Managing Files and Folders
Files and folders are displayed in the main panel on the homepage of Office. At the top of the main panel, you can view the path of a file and jump to a specific level by clicking it.
Use the toolbar at the top of the Office homepage to perform the following actions, or simply right-click on an item from the main panel to perform the same actions:
- Create: Click the + button to create a folder or a file, or import files from your computer or your Synology NAS.
- Labels: Select one or multiple items and click this icon to apply an existing label to the selected items. You can also create a new label from here.
- Share: Select an item and click this icon to share the item with other users.
- Move to: Select an item in My files and click this icon to move the item to another location in My files.
- Copy to: Select an item and click this icon to copy the item to another location in Office. You can rename the item as you copy it.
- Delete: Select an item and click this icon to delete it and move it to the owner's Recycle Bin.
- More: Select an item and click this icon to perform more actions to the item.
In addition to the features above, Office also offers other useful managing tools. Commonly used features will be covered below in detail.
Creating Files and Folders
To import a file:
- On the homepage of Office, click the + button and select Import.
- Choose whether you want to upload files from your Synology NAS or from your computer.
- Find and select the files you want to import.
- Click OK.
Support and Limitations:
- Only a file in the .docx format can be imported into Office as a document.
- File formats that can be imported into Office as a spreadsheet include .xlsx, .xlsm, .xltx, .xltm, .xls, .xlt, .ods, .ots, .csv.
- Only formats (e.g., font size, text color, comments, hyperlinks, chart types) supported by Office will be imported.
- Encrypted files cannot be imported into Office.
To rename a file or a folder:
On the homepage of Office, right-click on an item and select Rename. You can also rename a file by changing the title in the upper right corner after opening a file.
To download a file or a folder:
On the homepage of Office, right-click on an item and select Download. You can also download a file by clicking the File menu > Download after opening a file.
Note:
- A document will be downloaded as a .docx file.
- A spreadsheet will be downloaded as a .xlsx file.
- A folder will be downloaded as a .zip file.
- You can select multiple files to download from the homepage of Office. When downloading multiple files from the homepage, the selected files will be exported as a .zip file.
- You need to enter the password to download an encrypted file from the homepage of Office.
To delete a file or a folder:
On the homepage of Office, right-click on an item and select Delete. You can also delete a file by clicking the File menu > Move to Recycle Bin after opening a file.
To restore a deleted file or folder:
In your own Recycle Bin, select an item and click the Restore icon in the toolbar.
Note:
- Any user with editing permission of an item can delete the item. Deleted items will be moved to owner's Recycle Bin and only the owner can restore them.
Organizing Files and Folders with Labels
To create a label:
On the homepage of Office, click the + button next to LABELS in the menu panel.
To create a label and add it to an item:
- On the homepage of Office, select one or multiple items in the main panel.
- Click the Labels icon in the toolbar and click Create.
- Edit the name and color of the label.
- Click OK. The newly created label will be added to your selected items.
To add an existing label to an item quickly:
Do either of the following:
- Drag and drop a label from the menu panel to an item in the main panel.
- Drag and drop one or multiple items from the main panel to a label in the menu panel.
To add multiple labels to an item:
- On the homepage of Office, select one or multiple items in the main panel.
- Click the Labels icon in the toolbar.
- Select one or multiple labels.
- To remove a label from an item, simply unselect the unwanted label.
- Click Apply.
Searching for Files and Folders
To search for an item:
On the homepage of Office, type a keyword into the search bar in the upper right corner. You can also click on the magnifying class to refine your search with one or more of the following criteria:
- Keyword
- Location: Select one of the existing categories, or click Customize to select a folder in My files or Shared with me to search in.
- Type: Select whether you want to search for a folder, a file, a document, or a spreadsheet.
- Labels: Select one or multiple labels. When you select multiple labels, an item will be considered a match as long as it has just one of the selected labels.
- Date: Search by modified time or creation time.
Managing File Versions
When you work on your files in Office, versions will be saved automatically to the server periodically, so you won't have to worry about any loss of information if you close a file without saving it. The complete version history for each file is recorded, including the last modified time and users who have made changes to the file.
To restore or copy a file version:
- Open a file.
- 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.
- Click on a version from the list, and a preview of this version will appear in the main window. Differences between versions will be highlighted.
- Document: Differences between a version and the previous one will be highlighted. You can also use the arrows at the top to quickly switch between a previous or a later modification within a version.
