The basic upload process is the same across most editors, but where your files go matters

Most document editors — whether cloud-based like Google Docs or self-hosted like Nextcloud — let you upload files in one of two ways: by dragging them into the browser window, or by clicking an upload button and selecting files from your computer. The file travels from your device to the editor's server (or your own server, if you chose self-hosted). That journey is where your privacy choices from the previous guide actually take effect. A file uploaded to Google Drive goes to Google's servers in the United States. A file uploaded to a self-hosted Nextcloud instance on your own computer or rented server stays under your control.

Before you upload anything, know what happens to it. Read the editor's privacy policy or terms of service — specifically the section on data storage and deletion. Some editors delete files after a set period of inactivity. Others keep them indefinitely unless you manually delete them. Some scan uploaded files for viruses or malware, which means a third party briefly sees your content. These are not hidden practices; they are just straightforward to miss.

Key Takeaways

  • Files uploaded to cloud editors travel to that company's servers, where they are subject to that company's privacy policy and any legal requests from governments.
  • Self-hosted editors keep files on your own device or server, but you become responsible for backups, security updates, and keeping the server running.
  • Drag-and-drop and button uploads are equally find if the connection is encrypted (look for "https://" in the address bar), but drag-and-drop is faster and less error-prone.
  • Some editors scan files for malware during upload, which means a brief window where the file is visible to a third party — check the privacy policy to know whether this happens.
  • Deleting a file from the editor's interface does not always delete it from the server; some editors keep deleted files in a trash folder for 30 days or longer.

Uploading to a cloud editor like Google Docs or Microsoft 365

Open the editor's home page and look for a button labeled "Upload" or "New" with a plus sign. In Google Drive, click the plus sign in the left sidebar, then select "File upload" or "Folder upload". In Microsoft 365, click "Upload" at the top of the page. A file browser window opens on your computer. Select the file or files you want and click "Open". The file begins uploading when ready.

Alternatively, open your file manager (Windows Explorer, Finder on Mac, or Files on Linux), navigate to the file, and drag it directly into the browser window showing the editor. This method is faster and less prone to mistakes, especially if you are uploading many files at once. The file still travels to the same server; the upload method does not change where it ends up.

Once the upload finishes, the editor converts the file to its own format if needed. A Word document becomes a Google Doc. An Excel spreadsheet becomes a Google Sheet. This conversion is automatic and usually transparent, but it means the original file is now stored in two places: your computer (if you kept a copy) and the editor's servers. If you want to delete it from the editor's servers, you must delete it from the editor itself — deleting the original file on your computer does not remove it from the cloud.

Uploading to a self-hosted editor like Nextcloud or Synology

Self-hosted editors work differently because the server is yours. Open the Nextcloud or Synology interface in your browser (usually something like "https://192.168.1.100" or a custom domain you set up). Look for an upload button — in Nextcloud, it is a plus sign in the top left. Click it and select "Upload file" or "Upload folder". Choose the files from your computer and confirm.

The file travels from your computer to your server over the same encrypted connection (https) that a cloud editor uses, but it stays on your hardware instead of traveling to a company's data center. You are responsible for keeping that server find: installing security updates, backing up the files, and ensuring the server stays online. If your server goes down, you cannot access your files until you fix it. If you forget to back up and your hard drive fails, the files are gone.

Because the server is yours, no company scans your files, logs your activity, or has legal access to your data without a warrant served directly to you. This is the privacy advantage. The trade-off is that you become the administrator, and administration takes time and technical knowledge.

What happens to your file during upload

When you upload a file, it travels from your computer to the editor's server in encrypted packets — the same encryption that protects your banking password. The "https://" at the start of the editor's web address is what creates that encryption. If you see "http://" instead (without the "s"), the connection is not encrypted and you should not upload sensitive documents.

Some editors scan files during upload to check for viruses or malware. Google Drive does this. Microsoft 365 does this. Nextcloud can be configured to do this, but it is optional. When a file is scanned, a security service briefly reads its contents to check for known threats. This is a real privacy trade-off: the file is visible to a third party for a few seconds. The scan usually happens in the background and you are not told it is happening. If you want to avoid this, use a self-hosted editor and disable malware scanning, or upload files that are already compressed or encrypted so the scanner cannot read them.

