Part 1: Seafile Onboarding

Welcome & Introduction

Seafile is a secure, faculty-hosted storage and collaboration platform available to faculty, students, and researchers at the Faculty of Information. It supports encrypted file storage, real-time file and document collaboration, and access from multiple devices – when used in accordance with provided guidelines.

This guide is for informational purposes only. It provides operational guidance for using Seafile in a manner that supports compliance with the Freedom of Information and Protection of Privacy Act (FIPPA) and University of Toronto data governance policies. It does not constitute legal advice or serve as a certification of institutional or statutory compliance.

Users are solely responsible for ensuring that their specific use cases align with applicable privacy, security, and data retention obligations. For authoritative guidance, or when in doubt, users must consult the University of Toronto’s compliance office via the Office of the Governing Council.

🔒Use only the Faculty-hosted Seafile instance: https://seafile.ischool.utoronto.ca

Who This Guide Is For

• Instructors that need to manage and share course materials like lecture slides, readings, and assignments in organized libraries.
• Researchers who need to store and organize sensitive research data and collaborate with other researchers.  
• Staff managing and sharing administrative documents in and across teams.  
• Students that need to access and submit course materials and collaborate with peers. 

Usage Policy & FIPPA Compliance

All use of Seafile must comply with Freedom of Information and Protection Privacy Act (FIPPA) and the University of Toronto’s institutional privacy standards.

✅Permitted:

• Sharing and managing teaching materials 
• Collaboration on student assignments 
• Storing identifiable research participant data securely 
• Using encrypted libraries for confidential academic related information  

❌Not Permitted:

• Using commercial/public Seafile instances (e.g.  seafile.com, or any other seafile site that is NOT seafile.ischool.utoronto.ca)  
• Uploading sensitive academic data to non-institutional environments (e.g. student numbers, authentication credentials, credit card information, etc.) 
• Sharing encrypted library passwords insecurely  

Getting Started

1. Visit: https://seafile.ischool.utoronto.ca and select Single Sign-On (SSO)

🚩IMPORTANT: Your SSO credentials are NOT the same as your UTORID credentials. If the IT team has not set up your SSO account, or if you are unsure whether it is set up, please email techsupport@ischool.utoronto.ca before continuing.

💡OnlyOffice (Seafile’s integrated online document editor) works best on updated versions of Chrome, Firefox, or Edge.

2. Once your SSO account is set up, sign in using your SSO credentials:

3. You will arrive at your My Libraries dashboard:

Library Management, Sync, & Collaboration

✅What Can Users Do with a Library?

Creating a library in Seafile is like setting up a dedicated workspace for your files. Once a library is created, users can:

Action	Description
Upload & organize files	Add documents, images, datasets, and organize them into folders.
Sync to devices	Sync the library to your desktop or mobile device for offline access.
Share with others	Share the library with individuals or groups, with read or write permissions.
Track changes	View file history, recover deleted files, or revert to earlier versions.
Encrypt the library	Protect sensitive data with client-side encryption (optional at creation).
Manage access	Control who can see or edit the library contents.

When you create a library in Seafile, you can choose between two types: unecrypted and encrypted.

📂Unencrypted Library

• What it is: A standard library where files are stored without additional encryption beyond what the server provides.  
• Who can access it: Anyone you’ve shared the library with, based on their Seafile permissions.  
• Use case: Ideal for general collaboration where encryption is not a concern – general meeting notes.  

🔒Encrypted Library

• What it is: A library where files are encrypted on your device before they’re uploaded to the server.  
• Who can access it: Only users who know the encrypted password – even Seafile administrators cannot view the contents.  
• Use case: Best for storing sensitive or confidential data, such as research data, grant documents, or personal records.  

🚩Important: If you forget the encryption password, you cannot recover the data. Make sure to store it securely.

Creating a Library

1. Select the + icon next to My Libraries and select New Library.

2. Name your new library. (Optional) check the box beside ‘Encrypt’ and set a password to enable encryption. When you are finished, click ‘Submit.’ 

