you do not see the birthday calendar, your Administrator may have disabled this for your server 70 Chapter 5. GroupwareNextcloud User Manual, Release latest Workflow Discussion ” 3 days ago @ Personal from01.11.2022 at 09:00 @ || to01.112022at09:30 @ GED QO 9 @ Adda location @ buy i D> 5.2. Using the Calendar app aNextcloud User Manual, Release latest Availability I you configure your working hours, other users will see when you are out of office when they book a meeting ‘Time zone: Monday Tuesday Wednesday Thursday Friday Saturday sunday America - New York 9:00 9:00 9:00 9:00 9:00 © eo 0 ° to 17:00 © 17:00 © 17:00 © 17:00 © 17:00 © No working hours set No working hours set 1 Automaticaly set user status to “Do not disturb” outside of availablity to mute all notifications. Chapter 5. GroupwareNextcloud User Manual, Release latest 5.2.6 Appointments As of Calendar v3 the app can generate appointment slots which other Nexteloud users but also people without an account on the instance can book. Appointments offer fine-granular control over when you are possibly free to meet up. This can eliminate the need to send emails back und forth o settle on a date and time. In this section we'll use the term organizer for the person who owns the calendar and sets up appointment slots. The dattendee is the person who books one of the slots. Creating an appointment configuration As an organizer of appointments you open the main Calendar web UI. In the left sidebar you'll find a section for appointments, were you can open the dialogue to create a new one. + New calendar Appointments + (8 Have Lunch with Me One of the basic infos of every appointment is a title describing what the appointment is about (e.g. “One-on-one” ‘hen an organizer wants to offer colleagues a personal call), where an appointment will ake place and a more detailed description of what this appointment is about, Edit appointment Name Have Lunch with Me Location Abigalls Kitchen Description ‘We're going to have lunch together and talk about whatever concerns you. BYOD! ‘The duration of the appointment can be picked from a predefined list. Next, you can set the desired inerement. The Increment is the rate at which possible slots are available. For example, you could have one hour long slots, but you give them away at 30 minute increments so an attendee can book at 9:00AM but also at 9:30AM. Optional infos about location and a description give the attendees some more context.Every booked appointment will he written into one of your calendars, so you can chose which one that should be, Appointments ean be public or private. Public appointments 5.2. Using the Calendar app 3Nextcloud User Manual, Release latest ccan be discovered through the profile page of'a Nextcloud user. Private appointments are only accessible to the people who receive the seeret URL. calendar Visibitty © Appointments Public~shown on the profile page . Duration Increments 60 minutes hour . ‘Additional calendars to check for conflicts © Work Note: Only slots that do not conflict with existing events in your conflict calendars will be shown to attendees. The organizer of an appointment can specify at which times of the week i’s generally possible 10 book a slot. This could be the working hours but also any other customized schedule, Pick time ranges where appointments are allowed Monday 1200 @ to 14:00 © + Tuesday 1200 @| to 1400@) ® + Wednesday 12:00 @ | to i + Thursday 1200 @ to 14000 HB + Friday No times set + Saturday No times set + sunday No times set + ‘Some appointments require time to prepare, e.g. when you meet al venue and you have (o drive there. The organizer can chose to select a time duration that must be free. Only slots that do not confliet with other events during the preparation time will be available, Moreover there is the option to specify a time after each appointment that has 10 be free. To prevent an attendee from booking too short notice it’s possible to configure how soon the next possible appointment might take place. Setting a maximum number of slots per day ean limit how many appointments are possibly booked by attendees. a” Chapter 5. GroupwareNextcloud User Manual, Release latest ‘Add time before and after the event 12 Before the event After the event 1S minutes : O minutes : Planning restrictions Minimum time before next available slot Maxslots per day Sminutes . 