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User guide

You work with owncloud.online in the browser, with the desktop client, or through mobile apps. The main areas are files, shares, deleted files, versions, favorites, and external storage.

Logging in

owncloud.online login page with fields for username or email and password

  1. Open the address of your instance in the browser.
  2. Under Username or email, enter your username or email address.
  3. Under Password, enter your password and click Login.
  4. If two-factor authentication is turned on for your account, the next page asks for a code from your authenticator app. Enter the code and click Verify.

If the password was wrong and your instance allows password resets, the page offers the link Wrong password. Reset it? After several failed attempts from your connection, owncloud.online pauses logins for a short time: the page shows Login paused for a moment and how long to wait. At that point, reset your password instead of guessing again.

Files

File list in the root folder with folders, files, size, and modification date, navigation on the left

By default, the Files app opens after you log in. The views are on the left:

View Contents
All files Your folders and files
Favorites Files and folders you marked with the star
Shared with you What others have shared with you
Shared with others What you have shared with others
Shared by link Your public links
Tags Files filtered by tag
External storage Mounted storage such as network drives
Deleted files The trash bin, at the bottom left

Files and sharing explains how to upload files, create folders, and restore deleted files.

Open app menu with icons for BWTalk, Files, Activity, Gallery, Office, Calendar, and other apps

The menu icon at the top left switches between apps such as Files, Activity, and Calendar. The apps you see depend on your instance.

Sharing

Sharing sidebar for Project plan.odt with shares to two people, the first one showing expiration date and permissions

Click the share icon in the file list to open the sidebar on the right with the Sharing tab. You have two options there:

  • User and Groups: type a name and set the permissions for each share, for example can edit and can share.
  • Public Links: for recipients without an account. You can protect a link with a password and an expiration date and restrict it to read-only access or to uploads.

Existing shares are listed in the same view, where you can change or remove them. For step-by-step instructions, see Share with people and groups and Public links.

Personal settings

To open your personal settings, click your name at the top right and then Settings.

Personal settings, General: profile picture, full name, email, groups, password, and language

Under General, you can change your profile picture, full name, email address, password, and language. owncloud.online sends notifications and the password reset link to that email address. Depending on how your instance is set up, some fields may be locked, for example for accounts that come from a directory service.

Security

To keep your account safe:

  • Use a strong password that you don't use anywhere else.
  • Set up two-factor authentication if your instance offers it.
  • End old browser sessions.
  • Check your public links regularly (the Shared by link view).

Set up two-factor authentication

You need an authenticator app on your phone. Your instance must also have the app for two-factor authentication installed.

Setting up two-factor authentication with TOTP: QR code and field for the verification code

  1. Open Settings → Security.
  2. Under TOTP Second-factor Auth, select Activate TOTP.
  3. Scan the QR code with your authenticator app, or type the TOTP secret shown on the page into the app.
  4. Enter the code from the app in the Authentication code field and click Verify.

The second factor is active only after you verify a code. If the clock on your phone is off by more than a minute or two, the codes won't match.

From then on, programs that log in with a username and password need an app password. The desktop client doesn't, because it logs in through the browser.

Sessions and app passwords

Personal settings, Security: two sessions and two app passwords

Settings → Security also has these sections:

Section Purpose
OAuth 2.0 → Authorized Applications Programs you connected by logging in through the browser, such as the desktop client. The trash icon revokes access. This section appears only if the OAuth2 app is enabled.
Sessions Browsers where you are logged in. The trash icon ends a session.
App passwords / tokens Separate passwords for individual programs. A deleted app password stops working.

Two-factor authentication and app passwords explains when you need an app password and how to create one.