💡Tip: For enhanced security, consider encrypting your library. This ensures that only users with the correct password can access its contents.

Uploading & Organizing Files

Click into the library you wish to upload and organize files. There are several options for uploading or creating content within a library.  

1. Open your local file system and drag and drop the content you wish to upload into the blank space.  
2. Select the arrow or icon beside the library name and choose the relevant action in the dropdown menu.  
3. You can also create files within Seafile by clicking the file type you would like.  

💡When creating folders and files be sure to use clear naming conventions (e.g. INF1230_May5_LectureSlides.docx). 

Sharing Standard (Unencrypted) Files

1. To share standard (unencrypted) files, open the library holding the files you want to share. Right click on the file in question or select the share icon, which will appear when you hover over the file container/banner.  

2. Choose from the menu which type of link works best for your purposes.  

🔗Link Types 

• Share Link: a public link that you can password protect.  
• Internal Link: a link to a file or folder that can be accessed by users with read permission to the file or folder.  

💡If you are sharing a folder, you will have another option to use an upload link – a special type of link that allows users to upload files to a specific folder.  

🔧Generating Links – Options 

• Generate Link: Use this option when you want to share a file or folder with one or more people who should all have the same level of access (e.g. view or edit) for the same duration, using a single shared link.  
  • Use Case: you want to share a Project Planning folder with your project team, where each team member has the same level of access.  
• Generate links in batch: Choose this when you need to share the same item with different individuals or groups, each with their own unique link. This allows you to manage access separately.
  • Use Case: You’re sharing a project folder with your core team and a temporary contractor:  
    • Your team gets a link with ongoing, edit access.  
    • The contractor receives a separate link with read-only permission.  
    • When the contractor’s work ends, you can simply revoke their link without affecting your team’s access. 

File History

Use History to view/restore earlier file versions.

Working Securely with Encrypted Libraries

Encrypted libraries use client-side encryption. Files are encrypted before upload and can only be accessed after entering the correct password.  

🔑Web Interface Access 

• You will be prompted for the password the first time you open the library. 
• If entered correctly, files can be viewed and edited in the browser.  
• Seafile temporarily caches the key for your session only.  

💻Desktop Client Access 

• When syncing or opening an encrypted library, enter the password.  
• Files are decrypted locally.  
• Password can be optionally saved on trusted devices.  

🚩Important Notes 

• If the password is lost, the data cannot be recovered.  
• File and folder names are not encrypted; they remain visible in plaintext to the backend system to support navigation and management, so avoid using sensitive information in names to reduce metadata exposure risk.  
• Sharing must be done carefully and manually.  

Encrypted Libraries and Sharing in Seafile

When you create an encrypted library in Seafile, the contents are protected with a password that only you (and those you share it with) know. This adds a strong layer of security – but also limits how sharing works.  

❌What you Can’t Do  

• You cannot use standard Seafile sharing links (like “Generate Link” as described in the previous section) to share files or folders from an encrypted library.  
• You also cannot assign internal permissions (like read/write access to other users) through the usual Seafile interface.  

✅What you Can Do

Sharing must be done manually and securely. It is recommended to share encrypted libraries through Groups:  

1. Create a group in Seafile with the users you want to collaborate with.  
2. In the group, create separate encrypted libraries for different sets of content or access levels.  
3. Manually share the password for each encrypted library with the relevant group members.  
4. Add the encrypted libraries to the group so members can access them – but only if they know the password.  

Sharing Encrypted Libraries – Recommended Workflow

Step 1: Creating a Group

To create a new group, expand the Files tab in the left sidebar menu and select New Group. Give you group a name and select Submit. 

Step 2: Adding and Managing Members in a Group

🚩 IMPORTANT: You can only add group members if they have already been set up with an SSO account. If the IT team has not set up SSO accounts for your intended group members, or if you are unsure whether it is set up, please email techsupport@ischool.utoronto.ca before continuing. 

Select the Group you wish to manage from the Files tab in the sidebar.  Then, select the plus icon (+) next to the Group name.  