1 Limit how Farin the future appointments can be booked 2 months - The configured appointment will then be listed in the left sidebar. Via the three dot menu, you can preview the ap: ointment. You can copy the link tothe appointment and share it with your target attendees, or let them discover your public appointment via the profile page. You can also editor delete the appointment configuration. Booking an appointment ‘The booking page shows an attendee the ttle, location, description and length of an appointment. For a selected day there will be « list with all the possible time slots, On days with no available slots, too many conflicts or a reached daily ‘maximum limit of already booked appointments, the list might be empty. For the booking, attendees have fo enter a name and an email address. Optionally they can also add a comment, ‘When the booking was successful, a confirmation dialogue will be shown to the attendee. ‘To verify that the attendee email address is valid, «confirmation email will be sent to them. Only after the attendee clicks the confirmation link from the email the appointment booking will be aecepled and forwarded to the organizer. ‘The attendee will receive another email confirming the details of thelr appointment. Note: Ifa slot has not been confirmed, it will still show up as bookable. Until then the time slot might also be booked by another user who confirms their booking earlier. The system will detect the conflict and offer to pick a new time slot 5.2. Using the Calendar app 75Nextcloud User Manual, Release latest Appointments jaune Have Lunch With Me ae ‘on Uhr e = Link he Preview hr f Edit br BF Trash bin W delete fe Abigait Have Lunch With Me \We're going to have lunch together and talk about whatever concerns you. BYOD! Select date Select slot 2022-11-15 a 12:00- 13:00 Europe Vienna 76 Chapter 5. GroupwareNextcloud User Manual, Release latest Your name Penny ‘Your email address penny@stardew-schooLedy Abigail Please share anything that will help prepare for our Have Lunch With Me meeting HiAbigal, 13100-14100 twas wondering if we could discuss Vincent and 428! school experience over lunch? | would lke to add some lessions about Amethysts tothe schedule. since i's your favourite thing, thought you might have some input? v Please confirm your reservation We sent you an email with details. Please confirm your appointment using the link in the email. You can close this page now. 5.2. Using the Calendar app 7Nextcloud User Manual, Release latest ‘Your appointment "Have Lunch With Me" with Abigail needs confirmation Peney AD Abigail “owe @ Be Dear Penny, please confirm your booking + Appointment with Abigail + Appnintment fr Penny oe 14, Nowernber 2072 um 13:00 + Your commen Hi Abioa, | was wondering if we coulé dius Vincent and Jas'school experience over lunch? | woul like to ad some lesions about Amethyst t the schedule Since it's your Favourite thin, Ithought you might have some input? This canfirmation link expires in 24 if you wish to cancel the appointment afterall please contact your arganizer by replying te this email or by visiting their profile page. 7 Chapter 5. GroupwareNextcloud User Manual, Release latest Thank you. Your booking from November 14, 2022 1:00 PM to November 14, 2022 2:00 PM has been confirmed. Book another appointment: See all available slots Working with the booked appointment (Once the booking is done, the organizer will find an event in their calendar with the appointment details and the attendee, 1 the appointment has the setting “Add time before event” oF “Add time after the event" enabled, they will show up as separate events in the calendar for the organizer, As with any other event that has attendees, changes and cancellations will tigger a notification to the attendee’s email. attendees wish to cancel the appointment they have to get in contact with the organizer, so that the organizer can ‘cancel ar even delete the event. 5.3 Synchronizing with Android 5.3.1 Files and notifications 1. Install the Nextcloud Android client from Google Play Store or from F-Droid. 2. Start the app. There are two ways of setting it up: Etther: enter your server URL, continue, enter your user name and password and confirm to grant access. Or; In Nexicloud’s web GUI, go to the user preferences, go to Security. Generate an App password, click “Generate QR code” and tap the QR scanner icon in the Nextclovd app, point your phone's camera towards the sereen, 5.3. Synchronizing with Android 79Nextcloud User Manual, Release latest Your appointment "Have Lunch With Mo" with Abigail has been accepted Penwy A Abin vos * aes Dear Penny, your booking has been accepted. + Appointment with admin + Appointment fo Penny 14 November 2022 um 1300, + Your Comment: Heabigel, Iwas wondering if we could discuss Vincent and Jas' schoo! experience over lunch? | would ike to add some lesions about Amethysts to the schedule Since it's your Favourite thing, Ithought you might have some input? sh to cancel the appointment ater al please contact your ‘organizer by replying to this emai or by visting thelr profil [By seein 80 Chapter 5. GroupwareNextcloud User Manual, Release latest o7 uhr os uhr 2 * am TBA. © Appointments 11 Ubr cal from 14.11.2022 at 13:00 @ | to14.112022at1400 @ CO allday 13 Ube @ | Add a location 14ubr Hi Abigail, iSuhe | was wondering if we could discuss Vincent and Jas’ school ‘experience over lunch? psuhe | would like to add some lessions about Amethysts to the ‘schedule. Since it's your Favourite thing, thought you might 17ubr have some input? 