General

Overview

Synology Office allows you to create documents, spreadsheets, and slides directly in Synology Drive web portal. With Synology Office files, you can:

• Collaborate with others in real time.
• Encrypt Synology Office files to protect data privacy.

Default Locale Settings

• Display language: Click the Account icon in the lower-left corner, select Package settings > Display and select a language.
• Regional formatting: Click the Account icon in the lower-left corner, select Package settings > Synology Office > Default locale to set the number, currency, and date formats.
• Spreadsheet locale: Open a spreadsheet and go to File > Spreadsheet settings > Locale.

Compatibility with Microsoft Files

To convert Microsoft Office files to Synology Office files:

• Right-click a Microsoft file and select Convert to Synology Office file. The file will be saved as a new Synology Office file.

Supported formats for conversion:

To download Synology Office files as Microsoft Office files:

Do either of the following:

• Right-click a Synology Office file and select Download.
• Open a file, click File > Download as, and select the desired file type.

Supported formats for download:

Manage Templates

Synology Office includes built-in templates and allows users to create their own custom templates. Note that admin users can manage all templates.

To use built-in templates:

• Open a file and go to File > New file > From template.

To create custom templates:

• Open a file, go to File > Save as template, and specify a name.

Share Templates

To share a template:

1. Click the Share icon in the left sidebar.
2. Select users, groups, or internal accounts.
3. Assign Edit or View permission.
   • Edit: Users can edit, share, delete, and rename your template.
   • View: Users can only create new files with your template.
4. Users can access shared templates at the following locations:
   • In the Synology Drive web portal, click + Create > From template.
   • Open a file and go to File > New file > From template.

To share a template via a URL:

1. Click the Share icon in the left sidebar.
2. Copy the sharing link of the template and send it to the intended recipients.

Access level for recipients depend on their permissions:

• View: Recipients will be directed to view mode.
• Edit: Recipients will initially see the view mode, but can switch to editing.
• No permission: Recipients will be directed to the Request access page.

Edit Shared Templates

For templates shared with you, your permissions determine what you can do:

• View: You can view the template and create new files from it.
• Edit: You can rename, delete, edit, and publish the template.

To edit and publish a template:

1. Edit the templates as you would any regular file.
2. Once your changes are complete, publish the template to ensure users can create files using the updated version.

Find and Replace

To search text:

1. Click Edit > Find and replace or press Ctrl + F.
2. Type a term to highlight all occurrences.
3. Use the left and right arrows to navigate results.
4. Click More Options for advanced options:
   • Match case: Case-sensitive search.
   • Search using regular expressions: Search using patterns. See examples of regular expressions in the table below.
   • Spreadsheet-only options:
     • Match entire cell contents: Search for cells that are an exact match.
     • Also search within formulas but ignore formula results: Search within cell formula but not the results of the formula.
     • Search in hidden sheets: Search for cells that are in sheets which have been hidden.

To replace text:

1. Click More Options and type the replacement text into the Replace with field.
2. Click Replace or Replace all.

Note that replace with capture group is only supported in Spreadsheet. Use "$(number)" in the replace field to reference the capture group in the corresponding sequence.

Examples of regular expressions

The table below lists common regular expressions and examples of how they are used.

1. Available in Spreadsheet only.

Color Picker

Use the color picker for a consistent look throughout the file. This function requires installing the Synology Office Extension and only works with Chrome or Microsoft Edge (Chromium).

1. Click the triangle next to any color selector (e.g., text color or background color) and select Color picker.
2. Use the eyedropper to select a color and apply the copied color to the desired text or object.

Immersive Mode

This function hides the menu and toolbar, allowing you to focus on your documents.

• Click the Immersive mode icon in the top-right corner of the toolbar and choose the desired option.
• To exit the Immersive mode, press ESC or right-click and select Show menu and toolbars.

Manage File Versions

Synology Office automatically saves version histories, including modification time and user details.

To restore or copy a file version:

1. Open a file and click the View History icon in the left sidebar. You will then see a main window with a list of historical versions on the right side.
2. Select a version to preview. Switch between Hide record and Show record to view the differences.
3. Click the vertical ellipsis to the right of a version:
   • For unnamed version, you can specify a name for the version.
   • For named versions, you can rename it or remove its name.
4. Click Restore to overwrite the current file or Make a copy to save a new file.

Encrypt Files

You can add passwords to protect confidential files. Note that encrypted files are listed in the file list with a lock icon in Synology Drive web portal.

To create an encrypted file:

1. Click File > New encrypted file, and select the type of file.
2. Set a password.

To encrypt an existing file:

1. Open the file and click the Encrypt icon in the left sidebar.
2. Enter and confirm a password.

Note that converting an unencrypted file into an encrypted file will lose its labels, sharing permissions, star, or historical versions.

To change the password of an encrypted file:

1. Open the file and click the Encrypt icon in the left sidebar and select Change password.
2. Enter the current password.
3. Enter and confirm a new password.

To create an unencrypted copy of an encrypted file:

1. Open the file and click the Encrypt icon in the left sidebar and select Create an unencrypted copy.
2. Enter the password.

Share Synology Office Files

You can assign viewing, editing, commenting, or managing permission to users or groups.

To share files:

1. Click File > Share.
2. On the Permissions tab, select an option from the Privacy Settings drop-down menu.
   • Private: Only invited users can access the file based on assigned permission.
   • Internal: Anyone with an account can access the file when signed in.
   When granting users permission to view files, you can unselect Allow options to download and copy¹ to limit unauthorized sharing.
3. In the User/Group field, enter a username or a group name² and select the permission you want to assign to it.
4. Click the + button to add multiple users or groups.

To share files with anyone via a public link:

1. Click File > Get link, or click the Get link icon in the left sidebar and click Sharing settings.
2. On the Public Link tab, select the checkbox to create a public link for this item.
3. Select an option from the Privacy Settings drop-down menu. When granting users permission to view files, you can unselect Allow options to download and copy¹ to limit unauthorized sharing.
4. To protect this sharing link with a password, select the Password Protection checkbox, and enter a password.
5. To set an expiration date for this sharing link, select the Link Expiration checkbox and set a date.

To obtain file links:

1. Open a file and click the Get link icon in the left sidebar.
2. Click the clipboard icon to copy and share the link.

Backup and Restoration

To back up Synology Office to local or remote destinations and restore the settings and data of the package to a previous point of time, use Hyper Backup. Synology Drive and Synology Office must be backed up at the same time. For details, go to Synology Drive help articles > Backup and Restoration.