Getting started

• 1: Create sciebo-Account
• 2: Webinterface
• 2.1: Editing Files (Simultaneously)
• 2.2: Further Functionality
• 2.3: Organising Files and Folders
• 2.4: Sharing Files and Folders
• 3: Client
• 3.1: Linux client
• 3.2: MacOS client
• 3.3: Windows client
• 4: Create and manage project boxes
• 5: Groups
• 6: Guests

1 - Create sciebo-Account

To register an account, please follow these instructions:

1. Click on the homepage of sciebo on “Registration”.

2. On the next page you will find a dropdown menu. Select your institution from there and click on “Select”.

3. You will be redirected to the Shibboleth login page of your institution. Please enter your username and password that you use for your academic services there. Check the option “Die zu übermittelnden Informationen anzeigen, damit ich die Weitergabe gegebenenfalls ablehnen kann” so that you can review the forwarded information again, and click on “Login”.

4. If all information is correct, confirm the registration by clicking on “Yes, I accept”. (If the information does not match, please contact your local IT support at your institution.)

5. Next, you will be taken to the registration page, where you are asked to set a password for your sciebo account. Within 15 minutes after setting the password, your sciebo account should be active and you should be able to log in to the sciebo server of your institution.

2 - Webinterface

With the web interface, you can access your data anywhere via web browser. No matter whether you want to upload, download, edit, delete or share data or whether you want to work on a file with several people at the same time - in the web interface, you can use all the advantages of sciebo.

2.1 - Editing Files (Simultaneously)

Editing Files

1. Click on the file name to open the editor. Depending on the type of document (text, presentation or spreadsheet) you will be taken directly to the appropriate editor.
2. Edit the file. General information on how to use the editor can be found under “File > Help”. Changes are automatically saved temporarily.
3. To return to the file overview, click on the folder symbol in the upper menu bar of the editor. The file will be saved again.

Editing Files Simultaneously

In the web interface, you can edit files together with other sciebo users of your institution. The prerequisite is that the file is shared with all of them and that the appropriate editing rights have been assigned. Simultaneous editing offers simultaneous access to text, presentation and spreadsheet documents, a review function (visual marking of edited elements), a comment function, and a chat function.

Notes on Simultaneous Editing

• Unfortunately, simultaneous editing is currently not possible with persons from other universities or guest accounts.
• A co-edited document is only synchronised via the client when you close the editor.
• Simultaneous editing may only be carried out via the web interface. Parallel editing via the desktop client leads to conflicts when saving.
• The undo/redo function cannot be used.

The number of users currently editing the document is displayed at the top right of the control bar. Click on the user symbol to find out the names of the persons editing the document.

2.2 - Further Functionality

In the header of the webinterface of Sciebo you can find different. Here you can find informormation on each of these apps.

Files

Here you can manage your files. Further information you can find here:

• Organising Files and Folders
• Editing Files (Simultaneously)
• Sharing Files and Folders

Photos

Here you can upload anf manage your photos.

Activity

Here you can see the activity of your Sciebo-Account. The list of file changes is generated automatically.

Contacts

Here you can create and manage personal contancts.

Calendar

Add envents to this calandar. You can import calander data. If you are already using a digital calendar, it can usually export its calendar data. The file that is created in this way can be imported into the calendar app.

Notes

In the Notes app you can format and organise your thoughts with Markdown, a popular and simple rich text format.

Deck

Deck is a visual project management tool. For further information click here

Announcments

Here you can find important announcements from the sciebo-team.

Polls

Create and share polls.

Forms

Create and share forms. Here you can create very intrecate forms and share them even with people that are not Sciebo-users!

Help

Here you get to this page.

Tasks

Manage your todos in this application!

Overleaf

Sciebo hosts its own overleaf instance. For more information click here

2.3 - Organising Files and Folders

Creating, Renaming & Moving Files & Folders

Creating Files & Folders

1. Click on the “+” symbol in the upper menu bar.
2. Select “Folder” or the type of file you want to create.
3. Name the file or folder.
4. Press the Enter key. A new file or folder is created. (New files are opened directly in edit mode.)

