Top 10 easy sharing tips with your SharePoint alternative: Nextcloud Files

Post date

January 21, 2026

Fast and safe file sharing with Nextcloud Files

Nextcloud Files is a popular solution for businesses, education, and the public sector worldwide, especially thanks to these 10 features for easy file sharing.

1. Share internally with teams or externally with clients, without friction

Nextcloud Files screenshot overview and sharing

Nextcloud makes it easy to share files with internal and external contacts

By opening the “Share” menu on any folder or file, you can choose who can access your information. Internal shares can be done to individuals, based on their name, as well as entire teams. No more selecting every individual in the Marketing team! External shares are configured with a targeted email or a federated cloud ID to share between Nextclouds without creating new accounts. In only a couple of clicks, your file can be accessed by exactly whom you choose, without inviting them in.

2. Set the right permissions from the start

Access control is an important step in file security because not everyone needs full access to your file. That’s why you can immediately set the access permissions when sharing. From “View only” to “Allow editing”: make sure that every team or team member gets the right access level from the get-go. Do you want to finalize a file and prevent further editing? Simply change the settings back to “View only” with a simple click, and the file is locked for further changes.

3. Use advanced sharing controls for real security

Nextcloud Files screenshot custom permissions share link renaming — Setting your own custom permissions, such as an expiration date, is easy with Nextcloud Files

Time to dive into the advanced features that allow you to customize your sharing settings. For example, set an expiration date on your link to limit access to a predetermined date, so you can rest assured your links don’t fall into the wrong hands. Of course, you can also give others more advanced access to your file, including sharing or deleting. As auditing and revoking access are done in seconds, you can drastically improve compliance and security for your organization.

4. Collaborate directly on shared files

Nextcloud Files screenshot on multiple devices — Take your files with you wherever you go with Nextcloud Files

Once you have shared your file and set up your customizable settings, you can start collaborating from any environment: your browser, the desktop sync client, or the mobile app. Comment on files, make real-time edits, or change the layout: everything is done in real-time, even if multiple people are working on a file. Did you make an error? Shared links always point to the latest version, but you can easily go into the “Version history” to make rollbacks.

5. Add context with Related Resources

As Nextcloud favors an integrated approach with a clear overview of your working documents, you can also add and access “Related resources” from the sharing menu. Quickly check what other files have been shared with the same group of people so you can ensure your employees have access to all necessary documents (and nothing more).

6. Share files with Nextcloud Deck cards

With its modular approach, Nextcloud allows you to pick and choose the apps that work for your online workspace, much like putting together the ideal productivity puzzle. And because of its extensive integration with all apps, you can easily share information within the Nextcloud platform. Why not share your file with a Nextcloud Deck card, our kanban-style organization tool for streamlined project organization? Add the file to a card, and your team can manage the project with all the necessary documents from one central place.

7. Collect files securely with File Drop

The File Drop feature is particularly interesting for large organizations, including the public sector, that often have to share information with others. As a convenient and secure file upload, you can simply create a hyperlink and send it to customers, patients, clients, or partners. They can then upload files for you in this secure cloud folder, automatically sending you a notification of new files. Once processed, you can send the result in a separate folder for your client to download securely.

8. Allow preview, without allowing downloads

What if you send a file and want your clients or team members to be able to look at it in the browser/preview, without them downloading it? With Nextcloud Files, you can show the content while preventing a copy from being saved. This smart feature gives you full control of how your content is consumed: View: Yes — Download: No.

9. Upload large files reliably with chunked uploads

According to Forbes, “businesses around the world are having more trouble moving large files and huge amounts of digital assets quickly and reliably between their global sites and teams.” Being able to preview files is an important step in ensuring better large file transfer. But Nextcloud goes further: When someone uploads a big file through a public share link, the client internally splits the file into smaller pieces (“chunks”) and uploads them one by one before merging. The result? No failed large uploads, quicker uploading, and a better UX.

10. Host your data on your terms

What sets Nextcloud really apart from other file sharing solutions is the full data control. Your files stay where you decide: On your own server, or hosted with a trusted partner. By doing so, you completely avoid the potential for data mining and silent policy changes: your files stay where you decide. This digitally sovereign approach gives you the power over your files, so you can always share with confidence.

Discover how Nextcloud Files can change the way you work

Why Nextcloud Files is your future-proof SharePoint alternative

Is it time to look at a SharePoint alternative? Nextcloud Files combines easy sharing, granular control, and full data ownership in one integrated platform.

Security settings live right where users need them, in the “Sharing” sidebar, making secure behavior the default, not an afterthought.

If your organization has outgrown traditional file sharing, it might be time to choose an alternative that puts people and data control first.