ownCloud User Manual

 

Release 7.0

 

 

 

 

 

 

 

 

 

 

 

 

 

The ownCloud developers

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

December 13, 2014

 

 

 

 

 

 

 

CONTENTS

 

 

 

 

 

 

 

 

 

  1. 1ownCloud 7.0 User Documentation        1 

    1. 1.1Web Interface        1 

    2. 1.2File Access and Management        1 

    3. 1.3Contacts and Calendar        2 

    4. 1.4Documents        2 

    5. 1.5Bookmarks        2 

    6. 1.6External storage        2 

  1. 2Whats New for Users in ownCloud 7        3 

    1. 2.1No More Shared Folder        3 

    2. 2.2Selective Sync        3 

    3. 2.3Server to Server Sharing        3 

    4. 2.4File and Activity Notifications        3 

    5. 2.5ownCloud Documents with Word Conversion        3 

    6. 2.6Mobile Web Browser Support        3 

    7. 2.7Lazy Loading Files        4 

    8. 2.8Change in Share Expiration Date        4 

  2. 3The ownCloud Web Interface        5 

    1. 3.1Accessing the ownCloud Web Interface        5 

    2. 3.2Navigating the Main User Interface        6 

  3. 4Files & Synchronization        9 

    1. 4.1Accessing your Files Using the Web Interface        9 

    2. 4.2Accessing Files Using WebDAV         14 

    3. 4.3Version Control         23 

    4. 4.4Using Server-to-Server Sharing         24 

    5. 4.5Managing Deleted Files         26 

    6. 4.6Desktop Synchronization         27 

    7. 4.7Encrypting Your ownCloud Files         28 

    8. 4.8Storage Quota         30 

    9. 4.9Managing Big Files         31 

  4. 5Contacts & Calendar         33 

    1. 5.1Using the Contacts App         33 

    2. 5.2Using the Calendar App         40 

    3. 5.3iOS - Synchronize iPhone/iPad         50 

    4. 5.4Synchronizing with OS X         51 

    5. 5.5Thunderbird - Synchronize Addressbook         51 

    6. 5.6Synchronizing with KDE SC         53 

    7. 5.7Troubleshooting         56 

  5. 6Collaborative Document Editing         59 

    1. 6.1The main interface         59 

  6. 7Using the Bookmarks App         63 

    1. 7.1The main interface         63 

    2. 7.2The Bookmarklet         64 

  7. 8Setting Your Preferences         65 

  8. 9Configuring External Storage         69 

 

 

 

 

OWNCLOUD 7.0 USER DOCUMENTATION

 

 

 

 

 

Welcome to ownCloud: your self-hosted file sync and share solution.

 

ownCloud is open source file sync and share software for everyone from individuals operating the free ownCloud Community Edition, to large enterprises and service providers operating the ownCloud Enterprise Edition. ownCloud provides a safe, secure, and compliant file synchronization and sharing solution on servers that you control.

 

With ownCloud you can share one or more files and folders on your computer, and synchronize them with your ownCloud server. Place files in your local shared directories, and those files are immediately synchronized to the server and to other devices using the ownCloud Desktop Client. Not near a device running a desktop client? No problem! Simply log in using the ownCloud web client and manage your files from there. The ownCloud Android and iOS mobile applications enable you to browse, download, and upload photos and videos. On Android, you can also create, download, edit, and upload any other files, as long as the correct software is installed.

 

Whether you are using a mobile device, a workstation, or a web client, ownCloud provides the ability to put the right files in the right hands at the right time on any device with one simple-to-use, secure, private and controlled solution. After all, with ownCloud, its Your Cloud, Your Data, Your Way.

 

 

    1. 1.1Web Interface 

 

 

The following topic contains a general overview how to access ownCloud from a web browser like Firefox, Chrome, or Internet Explorer:

 

 

 

    1. 1.2File Access and Management 

 

 

The following topics contain information about file access and management.

 

 

 

 

 

 

 

 

 

 

 

 

    1. 1.3Contacts and Calendar 

 

 

The following topics provide information about the Contacts and Calendar applications, including usage instructions as well as how to export, import, and synchronization the ownCloud calendar application with different operating system calendars:

 

 

 

 

 

 

 

    1. 1.4Documents 

 

 

The following topic describes how to use the Documents application to enable multiple users to collaboratively edit rich-text documents simultaneously.