Renaming Files & Folders

1. Click on the three dots next to the file and select “Rename”.
2. Enter a new name and press the Enter key.

Moving Files & Folders

Move Individual Files/Folders

1. Click on the three dots next to the file or folder you want to move and select “Cut”.
2. Go to the folder where you want to insert the file/folder.
3. Click on the “paste” symbol that appears in the top menu bar next to the “+” sign. The file/folder is now inserted.

Move Several Files/Folders

1. Select the files/folders you want to move by checking the boxes on the corresponding icons.
2. Click on the “cut” icon that appears in the top menu bar.
3. Go to the folder where you want to insert the files/folders.
4. Click on the “paste” symbol that appears in the top menu bar next to the “+” sign. The files/folders are now inserted.

Up- & Downloading Files & Folders

Uploading Files

1. Select “Upload” under “+”.
2. Select one or more files and click “Open”. Alternatively you can drag and drop the file(s) from your PC into the browser window.
3. The loading bar shows the upload progress.

Uploading Folders

1. Entire folders can be uploaded via drag and drop. To do this, drag the folder(s) from your PC into the browser window. (Uploading via the “+” symbol currently only works with Chrome).
2. The loading bar shows the upload progress.

Downloading Files & Folders

Download Individual Files/Folders

1. Click on the three dots next to the file/folder and select “Download”.
2. Decide where the file/folder will be saved on your computer.
3. When saving folders, a zip file is created which you must unzip before opening.

Download Several Files/Folders

1. Select the files/folders you want to download by checking the boxes on the folder/file icon.
2. Click on the “Download” icon that appears in the top menu bar.
3. The download will be a zip file.

Deleting & Restoring Files & Folders

Deleting Files & Folders

Deleted files/folders remain in your trash bin for at least 1 week before they are permanently deleted. You can view the trash bin under “Deleted files” in the left menu.

Delete Individual Files/Folders

1. Click on the three dots next to the file/folder and select “Delete”.
2. The file or folder is moved to the trash.

Delete Several Files/Folders

1. Select the files/folders you want to delete by checking the boxes on the file/folder icon.
2. Click on the “Delete” icon that appears in the top menu bar.
3. The files/folders are moved to the trash.

Removing Files & Folders Shared with You

If you no longer need a file/folder that has been shared with you, you can delete the share. The file/folder is removed from your sciebo account, but remains with the owner.

1. Click on the three dots next to the file/folder and select “Unshare”.
2. The file/folder is removed from your sciebo account. It is not moved to the trash, but remains listed under “Shared with you”. Here you can accept the share again if needed.

Restoring Files & Folders

Restore Individual Files/Folders

1. Open the trash bin by clicking “Deleted Files” in the left menu.
2. Click on the “Restore” icon next to the file/folder you want to restore.
3. The file/folder will be restored to the location where it was last saved.

Restore Several Files/Folders

1. Open the trash bin by clicking “Deleted Files” in the left menu.
2. Select the files/folders you want to restore by checking the boxes on the file/folder icon.
3. Click on the “Restore” icon that appears in the top menu bar.
4. The files/folders will be restored to the location where they were last saved.

2.4 - Sharing Files and Folders

Sharing Files & Folders with Other Users

Sharing with Other Users

1. Click the head icon next to the item you want to share. You can share both, individual files and folders.
2. The share menu opens on the right.

3. In the text box, enter the name of the person with whom you wish to share your data, following the principle “last name, first name”. Select the person from the list that appears.

4. Decide what rights the person will have regarding the file or folder you shared. The write permissions include “create”, “edit” and “delete”. We recommend that you disable the sharing permission (“can share”). You can change the rights at any time.

5. You can delete the share by clicking on […] icon next to the person’s name and choose option “delete share”.

Sharing Files & Folders via Link

Sharing via Link

1. Click the head icon next to the item you want to share. You can share both individual files and folders.
2. The share menu opens on the right.
3. Click on the “+” symbol near “Public Links” this would create a public link.