1. Members: view current members of the group.  
2. Import members: upload a .xlsx file to mass-import a list of members. 
3. Manage members: Add, delete, and edit memberships.  
   • Type the name of the individual you wish to add into the text field. 
   • Select the arrow next to their role to promote members to Admin status (e.g. so they can manage members).  
   • Hover over the member you wish to remove and select the X to delete members.

💡Note: You can add members to your group at any time. Either before or after you populate the library. 

Creating Encrypted Libraries in a Group

🚩IMPORTANT: Do not store your encrypted library passwords in a Group space on Seafile. If you do, other group members may be able to access them. And if you store them in an encrypted library in Seafile and forget the password, you cannot recover them. 

Navigate to the Group you wish to add encrypted libraries to. Select the plus icon (+) next to the Group name and select New Library. 

Give your library a distinct name. Select the permission level you wish to grant collaborators and select the checkbox next to ‘Encrypt’.  

Create and confirm a password for the library. Be sure to store your passwords in a secure, private location outside of Seafile.  

Repeat this process to create other encrypted libraries. And remember to store your passwords in a secure, private location outside of Seafile immediately upon creation so as not to lose them.  

Granting Group Members Access to Encrypted Libraries

Share passwords privately (not in Seafile).  

Example:  

Library	Who Has Access	How Shared
TA_Feedback	Instructor + TA	Password emailed securely or in person
Student_JohnSmith	John Smith only	Password shared in class or portal
ResearchData_Team1	Research assistants only	Password distributed in research meeting

✅How Members Can Access Encrypted Libraries 

• After logging in, collaborators (or group members) will see the library name but not its content.  
• They must click the library and enter the password.  
• Once entered, they can view, sync, and (if permitted) edit the content.  

🔐Best Practices for Sharing Encrypted Libraries  

• Never store the password in the same group in Seafile. Here’s why: 
  •  Anyone in the group can access it: If the password is stored in a shared folder, other group members can open it and unlock your encrypted library — even if you didn’t mean to share it. 
  • No way to recover if forgotten: If you encrypt the password file but forget that encryption password, you’ll lose access to your own data. 
  • Security risk: It’s like locking a safe and then taping the key to the front — it makes your data vulnerable. 
• Use external secure communication (e.g. encrypted email, 1password sharing, secure messaging, secure LMS notice).
• Use separate passwords per role or person. 
• Label each encrypted library clearly for its intended audience.  

Access Modes: Seafile Drive vs. Sync

🚩Important: For security purposes, use only on securely managed FOI machines. 

Up to this point, this guide has focused on how to use Seafile through the web interface. While the web version is great for quick access, Seafile also offers a desktop client that provides a more convenient and powerful way to work with your files. With the desktop client, you can use features like Seafile Drive and Seafile Sync, which make accessing, editing, and managing your files faster and easier – especially when working offline or with large amounts of data.  

📁Seafile Sync (File Syncing)  

What is it:

• A feature that keeps a copy of your cloud files on your computer – and keeps them updated automatically.

How it works:

• You choose a library in Seafile. 
• That folder is downloaded to your computer (fully syncs a library to a local folder). 
• Any changes you make to the files – on your computer or in the cloud – are automatically synced both ways.

Best for:

• People who want to work offline or need quick access to certain folders all the time.  

🔮Seafile Drive (Virtual Drive)  

What is it:  

• A virtual drive that shows all your Seafile files on your computer – without downloading them all.  

How it works:

• It looks like a regular drive (like a USB stick) on your computer.  
• You can browse all your files and folders.  
• Files are only downloaded when you open them.  

Best for:

• Shared computers, personal computers, or labs.  
  • 🚩If on a shared computer, clear the cache file when done to ensure local files do not remain. 
• People who want access to lots of files without using up space on their computer.  

