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Setting Up Nextcloud File Sync

Access your Nextcloud files from your computer, phone, or tablet with automatic syncing.

Desktop Apps

Download the App

Download the Nextcloud desktop client for your operating system:

Connect to Your Server

  1. Open the Nextcloud app after installation
  2. Click "Log in"
  3. Enter your server address (e.g., https://cloud.yourcompany.com)
  4. Click Next — Your browser will open
  5. Log in with your username and password
  6. Grant access when prompted
  7. Choose folders to sync (or sync everything)
  8. Click Connect

Choose What to Sync

You don't have to sync everything. Options:

Sync everything: All files sync to your computer automatically.

Selective sync: Choose specific folders to sync and save disk space.

Virtual files (Windows/macOS): See all files but only download when you open them. Saves disk space while keeping everything accessible.

To change sync settings later:

  1. Click the Nextcloud icon in your system tray
  2. Click your account
  3. Choose "Choose what to sync"

Where Are My Files?

By default, synced files are stored in:

  • Windows: C:\Users\YourName\Nextcloud
  • macOS: /Users/YourName/Nextcloud
  • Linux: /home/yourname/Nextcloud

You can change this location during setup or later in settings.

Mobile Apps

iPhone / iPad

  1. Download Nextcloud from the App Store
  2. Open the app
  3. Tap "Log in"
  4. Enter your server address
  5. Log in via the browser that opens
  6. Grant access

Features:

  • Browse and download files
  • Automatic photo upload
  • Offline files (mark files to keep on device)
  • Share files via link
  • Edit documents (with Collabora/OnlyOffice)

Android

  1. Download Nextcloud from Google Play or F-Droid
  2. Open the app
  3. Tap "Log in"
  4. Enter your server address
  5. Log in via the browser that opens
  6. Grant access

Features:

  • Browse and download files
  • Automatic photo/video upload
  • Offline files
  • Share files via link
  • Widget for quick access
  • Dark mode

Auto-Upload Photos

Both mobile apps can automatically back up your photos:

iPhone:

  1. Go to Settings (gear icon)
  2. Tap "Auto upload"
  3. Enable "Upload photos"
  4. Choose destination folder
  5. Optional: Enable "Upload videos"

Android:

  1. Go to Settings (three dots → Settings)
  2. Tap "Auto upload"
  3. Enable for Camera folder
  4. Choose destination folder
  5. Optional: Add more folders

Tips:

  • Use Wi-Fi only to save mobile data
  • Choose "Original file" for full quality
  • Create a subfolder like /Photos/Phone Backup

Web Interface

Access your files from any browser:

  1. Go to your Nextcloud URL (e.g., https://cloud.yourcompany.com)
  2. Log in with your credentials
  3. Browse, upload, download, and share files

Features:

  • Drag-and-drop upload
  • Create folders
  • Move and copy files
  • Share with links or users
  • View file versions
  • Edit documents (if Collabora/OnlyOffice is enabled)

Sharing Files

Share with Other Users

  1. Click the share icon next to a file or folder
  2. Type the username or group name
  3. Set permissions (view, edit, reshare, delete)
  4. Click Share
  1. Click the share icon next to a file or folder
  2. Click "Share link" (chain icon)
  3. Copy the link
  4. Optional settings:
  5. Password protect the link
  6. Set expiry date
  7. Allow editing (for folders)
  8. Hide download (view only)

File Versioning

Nextcloud keeps previous versions of your files:

  1. Click on a file
  2. Open the sidebar (ℹ️ icon or right panel)
  3. Go to "Versions" tab
  4. See all previous versions with timestamps
  5. Click "Restore" to revert to an older version

Note: Versions are kept based on server settings (ask your admin about retention policy).

Deleted Files

Accidentally deleted something?

  1. Click "Deleted files" in the bottom-left of the web interface
  2. Find your file
  3. Click "Restore"

Deleted files are kept for a period (usually 30 days) before permanent deletion.

Troubleshooting

Files Not Syncing

Check the status icon:

  • ✓ Green check = synced
  • 🔄 Blue arrows = syncing
  • ⚠️ Yellow warning = issue
  • ❌ Red X = error

Common fixes:

  1. Check your internet connection
  2. Make sure the app is running (check system tray)
  3. Click the Nextcloud icon and check for error messages
  4. Try "Sync now" from the menu
  5. Restart the desktop app

Sync Conflicts

If the same file is edited in two places:

  • Nextcloud creates a conflict file (e.g., document (conflicted copy).docx)
  • Compare both versions and keep the correct one
  • Delete the unwanted version

Connection Issues

"Could not connect to server":

  • Verify the server address is correct
  • Check if the server is accessible in a browser
  • Check your firewall/VPN settings
  • Try disconnecting and reconnecting the account

Tips for Best Results

  1. Let syncing complete before shutting down your computer
  2. Don't work directly in the sync folder for very large files — copy them locally first
  3. Use selective sync for large archives you rarely need
  4. Enable virtual files if you have limited disk space
  5. Check sync status before important meetings