18ubr r9uhr 5.3, Synchronizing with Android 81Nextcloud User Manual, Release latest os ur 09 uhr ro uhr fun Prepare for Have Lunch With Me © Appointments 12ubr 7aubr from 14.11.2022 at 1245 @ | to14.11.2022a1300 © CO altday 14ubr @ Add allocation asuhr fB | Add adescription r6uhr 17Ubr More 5.3.2 Contacts and Calendar With the Nextcloud mobil app 1. Install DAV (Formerly known as DAVDroid) on your Android device, from Google Play Store or from F-Drotd, 2. In the Nexteloud mobile, go to Settings/More, tap on “Syne calendars & contacts”. 3. Now, DAVx° will open Nextcloud’s Webilow login window, where you will have to enter your credentials and rant access. 4, DAV» will open and ask you fo ereate an aecount, Set the account name fo one of your choosing, and set Contact Group Method to Groups are per-contact eategories. 5. After this, DAV? will close and the Nextcloud app reappears. In order to finish setup, you have to manually Tauneh DAV? again, 6. Tap on the icon for the acvount DAV. has just created, when requested grant DAVx access to your calendars and contacts. Optionally install OperTasks (Google Play Store or F-Droid) and grant DAVx® access to your tasks, to0, 7. When you tap the icon for the account DAV’ has se up, it will discover the available address books and calendars, Choose which ones you want to synchronize and finish, 82 Chapter 5. GroupwareNextcloud User Manual, Release latest Without the Nextcloud mobile app Ifyou do not want 10 install the Nextcloud mobile app, the following steps are required: 1, Install DAVx° (formerly known as DAVDroid) on your Android device, from Google Play Store or from F-Droid. 2. Optionally install OpenTasks (Google Play Store or F-Droid). button). Select Connection with URL and username. Base URL: URL of your Nextcloud instance (e.g. https:// sub. example ..con/renote..php/dav) and Contact Group Method: as credentials . Create a new account ( . Choose the option Groups are per-contact categories. Click Connect. . Select the data you want to sync. ‘When requested, grant access permissions to DAVx® for your contacts, calendars and optionally tasks. Note: Enter your email address as DAV3° account name (mandatory if you want to be able wo send ealendar invitation). 1f your email address i registred in your Nextcloud preferences and you have setup your aecount using the Nexteloud mobile app this all shouldbe aready the ease. Tip: DAV." lists the calendar subscriptions made through the Nexicloud Calendar app, but you need (o install the ICSx° (formerly known as ICSDroid) app on your Android device, from the Google Play Store or from F-Droid to syne them. 5.4 Synchrot 5.4.1 Calendar 1. Open the settings application. Select Calendar. . Select Accounts, Select Add Account, 5. Seleet Other as account type. Select Add CalDAV account. For server, type the domain name of your server ie, example.com. . Enter your user name and password 9. Select Next. ‘Your calendar will now be visible in the Calendar application, Note: Beginning with iOS 12 an SSL encryption is necessary. Therefore do not disable SSL (For this reason a certificate is required at your domain, hips://letsencrypt.org/ will do.Nextcloud User Manual, Release latest 5.4.2 Contacts 1. Open the settings application Select Contacts, 3. Select Accounts. 4, Select Add Account. 5. Select Other as account ype. 6. Select Add CardDAV account 7. For server, type the domain name of your server ic. example..com. 8, Einler your user name and passion 9, Solect Next. ‘You should now find your contacts in the address book of your iPhone. Note: Beginning with iOS 12 an SSL encryption is necessary. Therefore do not disable SSL (For this reason certificate is required at your domain, itps://letsenerypt.ore/ will do). IT's stil not working, have a look at Troubleshooting Contacts & Calendar or Troubleshooting S vice Discovery. ‘ing with macOS 5.5 Synchrot 5.5.1 Setup your Accounts In the Following steps you will add your server resources for CalDAV (Calendar and CardDAV (Contacts). your Nextcloud. 