✅Drive vs. Sync Quick Guide 

Feature	Seafile Drive	Sync Client
Local storage	No (on-demand only)	Yes (full local copy)
Offline access	No	Yes
Encrypted library access	Yes (with password)	Yes (with password)
Suitable for personal device	✅Yes	❌No
Suitable for lab/office secured and managed device	✅Yes	✅Yes

Configuring Clients and Encrypted Library Access

To open and use encrypted libraries in Seafile locally, you need to set it up on your computer the right way. This setup is called configuring the client.  

Setup Steps

1. Download the client suited for your operating system.
2. Choose Desktop Syncing Client or Desktop Drive Client (see comparison in the previous section to determine which is best for your purposes) 
3. Log in using Faculty of Information SSO. 

Encrypted Library Access

• Enter the password on first access. 
• Files become available in your browser or sync folder. 
• Do not share or expose your password in shared drives. 

Role-Based Onboarding Options

👤Instructors (to enhance LMS tools if needed) 

• Share reading and materials through unencrypted libraries. 
• Use encrypted libraries for privileged academic information and feedback. 
• Use for TA and personal marking (ensuring no information is stored on personal devices using Seafile Drive or Web access). 
• Share assignments via upload links. 
• Create per-student or personal encrypted libraries when needed. 

🙋Students 

• Submit work using upload-only links. 
• Access shared libraries after password entry. 
• Use encrypted folders for reflective journals. 
• Avoid syncing on shared/public computers. 

🔬Researchers 

• Store participant data in encrypted libraries. 
• Assign unique passwords to each sub-library if needed. 
• Use upload links for survey intake. 
• Organize content by phase: Data, Transcripts, Published.  

Security, Limitations & Institutional Safeguards

✅Security Features 

• End-to-end encryption available with encrypted libraries (E2EE). 
• Faculty of Information SSO required. 
• Admins cannot access encrypted content.  

🚩Limitations 

• Passwords cannot be recovered.  
• File/folder names are visible even in encrypted libraries to the backend system. 
• Sharing encrypted access requires secure external coordination.  
• Encryption is only effective if passwords are distributed responsibly and stored responsibly using tools like 1password (free for UofT  – https://utoronto.1password.ca/signin).  

Quick Reference Sheet

Task	Action
Log in	https://seafile.ischool.utoronto.ca
Create Library	Dashboard > New Library > Name > (Optional: Encrypt)
Upload Files	Open Library > upload or drag/drop
Share Files and Folders	Right click > share > Internal/Public/Upload Link
File History	Right-click file > history
Encrypted Access	Click Library > Enter password
Share Encrypted Library	Share password manually (not within Seafile)
Use Drive or Sync	Choose Seafile Drive or Sync during client setup

Part 2: Seafile Document Collaboration

Welcome & Introduction

Seafile Community Edition now supports real-time document editing through an integrated OnlyOffice Document Server. This allows users to work on documents, spreadsheets, and presentations collaboratively within the browser — without needing external desktop applications. 

OnlyOffice supports standard file formats (DOCX, XLSX, PPTX) that are fully compatible with Microsoft Office, along with rich export options and collaborative tools. 

Accessing & Using OnlyOffice in Seafile

To use OnlyOffice:  

1. Log in to the Seafile Web Interface: 🔗https://seafile.ischool.utoronto.ca 
2. Navigate to your library and open any document (.docx, .pptx, .xlsx) to launch the OnlyOffice editor directly in the browser. 
3. Editing occurs in real-time. Your changes are saved automatically and can be downloaded in various formats.  

💡OnlyOffice (Seafile’s integrated online document editor) works best on updated versions of Chrome, Firefox, or Edge. 

Editing Documents

✏️ Word Documents (DOCX)

• Formatting Tools Available:
  • Headings, paragraphs, bullets, numbered lists 
  • Tables, images, page breaks 
  • Page layout settings (margins, orientation) 
  • Hyperlinks and bookmarks 
• Changes are saved continuously and reflect for all collaborators. 