 

 

 

    1. 1.5Bookmarks 

 

 

The following topic describes how to use the ownCloud Bookmarks application to manage your bookmarks:

 

 

 

    1. 1.6External storage 

 

 

Please see Configuring  External  Storage  (GUI) in the ownCloud Administrators manual:

 

Configuring External Storage (GUI)

 

 

 

WHAT’S NEW FOR USERS IN OWNCLOUD 7

 

 

 

 

 

    1. 2.1No More Shared Folder 

 

 

The Shared folder has been removed from ownCloud 7. If you are upgrading from older ownCloud versions you will still have your old Shared folder, but new shares will appear in the top-level of your Files page, and the Shared folder is no longer required. You can now create your own folders for storing shared files, and organize and move them around like any other files.

 

 

    1. 2.2Selective Sync 

 

 

The desktop client now makes it easier for users to configure which folders on their ownCloud instances should be syncing with the desktop, and can easily make changes for special circumstances such as travel and special projects.

 

 

    1. 2.3Server to Server Sharing 

 

 

ownCloud 7 servers can now connect shares directly with each other. With just a few clicks you can easily and securely connect to public shares on other ownCloud servers, and optionally create public shares for sharing your own files if your admin allows it.

 

 

    1. 2.4File and Activity Notifications 

 

 

In ownCloud 7 you can set up automatic notifications on your ownCloud Personal page of tracked activities such as new shares, and changed or deleted files.

 

 

    1. 2.5ownCloud Documents with Word Conversion 

 

 

You can convert Word documents on the fly: open them in ownCloud for editing, and live editing with other users, and when you close it reverts to its original Word format with all of your changes embedded.

 

 

    1. 2.6Mobile Web Browser Support 

 

 

ownCloud 7 is friendly to small screens, and can be used on most tablet and mobile browsers without requiring the use of a native mobile app. This provides support for devices that do not have a native app, like Microsoft and Blackberry.

 

 

    1. 2.7Lazy Loading Files 

 

 

Viewing your Files page is faster now thanks to “lazy loading”, which loads files as you scroll down the page instead of loading all of them when you open the page.

 

 

    1. 2.8Change in Share Expiration Date 

 

 

In older versions of ownCloud, you could set an expiration date on both local and public shares. Now you can set an expiration date only on public shares, and local shares do not expire when public shares expire. The only way to expire” a local share is to click the trash can icon to un-share your files.

 

 

 

THE OWNCLOUD WEB INTERFACE

 

 

 

 

 

You can connect to your ownCloud server using any web browser. To access the ownCloud server using a web browser, specify the uniform resource link (URL) address of the server in the browser navigation bar. This can be the URL address of your personal ownCloud setup or a URL address that you have received from your company or your service provider.

 

Note: If you are administering the server yourself, we recommend that you read the ownCloud Administrators Guide.

 

 

 

    1. 3.1Accessing the ownCloud Web Interface 

 

 

To access the ownCloud web interface:

 

  1. 1.Enter the URL address of the ownCloud server into your browser navigation bar. 

 

The ownCloud login window opens.

 

 

Figure 3.1: ownCloud login window

 

 

  1. 2.Enter your valid username and password. 

 

The username and password combination can be those that you set up yourself when creating your ownCloud server setup or those provided by your company or your service provider.

 

If you have set up the server yourself or are administering the server, you can add additional users by configuring a user backend (for example, LDAP).

 

  1. 3.Click the Log in button. 

 

The ownCloud main interface opens.

 

 

Figure 3.2: ownCloud main user interface

 

 

 

 

    1. 3.2Navigating the Main User Interface 

 

 

Once you have accessed the ownCloud Server main web interface you can add files, remove files, and make changes based on the access privileges set by you (if you are administering the server) or by your server administrator.

 

The ownCloud Main User Interface contains the following fields and functions:

 

 

Note: ownCloud supports a number of apps that can be installed and used for various features and functions. Not all apps are installed and enabled by default. For example, the Apps button is visible only to administrators. This button allows administrators to enable or disable installed applications.

 

ownCloud User Manual, Release 7.0

 

 

 

 

Figure 3.3: Navigating the main user interface

 

 

 

 

 

Note:  You can also drag and drop files from your file manager (e.g. Windows Explorer or your Mac OS X Finder) into the ownCloud Files Application View to upload them to ownCloud.

 

 

 

 

 

 

 

 

 

 

 

 

 

You can see Setting Your Preferences section to learn more about those settings.