1. Open the system preferences of your macOS device 2, Navigate o Internet Accounts: 3. Click on Add Other Account... and click on CalDAV Account for Calendar or CardDAV Account for Con- tacts: Note: You can not setup Calendar/Contacts together, You need to setup them in separate accounts, 4. Select Manual as Account-Type and type in your respective credentials ‘Username: Your Nextcloud username or email Password: Your generated app-password/token (Learn more). 5. Click on ign In. For CalDAV (Calendar): You can now select, with which applications you want to use this resource. In the most ceases, this will be the “Calendar” application, sometimes you may also want to use it for your Tasks and reminders, 84 Chapter 5. GroupwareNextcloud User Manual, Release latest ‘System Preferences ‘aRecion Displays Energy Keyboard Mouse Trackpad Internet Network een Incornet Accounts © @ wid other apps. Exchange — Nextcloud eo e Internet Accounts sets up your accounts te use with Mal, Contacts, Calendar, Messages and TANUU! Aol. Mail account © calpaV account BE cardDAv account LDAP account 5.5. Synchronizing with macOSNextcloud User Manual, Release latest Add a CalDAV account o Account Type: Manual Username: marius Password: Server Address: een Internat Accounts Sea Internet Accounts ets up your accounts to use with Mal, Contact, Calendar, Messages and other apps FA ed a - ‘lo De od etn Exchange G sooo Username: marus Neveu Server Address: cloud nextloud.com Description: Nextcloud Calendar Nextcloud Contacts Reminders Chapter 5. GroupwareNextcloud User Manual, Release latest 5.5.2 Troubleshooting ‘+ macOS does not support syncing CalDAV/CardDAV over no have https: // enabled and configured on server- and cli + Self-signed certificates nccd to be properly set up in the macOS keychain, rypted http:// connections. Make sure you W-side. 5.6 Synchronizing with Thunderbird ‘Thunderbird is a feature-rich and mature mail client that ean be turned into a full-fledged PIM. However, it lacks support for address book synchronisation via CardDAV and it also lacks the ability to automatically discover calendars and address books available on the server. Therefore, to synchronise with Nextcloud, add-ons are required, which can be easily installed through Thunderbirds add-on manager, 5.6.1 Recommended method For this method, you need to have two add-ons installed: 1, ToSyne, 2. The ThSyne provider for CalDAV and CardDAV, When they are installed, if you are on Windows, go to Extras/Synchronisation settings (ThSyne) or EdivSynchronisation settings (ThSyne) if on Linux, and th + In the accout manager choose “Add account / CalDAV / CardDAV account’ + Inthe next window, go with the default called Automatic configuration and click next + Bnler an account name, which you can freely choose, user name, password and the URL of your server and click next + Inthe next window, TbSyne should have autodiscovered the CalDAV and CardDAV addresses, When it has, click Finish + Now check the box Enable and synchronize this account. ThSync will discover all address books and calenders {your account has access to on the server + Check the box next to each calender and address book you want to have synchronised, also set how often you ‘want them to be synchronised and push the button sychronize now Afier the first successful synchronisation is complete, you can close the window. Henceforth, ThSyne will do the work for you, You are done and can skip the next sections (unless you need a more advanced address book) 5.6.2 Alternative: Using the CardBook add-on (Contacts only) CarBook is an advanced alternative to Thunderbird’s adress book, which supports CardDAV. You can have ThSyne sand CarBook installed in parallel 1. Click the CardBook icon in the upper right corner of Thunderbird (eee ee oan es oo a 2. In CardBook: + Address book > New Address book Remote > Next + Select CardDAY, fill in the address of your Nextcloud server, your user name and password 5.6, Synchronizing with Thunderbird 87Nextcloud User Manual, Release latest 4. Click on “Validate”, click Next, then choose the name of the address book and click Next agai 5. When you are finished, CardBook synchronizes your address books. You ean always trigger a synchronisation ‘manually by clicking “Synchronize” in the tp left corner of CardBook: 88 Chapter 5. GroupwareNextcloud User Manual, Release latest Ye Preferences Address Books “GEE ~ kontakter Uncategorized Deere Uncategorized 5.6.3 The old method: Manually subscribing to calendars This method is only needed if you don’t want to install TBSyne. 