owncloud Configuration and Usage Guide

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1 owncloud Configuration and Usage Guide This guide will assist you with configuring and using YSUʼs Cloud Data storage solution (owncloud). The setup instructions will include how to navigate the web interface, how to share a stored document with another user, and how to configure automatic synchronization between your locally saved documents and the cloud storage server. owncloud Storage information: You will be allocated 10 gigabytes (GB) of cloud storage space with a maximum single file size of 5 GB. YSUʼs owncloud implementation is to be used soley as a temporary storage service to allow easy file sharing with other members within YSU. Currently, owncloud will allow you to store files up to a maximum time of 45 days. Please ensure that you keep a local copy of any files stored on owncloud as they will be removed after the 45 day storage time limit has been reached. Methods of Use: This document covers accessing owncloud via the web interface as well as using a synchronization client to upload files to the cloud storage server. The web interface allows the user to upload, browse, share, delete, and organize their files in relation to the cloud storage. The synchronization clients are optional, however they allow the user to designate a folder on their local system that will mirror onto the cloud server giving the user a drag and drop feel. Table of Contents: Section 1: Windows Sync Client Installation.. Page 02 Section 2: Windows Sync Client Configuration. Page 04 Section 3: Windows Sync Client: Configure Additional Folders for Synchronization... Page 06 Section 4: Mac Sync Client Installation... Page 08 Section 5: Mac Sync Client: Configure Additional Folders for Synchronization... Page 11 Section 6: How to access and use the owncloud web interface... Page 13 Section 7: Manually uploading files to owncloud.. Page 15 Section 8: How to share a file within owncloud. Page 18 1

2 Section 1: Windows Sync Client Installation: Step 1: Download the owncloud Windows sync software from: Step 2: Launch the setup file and click Next > to continue Step 3: On the Choose Components window, leave the default options and click Next > 2

3 Step 4: On the Choose Install Location window, leave the default Destination Folder and click Install The Installation process begins. Wait for it to complete and move on to the next step Step 5: On the Install Completed window, ensure the Run ownclowd Client box has a check mark and click Finish 3

4 Section 2: Windows Sync Client Configuration: Step 1: Locate the owncloud icon in your system tray, right click and select Configure owncloud icon Please note: You may have to click the Show hidden icons arrow if you do not see the icon. Step 2: Enter the URL for the YSU owncloud server URL: https://files.ysu.edu Step 3: Enter your YSU Username and Password to verify your identity 4

5 Step 4: Review the results of the installation and verify the following information: - The connection attempt was successful. - Local sync folder was created successfully. Click Finish You will see a Sync Started notification in your system tray for the default owncloud folder that was automatically created during setup. (see previous step #4) The default folder location varies depending on what Operating System (OS) your computer is using: Windows XP: Windows Vista / 7: C:\Documents and Settings\<USERNAME>\ownCloud C:\Users\<USERNAME>\ownCloud *Replace <USERNAME> with your User ID that you use to log into Windows ****** Proceed to Section 3 to configure synchronization of additional folders ****** 5

6 Section 3: Windows Sync Client: Configure Additional Folders for Synchronization: Step 1: Locate the owncloud icon in your system tray, right click and select Open status owncloud icon Please note: You may have to click the Show hidden icons arrow if you do not see the icon. Step 2: Click the Add Sync button Step 3: - Click the Choose button and select the folder you wish to synchronize. - Enter the folder alias name. This will be the folder display name within the Sync Client status window Click Next 6

7 Step 4: - Click the to your owncloud radio button and enter the folder name in the text box to the right. Your files will appear in this folder within the owncloud web interface If this folder does not already exist in owncloud, you will be asked to create the folder by clicking the create button before you can complete the setup. - Click Finish Step 5: You should now be back to the Status window. Verify your newly created synchronization job appears in the list. The status of each job can be viewed simply by hovering the mouse over it. The status is also graphically represented within the cloud graphic You can view the folder location of each synchronization job directly below the header. The first line gives you the local path to the folder you are synchronizing The second line (Remote Path) gives you the corresponding folder name where the files will appear within the owncloud web interface. 7