4. Decide which permissions people who access the file or folder via the link will have. Click on […] on symbol, choose the “Freigabelink anpassen” option, update the relevant permissions and approve by clicking “update share link”.

Optional: Set a password to protect your data from unauthorised access.

Optional: Set an expiry date to protect your data from unauthorised access.

Adding Files & Folders Shared by Link

If other users share data with you via link, you can add the shared files/folders to your own sciebo account.

1. Open the link and, if necessary, enter the password with which the link is protected.
2. Click on […]-Symbol.
3. Enter your sciebo-ID with the server address (e.g. user1@instance.de@instance.sciebo.de) in the “Hinfpgen zu Ihrer Nextcloud” input field and click on the arrow to the right of the field.

4. You will be forwarded to the sciebo login page. Log in with your sciebo identification.
5. The link is now displayed as “Remote Sharing” in a pop-up window. You may need to re-enter the password that protects the link. Then confirm the receipt by clicking on “Accept”.
6. The files/folders will now be added to your account.

3 - Client

The desktop client is a program that allows you to store your data from the cloud locally on your computer or laptop. The client runs in the background and automatically synchronises your data so that you always have the latest version of a file available on all devices.

3.1 - Linux client

1. Download sciebo for your PC.
2. After successful download give AppImage permission to run by opening the terminal and entering chmod u+x Sciebo-Linux64-VERSION.
3. Start the client by typing ./Sciebo-Linux64-VERSION in the terminal. Configure the client. During the configuration the Client will be added into autoload and by next restart would start automatically.

Configuration

1. Open the client. The connection wizard appears.
2. Select your sciebo institution from the list.

3. A browser will open and you will be asked to log in and allow the client to access your data.

4. By default, your entire sciebo directory is synchronised. For folders larger than 500 MB, you must manually confirm synchronisation the first time. However, you can also change the limit or deactivate this function. (If you do not want to synchronise your entire sciebo directory, you can decide which subfolders are synchronised under “Select elements to be synchronised”).

5. Select a destination folder on your PC. (This folder will be synchronised with your sciebo directory, i.e. the data you selected from sciebo will be saved here and files and folders newly created in this folder will be uploaded to sciebo).
6. Click on “Connect….

3.2 - MacOS client

Installation

1. Download sciebo for your PC.
2. After a successful download, open the installation file. The setup wizard appears.
3. Click on “Continue” to make the installation settings.
4. Now select where or for which users of the PC you want to install the software and click on “Continue”.
5. Click on “Install”. You may have to confirm that the software may be installed on your PC. Sciebo will then be installed.
6. Click on “Close” to close the setup wizard.

Configuration

1. Open the client. The connection wizard appears.
2. Select your sciebo institution from the list. A browser will open and you will be asked to log in and allow the client to access your data.
3. By default, your entire sciebo directory is synchronised. For folders larger than 500 MB, you must manually confirm synchronisation for the first time. However, you can also change the limit or deactivate this function. (If you do not want to synchronise your entire sciebo directory, you can decide which subfolders are synchronised under “Select elements to be synchronised”).
4. Select a destination folder on your PC. (This folder will be synchronised with your sciebo directory, i.e. the data you selected from sciebo will be saved here and files and folders newly created in this folder will be uploaded to sciebo).
5. Click on “Connect…”

3.3 - Windows client

Installation

1. Download sciebo for your PC.
2. After a successful download, open the installation file.
3. Confirm that you want to run the file by clicking on “OK”. The setup wizard appears.
4. Click on “Next” to make the installation settings.
5. If you do not want to install sciebo at the suggested location, select the folder for the installation now. Otherwise click directly on “Next”.
6. Click on “Install”. You may have to confirm that the software may be installed on your PC. Sciebo will then be installed.
7. Click on “Finish” to close the setup wizard.
8. Finally, you will be asked whether you want to restart your PC immediately or later so that sciebo works properly. Select the desired option. After restarting, you can set up your folder synchronisation (see below).

