A Detailed Guide on How to Work with Documents in Nextcloud

Nextcloud is a powerful open-source cloud platform that allows users to store, access, and collaborate on their documents and files from anywhere, on any device. Working with documents in Nextcloud is easy and convenient, and in this detailed guide, we will explore various features and tools available for managing and collaborating on documents in Nextcloud.

Uploading Documents

The first step to working with documents in Nextcloud is to upload them to platform. To do this, simply log in to your Nextcloud account and navigate to Files app. From here, you can either drag and drop your documents into window or click Upload button and select files you wish to upload.

Once your documents have been uploaded, you can organize them into folders and subfolders, add tags for easier searchability, and share them with others for collaboration.

Collaborating on Documents

Nextcloud offers a range of collaboration features that make it easy for users to work together on documents. These include −


Nextcloud allows you to share documents with other users, either by sending them a link or by adding them as a collaborator. You can choose whether to allow others to view or edit document, and can set permissions accordingly.


Users can leave comments on documents to provide feedback, ask questions, or suggest changes. This is a great way to collaborate on documents in real-time, without having to send multiple versions back and forth via email.


Nextcloud keeps track of all changes made to a document, allowing users to revert to previous versions if necessary. This is particularly useful when working on large documents or collaborating with multiple users.

Editing Documents

Nextcloud offers several ways to edit documents, depending on your needs and preferences. These include −

Collabora Online

Collabora Online is a powerful web-based office suite that allows users to edit documents in real-time, directly within Nextcloud. It supports a wide range of file formats, including Microsoft Office and OpenDocument, and offers a range of editing tools and features.


OnlyOffice is another web-based office suite that integrates with Nextcloud, allowing users to create and edit documents, spreadsheets, and presentations. It also supports a wide range of file formats and offers collaboration features such as comments and versioning.

External Editors

If you prefer to use a desktop application for editing documents, Nextcloud allows you to open documents in external editors such as Microsoft Word or LibreOffice. Simply click "Open with" button and select application you wish to use.

Syncing Documents

One of most powerful features of Nextcloud is its ability to sync documents across multiple devices. This allows you to access your documents from anywhere, on any device, and ensures that latest version is always available.

To sync documents, simply install Nextcloud client on your device and connect it to your account. client will automatically download and sync all documents and files, ensuring that you always have latest version available.

Backing up Documents

Finally, it's important to ensure that your documents are backed up in case of data loss or system failure. Nextcloud offers several backup options, including −

Server-side backups

Nextcloud can be configured to automatically back up all documents and files to a remote server, ensuring that they are always safe and secure.

Client-side backups

Nextcloud client can also be configured to create local backups of your documents and files, allowing you to restore them in case of data loss or system failure.

In addition to features outlined above, there are several other tools and settings in Nextcloud that can help you work more effectively with your documents. Here are a few examples −


Nextcloud allows you to add tags to your documents, making it easier to search and organize them. You can add multiple tags to a document, and can even create a custom tag system that fits your specific needs.


Nextcloud's activity feed lets you keep track of all changes made to your documents, including comments, shares, and edits. This is a great way to stay up-to-date on what's happening with your documents and to collaborate more effectively with others.


Nextcloud offers end-to-end encryption for your files and documents, ensuring that they are always secure and protected from unauthorized access. You can choose to encrypt all your files or only specific folders, and can even set up a recovery key in case you forget your password.


Nextcloud can send you notifications when changes are made to your documents, either via email or through platform itself. This is a great way to stay informed about what's happening with your files and to ensure that you don't miss any important updates.


Nextcloud has a wide range of apps and integrations that can help you work more effectively with your documents. For example, you can use Nextcloud Notes app to create and manage notes, or Nextcloud Deck app to create and manage project boards.

Another useful feature in Nextcloud is ability to set up workflows for your documents. Workflows are automated processes that can help you streamline your document management and collaboration, saving you time and effort. Here are a few examples of workflows you can set up in Nextcloud −

Approval workflows

If you need to get approval from multiple people before a document can be finalized, you can set up an approval workflow in Nextcloud. This will automatically route document to appropriate reviewers and notify them when their input is needed.

Review workflows

If you need to collaborate with others on a document, you can set up a review workflow in Nextcloud. This will allow you to track comments and changes made to document and ensure that all feedback is addressed before final version is approved.

Publishing workflows

If you need to publish documents on a regular basis, you can set up a publishing workflow in Nextcloud. This will allow you to schedule release of your documents and ensure that they are published in a timely and consistent manner.

Archiving workflows

If you have a large number of documents that need to be archived for long-term storage, you can set up an archiving workflow in Nextcloud. This will automatically move documents to a designated archive folder after a certain period of time, ensuring that your storage space is optimized.

To set up a workflow in Nextcloud, you can use built-in workflow engine or install a workflow app from Nextcloud app store. Once your workflow is set up, it will run automatically, saving you time and effort in your document management and collaboration.

Finally, Nextcloud also offers a range of customization options that can help you tailor platform to your specific needs. For example, you can customize appearance of platform, create custom user groups and permissions, and integrate Nextcloud with other apps and services. By taking advantage of these customization options, you can create a document management and collaboration platform that works exactly way you need it to.


In conclusion, working with documents in Nextcloud is easy and convenient, thanks to its powerful collaboration, editing, syncing, and backup features. Whether you are working on a large project with multiple collaborators or simply need a secure and reliable way to storeand access your documents, Nextcloud has everything you need.

Additionally, consider using one of Nextcloud's integrated office suites, such as Collabora Online or OnlyOffice, to edit your documents directly within platform. And don't forget to sync your documents across all your devices and back them up regularly to ensure they are always safe and secure.

Overall, Nextcloud is a fantastic tool for anyone who needs to manage and collaborate on documents, and by following this guide, you should be well-equipped to make most of it.

Updated on: 20-Apr-2023


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