1. Go to your Nexteloud Calendar and click on the 3 dotted menu for the calendar that you want to synchronize hich will display an URL that looks something like ths: https: //cloud.nextcloud. com/renote.php/dav/calendars /daniel/personal/ 2. Go to the calendar view in Thunderbird and rightclick in the calendar menu to the left (where the names of the calendars are) to add a New Calendar. 3. Choose On the Network: Create a new calendar Locate your calendar Your calendar can be stored on your computer or be stored ona server in order to access it remotely or share it with your Friends or co-workers. ‘On My Computer onthe Network Cancel Next 4, Choose CalDAV and fill inthe missing information: 5.6. Synchronizing with Thunderbird 89Nextcloud User Manual, Release latest Create a new calendar Locate your calendar Provide info about what Is needed to access your remote calendar Format: icalendar (ICs) Ocalpav Sun Java System Calendar Server (WCAP) Location Goffiine Support Cancel jack 5.7 Synchronizing with KDE Kontact KOrganizer, Kalendar and KAddressBook can synchronize your calendar, contacts and tasks with a Nextcloud server This ean be done by following these steps depend on if you use KOrganizer or Kalendar: In KOrganizer: 1. Open KOrganizer and in the calendar list (botiom left) right-click and choose Add Calendar: 90 Chapter 5. GroupwareJb Add Folder ooM > = a pane eed Select an event, to-do or journal, here. a & BR Delete Calendar Copy Folder To.. Add Calendar. © Update Calendar ch = Calendar Properties... > @ Nextcloud B Declined invitations _ B& Open Invitations: \ @ Work © B .desk Support blocking (Bj6rn SchO@D © B community events public jos Poort) Nextcloud User Manual, Release latest 4 2 28 2. In the resulting list of resources, pick DAV groupware resource: 5.7. Synchronizing with KDE Kontact 1Nextcloud User Manual, Release latest cai Add Calendar — KOrganizer vaRX deaa. Birthdays & Anniversaries Provides a nirthday and anniversary d DAV groupware resource: "3 ‘Resource to manage DAV calendars and address books ( Google Groupware ‘Access your Google Calendars, Contacts and Tasks from v aK || © Cancel In Kalendar: 1, Open Kalendar and in the menu bar open the setting and then choose Calendar Sources -> Add Calendar: 92 Chapter 5. GroupwareNextcloud User Manual, Release latest ce Settings > Calendar Sources {Ej Brin @Arnnesaes Okman) 2 tae ead “+ has new calendar Soe. 2. In the resulting list of resources, pick DAV groupware resource: 5.7. Synchronizing with KDE Kontact 93Nextcloud User Manual, Release latest ‘In KOrganizer and Kalendar: ‘Ada New Calendar Source ox he 1g Se cosoere ‘calendar Folder Mizoro exchange Serer [5) Fe wrccunsnesunne scalcalensar rie ay Bmore pgp "22D crournare server ag 2° our resource ale Caled Fa 3. Enter your username. As password, you need fo generate an app-password/token (Learn more): Chapter 5. GroupwareNextcloud User Manual, Release latest Th # Dav groupnare configuratio...i davgroupwareresource 20 ~ A x Login Credentials Enter your credentials to login to the groupware server User: Password: 7 2 Cancel 4. Choose Nextcloud us Groupware server option: 5.7. Synchronizing with KDE Kontact 95Nextcloud User Manual, Release latest Th # Dav groupnare configuratio...i davgroupwareresource 20 ~ A x Groupware Server Select the groupware server the resource shall be configured for @& Use one of those servers: Nextcloud v ‘Configure the resource manually Cancel 5. Enter your Nextcloud server URL and, if needed, installation path (anything that comes after the first /, for example mynextcloud in https: //exampe .con/mynextcloud). Then click next 96 Chapter 5. GroupwareNextcloud User Manual, Release latest Th # DAV groupmare configurati davgroupware_resource 20 ~~ A x Connection Enter the connection information for the groupware server Host | cloud.example.com Installation path | nextcloue| Use secure connection Final URL (CalDav) https://cloud.example.comynextcloud/remote.php/davt Final URL (CardDar https://cloud.example.camvnextclaud/remate.php/dav! Cancel 6. You can now test the connection, which can take some time for the initial connection. If'it does not work, you ean go back and try to fix it with other settings: 5.7. Synchronizing with KDE Kontact 7Nextcloud User Manual, Release latest Test Connection You can test now whether the groupware server can be accessed with the current configuration Finish Cancel 98 Chapter 5. GroupwareNextcloud User Manual, Release latest Test Connection You can test now whether the groupware server can be accessed with the current configuration ¥ Connected successfully | mm My Sy esos | Qe te me ea emi oe SS November 2021 wel ne ef me i Thursday, November 18, 2021 