Configuration

1. Open the client. The connection wizard appears.
2. Select your sciebo institution from the list. A browser will open and you will be asked to log in and allow the client to access your data.
3. By default, your entire sciebo directory is synchronised. For folders larger than 500 MB, you must manually confirm synchronisation for the first time. However, you can also change the limit or deactivate this function. (If you do not want to synchronise your entire sciebo directory, you can decide which subfolders are synchronised under “Select elements to be synchronised”).
4. Select a destination folder on your PC. (This folder will be synchronised with your sciebo directory, i.e. the data you selected from sciebo will be saved here and files and folders newly created in this folder will be uploaded to sciebo).
5. Click on “Connect….

4 - Create and manage project boxes

In this brief HOW-TO, we will take you through the steps of applying for a Project Box and setting it up so that you can actually work with the files stored in the Project Box using your private Sciebo account.

Apply for the project box

To request a project box, you must first submit the project box application in mysciebo. You will find the relevant field unter the heading Project boxes.

The form for the project box must be completed there; in the ‘Department/Workgroup’ field, please provide as precise a description as possible of the actual working group. Also enter the e-mail address of a person who can be contacted if you are unavailable in the “E-mail of Department/Workgroup” field. As the project box is not personalised, this makes it easier to reassign the data when you leave the university and the project box becomes orphaned.

Set up a password

Once this request has been accepted, you can access the project box management menu in mysciebo by clicking on ‘Manage project boxes’:

Here you need to set a password for the project box.

Log in to the project box and set up shares

Now you can log in to your own Sciebo instance with this project box. For me, this is https://uni-muenster.sciebo.de. Please note the .pbox@institute at the end of the project box name, for example .pbox@uni-muenster.de for the University of Münster.

You can now set up a folder structure in the project box; it usually suffices to just have a folder, which you share with your personal Sciebo account:

You can set the permissions by clicking on the cogwheel next to the share. By default, everything is allowed; this makes sense for your personal account, as it enables you to share this project box folder with other project partners without having to log into the project box again.

5 - Groups

If you often share data with the same group of people, you can create a group for this in the web interface. You no longer have to share data with each person individually, but can simply select the group you have created. All members of the group automatically get access to the data. You can set the editing rights as usual when sharing. Note, however, that groups can only consist of members of your own participant institution.

Creating Groups

1. Log in to the sciebo web interface.
2. Click on your name in the upper menu bar and then on “Settings”.
3. Select “Custom Groups”.
4. Enter a new group name in the text field and click on “Create group”.
5. The member menu opens on the right.
6. In the text field, enter the name of a person you want to add to the group, following the principle “last name, first name”. Select the person from the list that appears. He or she is now added to the group. Repeat the process for all other persons.

Managing Groups

To manage your groups, you must log in to the web interface. Click on your name in the top menu bar, then on “Settings” and select “Custom groups”.

Renaming a Group

1. Move the mouse over the desired group. Click on the pencil symbol that appears next to its name.
2. Change the name and confirm the change by pressing “Enter”.

Removing a Group

1. Move the mouse over the desired group. Click on the bin symbol that appears.
2. Click on “Yes” in the pop-up window to confirm the deletion.

Managing Group Members

To manage the members of one of your groups, you must log in to the web interface. Click on your name in the top menu bar, then on “Settings” and select “Custom groups”.

Adding Group Members

1. Click on the group to which you want to add members. The members menu opens on the right.
2. In the text field, enter the name of a person you want to add to the group, following the principle “last name, first name”. Select the person from the list that appears. He or she is now added to the group. Please be aware that currently only users from the same instance can be added to a group.

Changing Group Roles

Group members can be either “group owner” or “member”. Group owners have all editing options for the group (including deleting, renaming, adding/removing members). There can be more than one owner. Members, on the other hand, cannot make any changes to the group. By default, only the person who created the group is the group owner. If you want to change the roles, proceed as follows:

1. Click on the group whose member roles you want to change. The members menu opens on the right.
2. In the list of group members you can see which member has which role.
3. Move the mouse over the desired person. Click on the pencil symbol to change the role. (If you want to give up your role as group owner, you must confirm this, as you can no longer make any changes once you have given up the role).

