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Store & organise · Files & storage · ~12 min read

Nextcloud

Live

Master your team drive: syncing, sharing links with clients, versioning, and the built-in calendar and contacts.

See Nextcloud in the tool catalogue →

What is Nextcloud?

Nextcloud is your team's file drive - the place where company documents live, sync across devices and get shared, inside the team or with clients. It replaces Dropbox, Google Drive or OneDrive, and adds a shared calendar and contacts on top.

How it works: files are stored centrally on your instance. You reach them three ways: in the browser (full features), through the desktop sync client (a folder on your computer that mirrors the cloud), and on the mobile app. Change a file anywhere and every device sees the update within seconds.

Pair it with ONLYOFFICE and you can open and co-edit Word, Excel and PowerPoint files directly in the browser, without downloading anything.

Getting started

  1. Log in at your company's Nextcloud address with your Brundo account.
  2. Install the desktop client (nextcloud.com/install → Desktop). Enter your server address and log in. Choose which folders to sync - you don't have to sync everything.
  3. Install the mobile app for photos of receipts, documents on the go, and offline access to favourites.
  4. Learn the folder structure. Your admin has set up shared team folders (e.g. Company / Projects / Clients). Work inside these - files in shared folders are visible to the right people automatically.

Golden rule: if a file matters to the company, it lives in Nextcloud - not on your desktop, not in your email. That's what makes it findable, backed up and shareable.

Core concepts

Sync vs. browser

The desktop client keeps a local folder mirrored with the server - work in it like any normal folder. The browser is where sharing, version history and app features live.

Shares

Two kinds: internal shares (give a colleague or group access to a file/folder) and link shares (a URL anyone can open - ideal for clients). Links can have passwords, expiry dates, and can be download-only or allow uploads.

Versions

Nextcloud keeps previous versions of files automatically. Overwrote something? Restore an older version in two clicks.

Calendar & contacts

The Calendar and Contacts apps (top app menu) give the team shared calendars and a shared address book, syncable to your phone via standard protocols (CalDAV/CardDAV).

Everyday tasks, step by step

  1. In the browser, hover the folder → click the share icon.
  2. Under Share link, click +.
  3. Click the … next to the new link: set a password and an expiry date - do this for anything client-facing.
  4. Choose permissions: read-only, or "File drop" if the client should upload to you.
  5. Copy the link and send it.

Restore a previous version of a file

  1. In the browser, click the file → open the details sidebar.
  2. Open the Versions tab.
  3. Find the timestamp you want and click Restore.

Recover a deleted file

  1. Click Deleted files (bottom left in the Files app).
  2. Find the file and click Restore - it returns to its original location.

Create a shared team calendar

  1. Open the Calendar app → New calendar.
  2. Name it (e.g. Leave & travel) and create it.
  3. Click the three dots next to it → Share → add your team group with edit rights.

Tips & good habits

  • Star frequently used folders as Favourites - they pin to the top and are available offline on mobile.
  • Don't sync huge archive folders to a small laptop drive - use the client's selective sync or virtual files.
  • Comments on files (details sidebar) beat "which version did you mean?" emails.
  • Agree a naming convention: 2026-07-19_client_proposal_v2.docx sorts itself.
  • Every link you send externally should have an expiry date. Ninety days is a sensible default.

Troubleshooting & FAQ

The desktop client shows a sync conflict. Two people edited the same file offline. Nextcloud keeps both copies - open them, merge the changes into one, delete the conflict copy. Co-editing in the browser (ONLYOFFICE) avoids this entirely.

I can't see a folder a colleague mentioned. It hasn't been shared with you (or your group). Ask the folder owner or your admin to add you.

Is there a file size limit? Large files (multi-GB) are supported. Very large uploads are more reliable through the desktop client than the browser.

A client says the share link doesn't work. Check it hasn't expired, and confirm you sent the password separately. Regenerating the link takes seconds.

Useful resources

Curated for the version Brundo hosts (community / self-hosted editions) — cloud-only or enterprise-only material is skipped.

  • User manual — Pick your server version, then the User Manual - files, sharing, calendar, contacts.
  • Community forum — Very active forum - most questions you'll ever have are already answered here.
  • Desktop & mobile apps — Official download page for the sync clients and mobile apps.
  • GitHub project — Source code and release notes for server and apps.