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  • All
  • Overview
  • Setting up a personal space
  • Adding/creating documents
  • Viewing/editing documents
  • Managing documents
  • Editing profile

Overview

ONLYOFFICE Personal is a totally free suite for editing text documents, spreadsheets and presentations online in a personal cloud storage. It is designed specifically for comfortable use for by person, providing you with:

  • convenient file management system with the ability to connect third-party storages and work with files stored in them directly from the personal cloud;
  • a large number of tools for editing docx, xlsx, and pptx files, their conversion, as well as a built-in media viewer;
  • the ability to create agreement drafts or surveys in your documents via fillable forms;
  • the ability to share documents and collaborate on them using various co-editing modes;
  • quick and easy access not only on the web, but also through Desktop Editors for different operating systems, as well as Mobile applications for iOS and Android.

This guide will help you take the first steps to get started in your personal cloud.

Setting up a personal space

To create a Personal office,

  1. go to personal.onlyoffice.com page,
  2. fill in your Email into the corresponding field of the registration form,
  3. specify, if you want to be informed about the service possibilities, then review the service Terms and Conditions.
  4. click the CREATE NOW button,
    Sign in form Sign in form
  5. the Email Activation message will be sent to the email. Follow the link provided in this letter to complete your email activation procedure,
  6. on the opened page, fill in the empty fields: First Name, Last Name, and Password,
  7. click the JOIN button. You will be automatically redirected to your ONLYOFFICE Personal
    The password CANNOT be less than 8 and more than 30 characters long.
    Confirm registration form Confirm registration form

or

  1. log in via one of the suggested third-party services: Google, Facebook, Linkedin,
  2. enter your credentials, and you will be automatically redirected to your ONLYOFFICE Personal.

To log in into an existing Personal office,

  1. go to personal.onlyoffice.com page,
  2. fill in your Email and Password into the corresponding fields,
  3. check the Remember checkbox if you want to be automatically logged in every time you visit the page,
  4. push the Log in button.

or

  1. sign in via one of the suggested third-party services: Google, Facebook, Linkedin,
  2. enter your credentials, and you will be automatically redirected to your ONLYOFFICE Personal.
Log in screen Log in screen

Adding/creating documents

To transfer all your files to your Personal office, you can upload existing documents from your computer hard disk drive or integrate your Google Drive, Box, Dropbox, OneDrive, Nextcloud, ownCloud, kDrive, and Yandex Disk account with the online office.

Uploading files and folders

To upload a file,

  1. open the 'My documents' section and select a folder where you want to upload your files to by selecting the corresponding options at the left-side panel,
  2. click the Actions button button in the left upper corner,
  3. select the Upload icon Upload files option from the menu,
  4. choose the files you want to upload to the online office in the file manager window and click the Open button.

Or simply drag-and-drop a file or several selected files from your computer to the working area to upload documents to your portal even more easily.

By default, 2 GB of storage space is available in a Personal cloud. And the maximum size of the uploaded file should not exceed 25 Mb.

The uploading process will start. If the file format differs from the Office Open XML one, the file will be converted into the .docx/.xlsx/.pptx format for faster editing. A notification window will appear where you can select if you want to save both files (a file in its original format and a file in the Office Open XML format). If you don't need files in an original format on the portal, you can uncheck the Save the file copy in the original format as well box. It'll be taken into consideration during the next uploading operations and a converted file will be placed as a new revision of the original file rather than as a new separate file.

Uploading Files Uploading Files

If an original file is protected with a password, the password will be required to convert the file. If you click the Convert and Open icon Convert & Open icon to the right of the uploaded document in the file list, a new window will open where you need to enter a password.

If the file with the same name already exists in the folder, a copy of the file will be created by default.
Uploaded Files Uploaded Files

The current status of downloads and convertions can be found by clicking the Uploading icon icon. The Upload and convert files menu will open. It displays documents that have already been uploaded and converted, as well as those that are still in the queue.

Upload Status Upload Status

To cancel uploading a file, click the Cancel download icon blue cross icon next to the file. To stop downloading all files at once, click the Cancel all downloads icon gray cross icon in the upper right corner. To hide the Uploads menu, click the clean uploads icon icon. The history of uploaded and converted documents will be erased.

To upload a folder that contains nested subfolders and documents:

  1. click the Actions button button in the left upper corner,
  2. select the Upload icon Upload folder option from the menu,
  3. choose the folder you want to upload to the online office in the file manager window and click the Open button.

This can also be done by dragging the necessary folder from the file manager window to the portal working area.