8 Section 4: Mac Sync Client Installation: Step 1: Download the owncloud Mac client sync software from: Step 2: Double-click the downloaded DMG (Disk Image) file. Step 3: Drag the owncloud icon and drop it on the Applications folder Step 4: Double Click the Applications icon. 8

9 Step 5: Locate the owncloud icon in the applications list and double-click to open. Step 6: Click Open if prompted to do so. Step 7: Click OK on the No server connection has been configured message Step 8: Click on the owncloud system tray icon and select Configure 9

10 Step 9: Enter the owncloud server address as follows: https://files.ysu.edu Click Next Step 10: Enter your YSU username and password. Optional: Check the box if you do not want to save your password. Step 11: Verify the connection attempt was successful (displayed in green text). If you receive an error, please click back and verify the URL and your Username / Password Click Finish 10

11 Section 5: Mac Sync Client: Configure Additional Folders for Synchronization: Step 1: Click on the owncloud system tray icon and select Open status Step 2: Click the Add Sync button Step 3: - Click the Choose button and select the folder you wish to synchronize. - Enter the folder alias name. This will be the folder display name within the Sync Client status window Click Next 11

12 Step 4: - Click the to your owncloud radio button and enter the folder name in the text box to the right. Your files will appear in this folder within the owncloud web interface If this folder does not already exist in owncloud, you will be asked to create the folder by clicking the create button before you can complete the setup. - Click Finish Step 5: You should now be back to the Status window. Verify your newly created synchronization job appears in the list. The status of each job can be viewed simply by hovering the mouse over it. The status is also graphically represented within the cloud graphic You can view the folder location of each synchronization job directly below the header. The first line gives you the local path to the folder you are synchronizing The second line (Remote Path) gives you the corresponding folder name where the files will appear within the owncloud web interface. 12

13 Section 6: How to access and use the owncloud web interface: Step 1: Open your web browser and enter the following URL into the address bar: https://files.ysu.edu Step 2: Enter your YSU username and password into the appropriate fields and press enter. 13

14 Step 3: After successfully logging in, the owncloud web interface will be displayed. Please consult the figure below for a detailed breakdown of the interface and its functionality New/Upload Button: Used to create new Text Files and Folders. The upwardspointing arrow on the right is used to upload new files from your local system. Search: Allows you to search for files / folders stored on the server. Log out: Allows the current user to log out Settings: Access your personal settings. Navigation Pane: Used to access varying categories supported by owncloud. The Files category is the most commonly used. Display Pane: Displays the content of the selected category (ex: uploaded files will be displayed here). 14

15 Section 7: Manually uploading files to owncloud: ****** Refer to Section 6 to login to the owncloud web interface ****** Step 1: Select Files from the menu on the left. Step 2: Select a folder (or create a new one) to upload your file into. If you do not choose a folder, the file will be uploaded to the root of the Files list. (to create a new folder, click the New button and select Folder ) Step 3: Click the upload button to bring up the File selection window Step 4: Select the file you would like to upload to owncloud and click open (or double click the file) 15

16 Step 5: Once the file finishes uploading, it will be displayed in the list of Files. 16

17 Section 8: How to share a file within owncloud: Step 1: Cursor over the file you wish to share. You will be presented with additional options for the file. Click the Share icon. Step 2: Click the downward pointing arrow to the right of User or Group 17

18 Step 3: Enter the YSU USERNAME of the person you wish to share the file with. When the correct username is displayed, select it in the list. Step 4: Check the can edit checkbox next to the username if you wish to allow the user to edit the file. 18

19 Congratulations! The file is now shared with the selected user. They will now be able to access this file via the Shared folder under their account. 19

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