- Spreadsheet: Differences between a previous version and the current one will be highlighted.
- Click Restore in the lower right corner to restore the file to the selected version, which will overwrite the current one. Alternatively, click Make a copy to save the selected version as a separate file.
Note:
- There is no limit to the number of historical versions.
- Office will create a new historical version in the following situations:
- When the modifications that you make to a document include 1000 commands (please note that one action may include several commands and that the command count will be reset once a historical version has been created.)
- When the modifications that you make to a spreadsheet include 100 commands (please note that one action may include several commands and that the command count will be reset once a historical version has been created.)
- Ten minutes after Office receives the first command
- After you download, delete, make a copy, or restore a file to a historical version
Protecting Files
You can add password protection to confidential files, which can be done as you create a file or afterwards
To create a new file with encryption:
- On the homepage of Office, click the + button in the toolbar.
- Click Create an encrypted file.
- Select Document or Spreadsheet.
- Enter and confirm the password and then click OK. The encrypted file will be opened in a new tab.
Note:
- The title of an encrypted file will still be visible to other users.
To add encryption to an existing file:
- On the homepage of Office, right-click on a file and click Encrypt. Alternatively, click the Encrypt icon in the left sidebar after opening a file.
- You can edit the title if necessary.
- Enter a password into the Password field.
- Enter the password again into the Confirm password field.
Note:
- The following data will not be retained in the encrypted file:
- Labels
- Sharing permission
- Star
- Historical versions
- By default, the original file will be moved to the Recycle Bin after encryption. Do the following if you want to change this setting:
- Click the Account icon in the lower left corner on the screen and go to Settings > General.
- Uncheck Remove the original file after encryption/decryption.
To change the password of an encrypted file:
- On the homepage of Office, right-click on a file and click Encrypt. Alternatively, click the Encrypt icon in the left sidebar after opening a file.
- Select Change password.
- Enter the current password in the Password field.
- Enter the new password in the New password field.
- Enter the new password again in the Confirm password field.
- Click OK.
To create an unencrypted copy of an encrypted file:
- On the homepage of Office, right-click on a file and click Encrypt. Alternatively, click the Encrypt icon in the left sidebar after opening a file.
- Select Create an unencrypted copy.
- Enter the password in the Password field.
- Click OK.
Sharing Files and Folders
Office allows you to share your own files and folders as well as manage files and folders that other DSM users or groups share with you. You can choose whether you want to grant viewing or editing permission to other DSM users or groups.
After a file has been shared, multiple users can edit it simultaneously.
To share a file or a folder publically:
- On the homepage of Office, right-click on an item and then click Share, or click the Share icon in the toolbar. To share a file, you can also click the Share icon in the left sidebar after opening a file.
- Select whether you want to allow others to only view or to edit the item from the Permission drop-down menu.
- A public link will be generated. This link is ready to be shared. Opening this link will open the item in a new browser tab.
- Click OK.
To share a file or a folder with other DSM users or groups:
- On the homepage of Office, right-click on an item and then click Share, or click the Share icon in the toolbar. To share a file, you can also click the Share icon in the left sidebar after opening a file.
- In the User/Group field, enter a DSM username or a group name. DSM will suggest usernames or group names as you start typing.
- Select whether you want to allow this user or group to only view or to edit this item from the drop-down menu.
- Click the + button to share this item with that user or group. You can add multiple users or groups.
- Click OK.
Note:
- You can share files and folders only with DSM users and groups that have permission to access Office. You can grant permissions to a certain user or group at Control Panel > User or Group.
To allow non-admin users to share files:
- After logging in as admin, click the Account icon in the lower left corner on the screen and go to Settings > Administration.
- Go to Sharing and select Allow non-admin users to share files.
- Click OK.
Note:
- If you disable this function, non-admin users will not be able to grant new sharing permissions to others anymore. They can only delete the sharing permissions that they have granted.
Changing the Owner of a File or a Folder
You can change the owner of a file or a folder to another DSM user.
To change the owner of a file of a folder:
- On the homepage of Office, right-click on an item and then click Info, or click the More icon > Info in the toolbar. You can also click the Info icon in the left sidebar after opening a file.
- Click Change in the Owner field.
- Select a DSM user from the drop-down menu. The users displayed in the menu are those who have permission to access Office.
- Click OK.
Note:
- You can only change the owner of an item that you own. You will still have permission to edit the item after the change of ownership.