To integrate your Google Drive, Box, Dropbox, OneDrive, Nextcloud, ownCloud, kDrive, or Yandex Disk account with the personal cloud, use the corresponding buttons on the left-side menu after reading instructions in this article.

Creating new files and folders

You can also create new files or folders. To do that,

  1. open the needed section or folder where you want to create a new file by selecting the corresponding options at the left-side panel
  2. click the Actions button button in the left upper corner and select one of the following options:
    • Document icon Document to create a new text document
    • Spreadsheet icon Spreadsheet to create a new spreadsheet
    • Presentation icon Presentation to create a new presentation
    • Form icon Form template to create a new docxf form from a Blank or From text file
    • Folder icon Folder to create a new folder
  3. enter a name for your file or folder into the appropriate field and click the Confirmation icon icon
Creating New File Creating New File

Viewing/editing documents

You can view and edit your documents, spreadsheets, presentations and fillable forms right in the cloud using multi-functional Online Editors. You can also view media files stored on the portal in the most popular formats, including avi, mpg, mpeg, mp3, mp4, webm etc., as well as the bmp, jpg, jpeg, png, gif, tif, tiff, webp images.

To edit a document, just click its title or the Pencil icon icon to the right of the file title and it will be opened in a new tab of the Internet browser. If a file is currently being edited by another user, you will see the colored pencil Colored Pencil Plus icon icon. Click it to open and edit this document simultaneously with other users. To find out more about the editors' features, visit this page.

To edit a file, you can also click the More Icon icon next to it and select the Edit Icon Edit option.
Editing Spreadsheet Editing Spreadsheet

Once you edit a document, spreadsheet, presentation and save changes you made, both revisions of your file will be available, so that you'll be able to restore the previous one, if necessary. The available revisions can be grouped into versions. To learn more, please refer to this article.

To view a file, click the More Icon icon next to it and select the Preview Icon Preview option. This will open the file with the corresponding online office Viewer. The image files will open in the same window, the text files will be shown in a new tab of your Internet browser. The online office Viewers offer standard tools to zoom in/out your files, adjust their size, navigate between pages, download or print them.

Viewing Text File Viewing Text File

When viewing media files with the online viewer, you can the use corresponding buttons to start or pause the playback, adjust volume level or switch to the full screen mode, go to the previous or next media file, download or delete the file.

Viewing Video File Appserver Viewing Video File Appserver

When viewing image files with the online viewer, you can the use corresponding buttons to zoom in or zoom out the image, go to the previous or next image, display the image actual size (if the image has been zoomed in or out), rotate the image clockwise or counterclockwise, go to the previous or next image, download or delete the file.

Managing documents

To quickly find a necessary document, make use of the filter at the top of the document list.

Filter Data Filter Data

Click the Plus Icon button and specify the necessary filter parameters:

  • To filter items by TYPES choose one of the following options: Folders, Documents, Presentations, Spreadsheets, Images, Media, Archives, or All files.
  • To exclude subfolders from search, click the No subfolders option in the SEARCH section.

Enter a document title, entirely or partially, in the filter field and press the Enter key to display the found item(s). If you want to go to the folder where the found file is located, right-click the file and use the Open location Icon Open location option. To go to the parent folder that is one level up from the current folder, use the Go to parent folder Icon arrow.

By default, all the files are sorted by Last modified date in descending order (later dates to early ones). If necessary, you can sort the items by Name, Creation date, Size, or Type by clicking the appropriate column header above the files. To add a new sorting criteria for files or hide some of them, click the Sorting Icon Sort by drop-down list to the right of the Filter field and choose the necessary option from the following list: Created, Modified, Size, or Type. To change the sorting order from Sorting Icon Descending to Sorting Icon Ascending and vice versa, click the corresponding sorting criteria.

Use the View Icons buttons on the right to switch between the available display modes: Thumbnails view and Compact view. Thumbnails are not generated for connected third-party services.

You can perform the following operations with your documents:

  • Edit Icon Edit the document open document for editing in a new tab.
  • Save as oform Icon Save as oform to save the document as a fillable .oform file.
  • Fill in form Icon Fill in the form to open the a pre-created .oform file. When the file is opened this way, any editing, except for editing forms, is prohibited.
  • Share icon Copy external link to a file with Full access, Custom filter, Comment, or Read Only permissions. To remove access to a file, choose the Deny access option, or click once on a toggler, so it turns gray. Several sharing options are available:
    • Share a link to a file by email,
    • Share a link to a file via Twitter,
    • Generate an Embed code. Several options for embedding are available: Size (600 x 800 px, 400 x 600 px, Auto), Width, and Height.
  • Finalize version icon Finalize the current version of a file and create a revision for a new one.
  • Version history icon Show version history and restore one of them.
  • Block file icon Unblock/Check-in a file to block/unblock for further editing by other users with the corresponding editing rights.
  • Favorites icon Mark as favorite a file to add it to the favorites folder.
  • Download icon Download a file in the original format to your computer hard disk drive.
  • Download as icon Download as a file in the selected format to your computer hard disk drive.
    If several files are chosen for download, they will be packed in a .zip archive and saved onto your hard disk.
  • Move to icon Move to another folder or third-party storage.
  • Copy icon Copy a file and move the created copy to the selected folder.
  • Create copy icon Create a copy of a file in the current folder.
  • Rename icon Rename a file.
  • Delete icon Delete a file by moving it to the Trash section.

Group operations with files can be performed using buttons on the top or the contextual menu. To download, move, copy, or delete several files at once,

  1. open the needed folder by clicking the corresponding option at the left-side panel,
  2. hover over the file icon and check the boxes for the files you want to manage,
  3. click the needed button at the top depending on the operation you want to perform.
Managing Files Managing Files

Some operations can be performed with a single file only using the contextual menu. To rename, block for co-authors, finalize, view the version history of a file, or copy the link to it (or perform any of the above mentioned operations):

  1. open the needed folder by clicking the corresponding option at the left-side panel,
  2. find the needed document and click the More Icon icon next to it,
  3. select the corresponding option depending on the operation you want to perform.
To learn how to manage the previous revisions/versions of a document, please, refer to this article.
Managing Documents Managing Documents

It's also possible to rename a document from the editor interface directly while editing. To do that,

  1. click the File tab of the top toolbar and select the Rename... option,
  2. in a new window that opens, enter the necessary File name and click OK.
Adding documents to Favorites

The Favorites section contains all files marked as favorites from all sections and folders. To add a document to Favorites,

  1. open the needed section by clicking the corresponding option at the left-side panel,
  2. find and the needed document and click the More Icon icon next to it,
  3. select the Mark as favorite option.

or

  1. open the needed document either for editing or preview,
  2. click the Favorites Icon Mark as Favorite button on the top toolbar.

The file will be available in the Favorites section and marked with the Favorite Icon icon in the file list.

Favorites section Favorites section

Within the Favorites section, you can use the Open location option in the contextual menu to switch to the folder which contains this file.

To remove an added file from Favorites, use the Favorites icon Remove from Favorites option in the contextual menu or click the Favorite Icon icon next to the file name.

Editing profile

In the personal cloud, you can fill in and edit your own profile data. To do that,

  1. click the link with your name in the right upper corner,
  2. select the Profile option,
  3. click the More Icon icon your photo and select one of the following options depending on your goal:
    • Edit profile - to enable profile editing mode to change personal information displayed on your profile page. You can also enter this mode by pressing the Edit profile button under the profile picture. The full list of editable profile parameters can be found in the instructions below.
    • Change password - to change your password you use to log in to the portal. This option is also available in profile editing mode.
    • Change email - to change your registration email address. This option is also available in profile editing mode.
    • Delete profile - to delete your personal cloud account and all data stored in it. An email will be sent to the linked email address with instructions on how to delete the account.
    Profile more Profile more

Upon choosing the Edit profile option, the following items become available for editing:

  • Email - shows the current email address linked to this personal cloud. To change your registration email address, press the Change button next to the current email and follow the further instructions.
  • Password - shows the current password you use to log in to the personal cloud. To change the current password, press the Change button next to the current email and follow the further instructions.
    The password CANNOT be less than 8 and more than 30 characters long.
  • Profile photo - click the Actions Icon Personal button at the bottom of the current profile photo to upload another one and select the image area that will be displayed as your avatar photo.
  • Personal information - shows personal information displayed on your profile page: first and last name, location, sex, date of birth, contact details, and social profiles.
Editing Profile Editing Profile

Multiple interface languages available for personal cloud, and you can switch between them at any time. For this purpose, open your profile page and select one of the available options in the Language dropdown list.

Changing Language Changing Language
You can find the list of languages already available and that will be available in your personal cloud in the nearest future in this article. If you'd like to contribute to the online office translation, please read this article to learn how to do that.

In the Subscription section, you can indicate your consent or refusal to be notified of new features, tips and, related topics by e-mail.

All mentioned means of communication added into the profile Contact details and Social profiles sections are links and opened using the corresponding programs by default (e.g. the specified Skype number will be opened via Skype).

Profile Contact info Profile Contact info
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