November ae nial Fadi aye Months ars < Toy > aoa coer uF Sa % 14 15 16 17 18 19 20 Time Zones, @smn. 47 21 22 23 24 25 26 27 ure+00.00 n20eMi22) 4s 2B 29-30 5 gi London nao pM nz ss 3 aris wm 4 5 6 7 8 9 10 11 : = = 12:20AM @ 410 F®OMM1 AH Bae ee 5.7. Synchronizing with KDE Kentact 101Nextcloud User Manual, Release latest a — eee Breen | oot 2 [en se ee = 7 Gai Ba amet? cot 102 Chapter 5. GroupwareNextcloud User Manual, Release latest 5.8 Synchronizing with the GNOME desktop The GNOME desktop has built-in support for Nexteloud’s calendar, contacts and tasks which will be displayed by the Evolution PIM or the Calendar, Tasks and Contacts app as well has for files, which it integrates into the Nautilus file ‘manager via WebDAV. The latter works only while the computer is connected, This ean be done by following these steps: 1. In the GNOME settings, open Online Accounts, 2. Under “Add an account” pick Nextcloud: settings Ontne Accounts ~ = ws Connect to your data in the cloud # aucwoth Backend Add an account 18 Notations G cooste & seen Newtous Region tLargioge © Uriversat access Ee Microsor Pray © Aeptcatins Be storing Pocket © sant Foursquare 5 staat Microson Exchange Oe Poser 3, Enter your server URL, username and password. 1f you have enabled two factor authentification, you need to generate an app-passwordtoken, because GNOME Online Accounts doesn’t support Nexteloud’s webflow login yet (Learn more} 5.8. Synchronizing with the GNOME desktop 103Nextcloud User Manual, Release latest Cancel Nexteloud Account = Connect 4. In the next window, select which resources GNOME should access and press the eross in the top right to close: Nextcloud Account x Nextcloud Hoo. Use for Calendar Contacts Documents Files @ & & «) 104 Chapter 5. GroupwareNextcloud User Manual, Release latest Nexicloud tasks, calendars and contacts should now be visible in the Evolution PIM, the task, contacts and calendars app. Files will be shown as a WebDAV resource in the Nautilus file manager (and also be available in the GNOME file ‘open/save dialogues). Documents should be integrated into the GNOME Documents app. All resources should also be searchable from anywhere by pressing the Windows key and entering a search term, 5.9 Synchronizing with Windows 10 5.9.1 Calendar 1 3. Cli Cli In your browser, navigate to the Nexicloud Calendar app. Under “Settings & import", copy the address using “Copy iOS/macOS CalDAV address” into your clipboard Launch the Windows 10 Calendar app. Then, click the settings icon (gear icon) and select "Manage accounts “Add account” and choose “iCloud”. [Enter an email, username and password. None of this information has to be vali "upcoming steps. liek i will all be changed in the “Done”. A message should appear indicating the settings were saved successfully - In the “Manage Accounts” menu, click on the iCloud account created in previous steps, and select “Change settings”. Then, click on “Change mailbox syne settings”. Scroll to the bottom of the dialog box, select “Advanced mailbox settings”. Seroll once more to the botiom of the dialog box and paste your CalDAV URL in the field labelled “Calendar server (CalDAV)". “Done”, Enter your Nextcloud username and password in the appropriate fields, and change the account name to whatever you prefer (c. g. “Nexteloud Calendar”). Click “Save”, 5.9.2 Contacts 1 In the bottom left of the Contacts View (in Nextcloud Contacts) look for a little impeller symbol that looks like this: 5.9, Synchronizing with 105Nextcloud User Manual, Release latest contacts settings Genera setings [aie nce Ades books ema which will display a URL that looks something like this: hutps:/cloud nextcloud.convremote.php/dav/addressbooks! users/daniel/ Thunderbird) 2. Launch the Windows 10 Calendar app. Then, click the settings icon (gear icon) and select “Manage accounts” 3, Click “Add account” and choose “iCloud? 4, Enter an email, username and password. None of this information has to be valid-it will all be changed in the "upeoming steps. 5. Click “Sign i 6. In the “Manage Accounts” menu, click on the iCloud account created in previous steps, and select “Change settings”. Then, click on “Change mailbox sync settings" and then “Done”. A message should appe: indicating the settings were saved successfully, 7. Scroll 10 the bottom of the dialog box, select “Advanced mailbox settings”. Seroll once more to the bottom of the dialog box and paste your CardDAV URL in the field labelled “Contacts server (CariDAV)", 8 Click “Done”, Enter your Nextcloud username and password in the appropriate fields, and change the account name to whatever you prefer (e. g. "Nexteloud Contacts”). Click "Save". 