9.1. The Files Components

The Files app includes the following components.

Search bar

Enables you to search for files.

Folder tree

Displays the folders.


  • My files. Contains your personal files and folders. Per default, it contains folders for documents, music, images, and videos.

  • My attachments. Displays the file attachments of E-Mails sent or received by you.

  • My shared E-Mail attachments. Contains the file attachments sent by you as a link.

  • My shares. Shows the files and folders shared by you for other users or external partners.

  • Trash. Contains the files deleted by you.

  • Shared files. Contains files shared with you by other users.

  • Public files. Contains files shared with all users.

  • The Add storage account button below the folders offers functions for adding cloud storage accounts that you set up in third party products like Dropbox.

Depending on the groupware configuration, the content can differ from this information.


  • If clicking on a folder, its contents are displayed.

  • The Folder-specific actions icon next to the selected folder offers functions for organizing data and for exchanging data.


Contains the following elements. Note: Some buttons are only displayed, if objects have been selected.

  • New. Contains the following functions:

    • Add local file. Adds one or multiple local files.

    • Add and encrypt local file. Adds and encrypts a local file. This function is only available if you have access to Guard.

    • Add note. Creates a simple text file.

    • Add new folder. Creates a new folder.

  • Share icon . This function allows to share files or folders.

  • Viewer icon . Shows the contents of the folder's files in the viewer.

  • Present icon . Starts a presentation. This function is only available if you select a document in the PowerPoint or PDF format.

  • Download icon . Downloads the files selected by you. Multiple files are downloaded as zip archive.

  • Delete icon . Deletes the files or folders selected by you.

  • Actions icon . Opens a menu with further functions:

    Note: If you selected multiple files, some functions are not available.

  • View. Allows to select the view in the display area.

Navigation bar

The navigation path is located below the toolbar.


  • Navigation path. It shows the path to the folder opened. To open a parent folder, click on a path entry.

  • Select button. Contains functions for selecting or filtering objects in the display area:

    • select all files and folders, select all files, clear the selection

    • display certain file types only, display all file types

  • Sort by button. Sorts the files in the display area by various criteria.

Display area

Displays the files and folders as list, icons or tiles In order to select a view, click on the View button in the toolbar. The views are differentiated as follows:

  • For each file and folder a row with the following content is displayed in the List view.

    • An icon. There are different icons for the single object types.

    • The name of the file or folder.

    • Date or time of the last change

    • In the case of files, the size is displayed.

  • For each file and folder the following information is displayed in the Icons view.

    • An icon. If available, a file preview is shown.

    • The name of the file or folder.

  • Files and folders are displayed as squares in the Tiles view.


  • In order to display details of a selected object, click on View in the toolbar. Enable File Details. Details are displayed in a sidebar.

  • In order to display specific object types only, click on Select in the navigation bar. Enable an entry below Filter.

    In order to display all objects, click on Select in the navigation bar. Enable the entry None below Filter.

  • In order to sort objects, click on Sort by in the navigation bar. Enable an entry.

  • Select a file or folder by clicking on it. You can also use your system's multi selection functions.

    You can also use checkboxes to select files or folders. In order to display the checkboxes, click on the View button in the toolbar. Enable Checkboxes.

    To select all objects or files or to clear the selection, click on Select in the navigation bar. Click on an entry below Select.

  • If double-clicking on a folder, it will be opened.

  • If double-clicking on a file, it will be opened in the viewer.


Displays information about the selected object in a sidebar. If no sidebar is displayed, click on View in the toolbar. Enable File Details.


  • Details. Shows general information: the name of the file or folder, the file size, the date of the last change, the editor's name, folder, link

    If you shared the object, the button next to Shares can be used to open the dialog window for editing shares.

    When having selected an object in the My attachments folder, the View message button is displayed. If clicking on it, the respective E-Mail with the attachment is displayed.

  • Description. Shows file comments, if available.

    In order to add a description, click on Add a description. In order to edit a description, double-click on the description.


Shows the contents of files. In order to launch the viewer, do one of the following:

  • Double-click on a file in the display area

  • Select a file. Click the Viewer icon in the toolbar.


  • Name of the selected file. If clicking on the name, the Rename dialog window opens.

  • Download icon. Downloads the file.

  • Share icon . This function allows to share data.

  • Actions icon . If clicking the icon, a menu with further functions opens:

  • View details icon . If clicking the icon, a sidebar with information about the file is opened or closed. The sidebar contains the same functions as the sidebar in the display area.

  • Pop out icon . Clicking on it displays the contents of the selected file on a new page. For documents in the Office format, there are page navigation functions available:

  • Close icon . If clicking the icon, the viewer will be closed.

  • A view of the file contents, if available

    If there are further files, icons for browsing are displayed to the left and to the right of the view.

Also see