 

In addition to these standard settings, administrators have access to user management (Users), apps settings (Apps), and administrative settings (Admin) including access to the ownCloud log files.

 

CHAPTER

 

FOUR

 

 

 

 

FILES & SYNCHRONIZATION

 

 

 

 

 

    1. 4.1Accessing your Files Using the Web Interface 

 

 

You can access your ownCloud files with the ownCloud web interface and create, preview, edit, delete, share, and re-share files. Your ownCloud administrator has the option to disable these features, so if any of them are missing on your system ask your server administrator.

 

 

ownCloud version 7 can display thumbnail previews for image files, MP3 covers, and text files, if this enabled by your server administrator. Hover your cursor over a file or folder to expose the controls for the following operations:

 

Pencil icon Rename a file or folder. This does not alter the filename on the original document.

 

Download  Download the file to your computer.

 

Versions Displays older versions, if there are any, and you can revert to an older file version.

 

Edit The Edit button appears on files that are editable inside ownCloud, in the Documents app. Supported file formats are .odt, .doc, and .docx.

 

Share Share the file or folder with a group or other users, and create public shares with hyperlinks.

 

Trash Delete the selected file or folder, or unshare a shared file or folder.

 

 

      1. 4.1.1Previewing Files 

 

You can display uncompressed text files, OpenDocument files, videos, and image files in the ownCloud embedded viewers by clicking on the file name. There may be other file types you can preview if your ownCloud administrator has enabled them. If ownCloud cannot display a file, it starts a download process and downloads the file to your computer.

 

 

Video streaming by the native ownCloud video player depends on your Web browser and the video format. If your ownCloud administrator has enabled video streaming, and it doesnt work in your Web browser, it may be a browser issue.

 

 

      1. 4.1.2Navigating Inside Your ownCloud 

 

Navigating through folders in ownCloud is as simple as clicking on a folder to open it and using the back button on your browser to move to a previous level. ownCloud also provides a navigation bar at the top of the Files field for quick navigation.

 

 

Figure 4.1: Navigation bar

 

 

The navigation bar functions as a “breadcrumb” locator. It displays your current directory and enables you to migrate back to one of the upper directories or, using the home icon, to navigate back into your root folder.

 

 

      1. 4.1.3Overlay Icons Show Sharing Status 

 

Any folder that has been shared is marked with the Shared overlay icon. Public link shares are marked with a chain link. Un-shared folders are blank.

 

 

If your ownCloud server is the Enterprise edition, you may also have access to Sharepoint and Windows Network Drive file shares. These also have special overlay icons, and a red plugin means you have to enter a login to get access to the share.

 

 
      1. 4.1.4Creating or Uploading Files and Directories 

 

ownCloud enables you to create new files or folders directly in an ownCloud folder by clicking on the New button in the Files app.

The New button provides the following three options from which to choose:

 

 

 
 

Figure 4.2: New button options

 

 

Text file  Creates a simple text file and adds the file to your current folder.

 

Folder  Creates a new folder in the current folder.

 

From link  Downloads a file from a URL that you type or copy into the form field, and places it into the current folder.

 

Up arrow  The upward-point arrow is for uploading files from your computer into ownCloud. You can also upload files by dragging and dropping them from your file manager.

 

      1. 4.1.5Selecting Files or Folders 

 

You can select one or more files or folders by clicking on the small thumbnails or icons that represent them. When you select a file or folder, a small checkbox is populated with a check to indicate that it is selected. To select all files in the current directory, you can click on the checkbox located at the top of the Files app field, above the first file or folder on the list.

 

If you select multiple files, you can delete all of the selected files or download them as a ZIP file by using the Delete

or Download buttons at the top right side of the Files app field.

 

Note: If the Download button is not visible, the administrator has disabled this feature. Contact your administrator for further guidance.

 

 

      1. 4.1.6Filtering the File Application View 

 

ownCloud enables you to view files in the File Application View using filter options located in the Apps Information Field. This feature enables you to quickly and easily view and manage files based on their share status.

 

You can click on any of the filter options to view the files as follows:

 

All files The default view; displays all files that you have access to.

 

Shared with you  Displays all 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 link.

 

External Storage Files that you have access to on external storage devices and services such as Dropbox, Google, and Amazon S3.