📊 Spreadsheets (XLSX) 

• Upload existing .xlsx files for editing 
• Supported features: 
  • Cell formatting 
  • Functions and formulas 
  • Multiple sheets 
  • Sorting and filtering 

📽️ Slides (PPTX) 

• Create or edit slide decks 
• Supported features: 
  • Master slides 
  • Transitions and animations (basic) 
  • Inserting images, shapes, and tables 

Exporting Files

Word (Documents)

From the File menu in the editor:

• Export to:
  • PDF
  • HTML
  • PNG (downloaded as ZIP containing image)
  • JPG (downloaded as ZIP)
• Save as:
  • DOCX (compatible with Microsoft Word)

Slides (Presentations)

• Export to:
  • PDF
  • PDF/A (archival)
• Save as:
  • PPTX (compatible with Microsoft PowerPoint)

Spreadsheets

• Save/export as:
  • XLSX
  • CSV

⚠️ Export to formats like ODT, ODP, or legacy Office formats is not supported in Seafile Community Edition.

Collaboration Features

The OnlyOffice integration in Seafile supports real-time multi-user editing, with enhanced team visibility. 

✨ Key Features: 

• Live cursor tracking – see where others are typing 
• In-document chat – communicate directly during editing 
• Change tracking – see and accept/reject others’ edits (Word only) 

💡 Multiple collaborators can work on the same document simultaneously. 

Best Practices

✅ For Instructors & TAs 
Use shared unencrypted libraries for class materials; edit Word or PPT directly in-browser. Share assignment feedback collaboratively. 

✅ For Students 
Use OnlyOffice for creating and submitting DOCX or PPTX assignments. Export to PDF before submission if required by course policy. 

✅ For Researchers 
Collaboratively draft proposals, papers, or data sheets. Use encrypted libraries for sensitive content but note that OnlyOffice cannot open encrypted documents in-browser — download and open locally instead. If you need a high level of constant collaboration with end-to-end encryption, our tool https://cryptpad.ischool.utoronto.ca is available with this functionality. 

🚩 Limitations 

• Cannot edit encrypted files in-browser 
• Large files (>50MB) may load slowly 
• No integration with offline editors – browser-based editing only 

Quick Reference Sheet

Task	Action
Open a document	Click on a DOCX/XLSX/PPTX file in any library
Edit in browser	Automatic when OnlyOffice opens
Export to PDF/HTML	File > Download As > Choose format
Export to PNG/JPG	File > Download As > Choose Image
Save as MS Office	File > Download As > DOCX/PPTX/XLSX
Collaborate	Open same file with others, use chat
Chat & Track Edits	Use chat/comment panel inside editor

Part 3: Using OnlyOffice for PowerPoint Files in Seafile

In this section of the guide you will learn to upload, create, edit, and present PowerPoint (.pptx) files securely using OnlyOffice within Seafile. This method allows you to access your presentations from any device without the need to carry USB drives or email files to yourself, enhancing both convenience and security. It also ensures compliance with University of Toronto privacy and data security policies (FIPPA).  

Uploading PowerPoint (.pptx) Files

💡OnlyOffice (Seafile’s integrated online document editor) works best on updated versions of Chrome, Firefox, or Edge. 

1. Navigate to the Faculty-hosted Seafile instance: https://seafile.ischool.utoronto.ca 
2. Login using your SSO credentials. 

🚩REMINDER: Your SSO credentials are NOT the same as your UTORID credentials. If the IT team has not set up your SSO account, or if you are unsure whether it is set up, please email techsupport@ischool.utoronto.ca before continuing. 

Once you have logged in using your SSO, select Files in the left sidebar and select the library you want to store the presentation in.  

3. Click the plus (+) icon and select Upload Files.  

Your local file system will open, prompting you to make a selection to upload.  

4. Select your PowerPoint (.pptx) file from your local file system window and select Open. The file will now appear in your library.  

💡Alternative Upload Option: You could also open your local file system, select the file you want to upload and drag it into any blank space within your library. The file will upload automatically.  

5. Click on the .pptx file you just uploaded in Seafile. This will open it in OnlyOffice, where you can view, edit, or present it directly in your browser. 