Removing Group Members

1. Click on the group from which you want to remove members. The members menu opens on the right.
2. Move the mouse over the desired person. Click on the bin icon that now appears.
3. Click on “Yes” in the pop-up window to confirm the deletion.

Sharing with a Group

In principle, you can share with a group in the same way as with individual users. Follow the appropriate instructions depending on the platform (web interface, client or app) via which you want to share. You only need to note the following differences:

• Instead of the person’s name, enter the group name when sharing.
• You can only set editing rights for the group as a whole and not for individual group members.

6 - Guests

Projects often involve people who normally cannot use sciebo because they are not members of a participating institution. However, it is precisely here that a simple exchange of data is important. For this reason, there are guest IDs for these cases, which you as an employee can create yourself for your project partners.

General Information

The guest’s e-mail address used for the invitation serves as the guest identifier. The sciebo web interface can be accessed by guests via gast.sciebo.de. Desktop client and apps can be used by guests for synchronisation. Guest IDs are valid for 12 months, renewal is possible. To do this, the guest must contact their sponsor, who can carry out the renewal via my.sciebo. After expiry, the guest ID is blocked and deleted after a further 3 months.

Guests can only use sciebo in a limited way, i.e. they do not have their own storage volume and cannot actively share data. To collaborate with guests, sciebo users must first share files and/or folders with them and give them the desired editing rights. Guests cannot create files or folders in their home directory, but only in folders shared with them. In this way, guests use the storage volume of the sciebo users who share with them.

Inviting Guests

Please note that it is not allowed to create guest IDs for members of the participant institutions.

1. Log in to my.sciebo with your central user ID (not sciebo ID).
2. Select the menu item “Invite guests”.

3. Enter the name and e-mail address of the guest in the form. The e-mail address serves as the guest ID.

4. Click on “Send invitation”. An invitation will now be sent by e-mail to the guest and a copy to yourself - as the guest’s so-called sponsor.

Note: If the guest has already been invited by someone else, you will automatically become the new sponsor. In this case, the previous sponsor will also be notified.

Account Activation as a Guest

In order to use your guest account, you must first set your password:

1. Click on the link in the invitation email.

2. Enter your sciebo ID. Your ID corresponds to your e-mail address via which you received the invitation.
3. Enter the one-time password.
4. Set a new password (at least 8 characters).
5. Confirm the terms of use.
6. Click on “Set password”.
7. Log in to the sciebo web interface at gast.sciebo.de to activate your account.

Managing Guests

1. Log in to my.sciebo with your central user ID (not with your sciebo ID).
2. Select the menu item “Manage guests”. You will now see an overview of all guests you have invited.

3. You can perform the following actions here:
   • Renew invitation (In case the guest did not accept the invitation in time).
   • Renew guest ID (Renewal for another 12 months.)
   • Reset password (In case the guest has forgotten his password. The guest can set a new password afterwards. He will automatically receive the necessary information by e-mail).
   • Delete guest ID

Sharing with Guests

The prerequisite for sharing is that the guest has accepted your invitation and activated his or her account. The guest will only appear in the address book of the sharing dialogue the day after activation and only if he or she has not deactivated this feature.

1. (In the web interface, in the client or in the app) open the sharing dialogue for the file or folder you want to share.
2. In the text box, enter the name of the guest following the principle “Last name, First name” or the guest ID. Select the guest from the list that appears. Pay attention to the addition “auf gast.sciebo.de”, because only with this note is the selection correct. (If the guest has deactivated the address book feature, enter Guest-E-Mail-Address@gast.sciebo.de directly).
3. Decide what rights the guest will have regarding the file or folder you shared. The write permissions include “create”, “edit” and “delete”. We recommend that you disable the sharing permission (“can share”). You can change the rights at any time.

You can find more information on the topic of sharing files and folders with sciebo here.