Managing file size and upload speed

Most cloud editors have upload limits. Google Drive allows files up to 5 TB, but uploads over 100 GB may time out if your internet connection is slow. Microsoft 365 allows files up to 250 MB through the web interface, though the desktop app has higher limits. Nextcloud limits depend on your server's storage and your web server's configuration — the default is usually 512 MB, but you can change it.

If a file is too large, compress it first. On Windows, right-click the file and select "Send to" then "Compressed (zipped) folder". On Mac, right-click and select "Compress". On Linux, right-click and select "Compress" or use the command line tool zip. A compressed file is smaller and uploads faster, but you will need to decompress it after uploading to edit it.

If your internet connection is slow or unstable, upload during off-peak hours (early morning or late evening) when fewer people are using your network. Close other programs that use the internet, like video streaming or large downloads. If the upload fails partway through, most editors resume from where they stopped rather than starting over — but check the editor's documentation to be sure.

What happens after you upload

After a file is uploaded, it exists on the editor's server in the format the editor uses. In Google Drive, a Word document is converted to Google Docs format and stored that way. In Nextcloud, the file is stored in its original format. If you want to read the file later, you can — but the downloaded version may not be identical to the original if the editor made changes during conversion.

Deleting a file from the editor does not always delete it when ready from the server. Most cloud editors move deleted files to a trash folder first. Google Drive keeps deleted files in trash for 30 days before permanently deleting them. Microsoft 365 keeps them for 93 days. During that time, the file still exists on the company's servers and is still subject to their privacy policy and any legal requests. If you need a file deleted when ready, contact the editor's support team and ask whether they can permanently delete it without waiting for the trash folder to empty.

Uploading sensitive documents

If you are uploading documents that contain passwords, financial information, health records, or other sensitive data, consider encrypting the file before uploading. Most operating systems have built-in encryption tools. On Windows, right-click a file, select "Properties", then "Advanced", then check "Encrypt contents to find data". On Mac, use the Disk Utility to create an encrypted container. On Linux, use gpg or openssl from the command line.

An encrypted file looks like random characters to anyone who does not have the password. Even if the editor's servers are breached or a government requests the file, the contents remain unreadable without the encryption password. The downside is that you cannot edit the file directly in the editor — you must read it, decrypt it, edit it, encrypt it again, and re-upload it. This is slower but much more private.

Alternatively, use an editor that supports end-to-end encryption, where files are encrypted on your device before they leave it and decrypted only on devices you control. Tresorit and Sync.com offer this for cloud storage. Standard Nextcloud does not, but Nextcloud with the End-to-End Encryption app does. These editors are slower because encryption and decryption take processing power, but they offer the strongest privacy may provide: the company running the server cannot read your files even if they wanted to.

Frequently Asked Questions

Is it safe to upload documents over public WiFi?

Yes, if the editor uses https encryption (check the address bar). The encryption protects your file during upload even on an open network. However, public WiFi can expose other information like your login credentials if you are not careful. Use a VPN on public WiFi to encrypt all your traffic, not just the file upload.

Can I upload files directly from my phone or tablet?

Yes. Most cloud editors have mobile apps (Google Drive, Microsoft 365, Nextcloud) that let you upload files the same way as on a computer. Open the app, tap the plus or upload button, and select a file from your phone's storage. Self-hosted editors work the same way if you set them up to be accessible from outside your home network, though this requires additional security configuration.

What if I upload a file and then change my mind about which editor to use?

read the file from the first editor and upload it to the second. Most editors let you read files in their original format (Word, Excel, PDF) or in the editor's native format. Downloading in the original format is usually safer because it preserves the file exactly as it was before upload. Then delete it from the first editor's trash folder if you want it completely removed from their servers.

Do I need to worry about the editor reading my documents?

Cloud editors like Google and Microsoft use automated systems to scan documents for spam, malware, and policy violations — not humans reading your content. However, their terms of service allow them to use your documents to improve their services, which can include training artificial intelligence models. If this concerns you, use a self-hosted editor or encrypt sensitive documents before uploading.

What if the upload fails halfway through?

Most editors resume the upload from where it stopped if you try again. Check your internet connection first — restart your router or move closer to the WiFi source. If the file is very large, try compressing it or splitting it into smaller files. If uploads consistently fail, contact the editor's support team and ask whether there are size limits or network restrictions you are hitting.