Creating a New PowerPoint (.pptx) File

1. Navigate to Seafile using your SSO login.  
2. Select your desired library to open it.  
3. Click the plus (+) icon and choose New > New PowerPoint File.  

4. The new file will appear in your library with a default name.  
5. To change the default name: Hover your cursor over the file banner, select the 3 dots/ellipses and choose Rename from the options.  

Editing and Presenting Your Slides

Navigate to the library where your .pptx file is and select the name of the file to open it in OnlyOffice.  

Editing Your Slides 

Use the editing tools in OnlyOffice to modify your slides, much like you would in PowerPoint.  

Presenting Your Slides

Navigate to the Home tab in your OnlyOffice toolbar and select the arrow next to the play icon to determine where to begin your slideshow:  

Your slideshow will play directly in your browser. To exit the slideshow, press the esc button on your keyboard until you are taken back to the editing screen.  

Downloading and Protecting Files

To download your file:

1. Select the File tab from the OnlyOffice toolbar.  
2. Select Download As from the left sidebar.  
3. Select the type of file you would like to download.  

Protecting Your Files

If you are working in a shared library space within Seafile, and do not want certain individuals with access to the library to access your file, you can better protect your file with a password.  

1. Select the File tab from the OnlyOffice toolbar.  
2. Select Protect from the left sidebar and select Add password.  
3. A pop-up will appear prompting you to create and confirm a password for your file.  

🚩IMPORTANT: remember to save your password immediately after creating it because if you forget the password there is no way to recover your file.  

Be sure to save it in a secure location and outside of any shared spaces in Seafile so that only individuals you choose to share the password with have access.  

Presenting on a Projector or External Display

To present your slides on a projector or external display, login to Seafile using your Faculty of Information SSO account and navigate to your file. Select the file name to open it in OnlyOffice.  

Ensure your device or teaching station is set to ‘Extended Display’ mode.  

Select the arrow next to the play icon in your OnlyOffice toolbar (as described in the Editing and Presenting Your Slides section) and choose where to begin your slideshow.  

Select and drag the slideshow window to the projector screen display.  

Use your main screen to view notes or control the presentation.  

Presenting in a Microsoft Teams Meeting

Navigate to your file in Seafile and select it to open it in OnlyOffice.  

Join your Teams meeting and select Share in Teams. Select the OnlyOffice window or full screen. Select ‘include sound’ if you have sound elements in your slides that you want to include in your presentation.  

Select the arrow next to the play icon in your OnlyOffice toolbar to begin presenting.

Sharing and Collaborating on PowerPoint Files in Seafile

OnlyOffice, similar to Microsoft Office, allows multiple individuals to collaborate on a document simultaneously, in real time. To collaborate with others on a file in Seafile:  

1. Sign in using your Faculty of Information SSO.  
2. Navigate to the Library where your PowerPoint file is stored.  
3. To enable collaboration, share the file with others by generating a link.  

💡For instructions on how to share files from unecrypted or encrypted libraries, please refer to one of the previous sections in this guide:  

• Sharing Standard (Unencrypted) Files
• Encrypted Libraries and Sharing in Seafile

Collaborating On Slides In OnlyOffice

Once the document has been shared with collaborators via a link (depending on the permissions you grant), they can open the file and edit it in real time, or view and download.  

Once you’ve shared the PowerPoint file via a link (with the appropriate permissions), collaborators can: 

• Open and edit the presentation in real time, working together seamlessly. 
• View or download the file, depending on the access level you’ve granted. 

💡 Real-time collaboration allows multiple users to make changes simultaneously, with updates appearing instantly for everyone. 

Users can also collaborate through the comment and chat features: 

Select the collaboration tab in your OnlyOffice toolbar.  

1. Add, delete, and resolve comments.  
2. Chat with other users during collaboration sessions.  
3. Review the version history.  

💡You can also utilize the left-most sidebar for quick access to the comments and chats, even when you navigate out of the collaboration tab in the toolbar.