5.9.3 Troubleshooting fier following all these steps, your Nextcloud calendar should synchronize, If not, check your username ancl password, Otherwise, repeat these steps. NOTE: You will not be able to synchronize your calendar if you have two-factor authenti the steps below to get an app password that can be used with the Calendar client app: jon enabled. Follow 1. Log into Nextcloud. Click on your user icon, then click on “Settings”. Click on “Security”, then locate a button labeled "Create new app password”. Next to this button, enter “Windows 10 Calendar app". Then, click the button, copy and paste the password, Use this password instead of your Nexteloud password for Step 8, 106 Chapter 5. GroupwareNextcloud User Manual, Release latest Special thanks to this Reddit user for their post: hups://www.teddit.com/r/Nextcloud/comments/Steypb/using_the windows_10_calendar_application_with/ 5.9.4 Contacts 1 Repeat steps 1-7 from the Calendar instructions. If you already have setup the Calendar synchronization, you ccan use the same account for this. Inthe “Advanced mailbox settings" paste your CalDAV URL in the field labelled “Contacts server (CardDAV)" - Replace the path “principals” within the URL with “addressbooks”, Click “Done”. Enter your Nextcloud username and ‘name to whatever you prefer (e. g. “Nexteloud”). Cli sword in the appropriate fields, and change the account Save". 5.9, Synchronizing with 107Nextcloud User Manual, Release latest 108 Chapter 5. GroupwareCHAPTER SIX TALK Nexicloud Talk offers audio/video and text chat integrated in Nexteloud. It offers a web interface as well as mobile apps. ‘You can find out more about Nextcloud Talk on our website aoe 1] f | , : oa 6.1 Basics of Nextcloud Talk Nexicloud Talk lets you chat and have video calls on your own server. Chats and calls take place in conversations, You can create any number of conversations. ‘There are two kinds of conversations: 1. One-on-one conversations. This is where you have a private chat or call with another Talk user. You can’t add ‘ther people to this conversation or share it witha link. You star direct one-on-one chat by looking for another user in the search bar and then elicking their name. 2. Group conversations, Besides the person who created the conversation, a group conversation can have any number of people init, A group conversation can be shared publicly with a link, so external guest users can join call, It can also be listed, so other people on your Nextcloud server ean join the conversation, 109Nextcloud User Manual, Release latest 6.1.1 Creating a chat ‘You can create a direct, one-on-one chat by searching for the name of a user, a group ora cirele and elicking it, For a single user, a conversation is immediately created and you can start your chat. For a group or eirele you get to pick a name and settings before you create the conversation and add the participants. If you want to create a custom group conversation, click the plus button next to the search field. You can then pick ‘a niame for the conversation and select if the conversation should be open to external users and if other users on the server can see andl join the conversation, 110 Chapter 6. TalkNextcloud User Manual, Release latest Company 1 altew quests to join via link Ed Open conversation to registered users This conversation will be shown in search results In the second step, you get to add participants and finalize the ereation of the conversation, 6.1. Basics of Nextcloud Talk m1Nextcloud User Manual, Release latest Add users @ Emily Evans Add groups Management ‘You can cancel the ereation of conversation by clicking outside the white menu area at any time, 112 Chapter 6. TalkNextcloud User Manual, Release latest 6.1.2 Sharing files in a chat You can share files ina chat in 3 ways. First, you can simply drag'n'drop them on the chat 2 2 e- ao «a o-- rpm e° @ Second, you can select a file from your Nexicloud Files ora file manager by choosing the litle paperclip and selecting where you'd like to pick the file from, 6.1. Basics of Nextcloud Talk 113,Nextcloud User Manual, Release latest Lorem ipsum dolor sit amet, consetetur sadipscin: tempor invidunt ut labore et dolore magna aliquy. 205 et accusam et justo duo dolores et ea rebum. sus est Lorem ipsum dolor sit amet. fipscing elitr, sed diam nonumy eirrr aliquyam erat, sed diam voluptua. ¢ Upload new files Bm Share from Files «© write message, @ to mention someo File to share t 7 Be ote BEE templates ee LE] Nextctoud intro.mps BBD reasons ta use Nextcloud pdf ‘You can add more files until you are done and decide to share the files 4 Chapter 6. Talk