 

 

      1. 4.1.7Moving Files 

 

Using the ownCloud web interface, you can move files and folders by dragging and dropping them into any directory.

 

 

      1. 4.1.8Sharing Files Locally 

 

When enabled by your administrator, you can share files or folders on ownCloud with a local user, group, or any person online with a public link. Shared files and folders are labeled with the triangular share icon, and the status Shared in the file or folder row.

 

Note: The Shared folder has been removed from new installations of ownCloud 7. Shares now appear in the top level of your file tree on your Files page. If you are upgrading from older ownCloud versions you will still have your old Shared folder. Your server administrator has the option to change this in the servers config.php file with the

’share_folder’  => directive.

 

To create a local share with other users or groups on your ownCloud server:

 

        1. 1.Hover your cursor over an item on the Files page 

 

        1. 2.Click the Share icon 

 

The Share dialog box opens to show the following options:

 

Type the name of the user or group that you want to share with. If you want to share with more than one, you have to create each share separately. Check the permissions you want the user or group to have, and optionally send them an email notification.

 

Note:  Users must enter their email addresses on their Personal pages for email notifications to work

 

Your new share appears on users Files pages marked with a Share icon, and the name of the file owner.

 

When you want to revoke a share, simply click the Trashcan icon next to the name of the appropriate user or group in the Shared dialog.

 

 

      1. 4.1.9Creating a Public Share 

 

You can share files outside of your organization with people who are not users on your ownCloud server by creating a public share link. Open the Share dialog and check Share Link.

 

 

 

 

Figure 4.3: Share dialog box

 

 

 

Figure 4.4: Shared file

 

 

 

Figure 4.5: Public share box

 

 

This creates a public URL that anyone can use to access the share; just send them the link and all they have to do is click and it opens in their Web browser. You have the options to send an email notification, protect it with a password, and put an expiration date on it. Your ownCloud administrator has the option to require passwords and expiration dates.

 

For security reasons, some files shared via public link do not open in the recipients Web browser. Image files such as PNG and JPG are rendered as previews, and users must click the Download button to fetch the original files. The following screenshot shows how a JPG appears; its not really the full file, but a reduced-size preview.

 

 

PDF files will appear as previews if the PDF Viewer app in ownCloud is enabled, and if the recipients Web browser is configured to display PDFs.

 

Text documents, such as ODT, DOC, and other text formats may be downloaded and are not previewed.

 

Video files will play in the recipients browser if the Video Viewer app is enabled on the ownCloud server, and the recipient has the appropriate browser configuration and codecs.

 

 

      1. 4.1.10Change in Share Expiration Date 

 

In older versions of ownCloud, you could set an expiration date on both local and public shares. Now you can set an expiration date only on public shares, and local shares do not expire when public shares expire. The only way to expire” a local share is to click the trash can icon to un-share your files.

 

 

    1. 4.2Accessing Files Using WebDAV 

 

 

Web Distributed Authoring and Versioning (WebDAV) is a Hypertext Transfer Protocol (HTTP) extension that facili- tates collaboration between users in editing and managing documents and files stored on web servers. Using WebDAV,

 

 

 
you can access your ownCloud instance on every platform using the web interface. You can also optionally integrate your ownCloud access with your desktop.

 

Note: In the following examples, You must adjust example.org/ to the URL of your ownCloud server installation.

 

 

 

      1. 4.2.1Accessing Files Using Linux 

 

You can access files in Linux operating systems using the following methods:

 

 

Accessing Files with Gnome 3 and Nautilus File Manager

 

The URL that you have to use to connect to the ownCloud installation using Nautilus File Manager is:

 

davs://example.org/owncloud/remote.php/webdav

 

 

Note:  If your server connection is not HTTPS-secured, use dav:// instead of davs://.

 

 

 

Accessing Files with KDE and Dolphin File Manager

 

To access Files using KDE:

 

Click in the address area and enter:

 

webdav://example.org/owncloud/remote.php/webdav

 

 

 

To access files using Dolphin File Manager:

 

        1. 1.Open Dolphin and click “Network” in the left hand “Places” column. 

 

        1. 2.Click on the icon labeled Add a Network Folder.  The resulting dialog should appear with WebDAV already selected. 

 

        1. 3.If WebDav is not selected, select it. 

 

        1. 4.Click Next. 

 

        1. 5.Enter the following settings: * Name: The name you want to see in the Places bookmark, for example own- Cloud. * User: The ownCloud username you use