General
Default Locale Settings
In addition to the display language in Office, which can be selected at Settings > Profile, you may also want to change the formatting of numbers, currencies, and dates according to your language and geographic region when working with spreadsheets. Follow the steps below to change the default locale for all spreadsheets.
- Click the Account icon > Settings > Office > Default locale.
- The default locale will be the same as your browser locale. Select a locale from the drop-down menu to change the default locale.
- Click OK.
Note:
- If you want to adjust to locale settings of the current spreadsheet, open the File menu > Spreadsheet settings, and choose a locale from the drop-down menu.
Compatibility of Synology Office Files with Microsoft Files
To convert Microsoft Office files to Synology Office files:
With the Office package installed, you can use the following functions in Drive:
- Create documents, spreadsheets and slides which support online collaboration of multiple users.
- Create encrypted documents, spreadsheets and slides for the protection of private files.
- Convert Microsoft Office files to Synology Office files through the below steps:
- Right-click on Microsoft files of the formats listed in the following section.
- Click the Convert to Office file option.
- The Microsoft Office files will be converted to new Synology Office files.
- Download Synology Office files as Microsoft Office files by right-clicking on Synology Office files and selecting Download.
Supported file formats for conversion:
- Document: .docx (With Document Viewer* installed, files of the following formats can also be imported: .doc, .odf, and .rtf)
- Spreadsheet: .xlsx, .xlsm, .xltx, .xltm, .xls, .xlt, .ods, .ots, .csv
- Slides: .pptx
To download Synology Office files as Microsoft Office files
After opening a file you want to download, go to the File menu > Download. The file will be downloaded as the following types:
- Document: .docx, .odt
- Spreadsheet: .xlsx, .ods
- Slides: .pptx
Note:
- Only formats (e.g., font size, text color, comments, hyperlinks, chart types) supported by Office will be converted.
- Encrypted files cannot be imported into Office.
Managing Templates
The Office package provides a variety of built-in templates, which all users can create files with but are not allowed to edit, share, delete, or rename. However, users can also create their own customized templates, which they could edit, share, delete, rename, and publish. To go to the template page, click File > New file from template.
To create a customized template:
- Open an existing file that you would like to save as a template.
- Open the File menu, and click Save as template.
- Specify a name for the template.
Note:
- The historical versions and encryption settings of the original file will not be saved into the template, and neither will any comments or revisions.
To share a template:
Click the Share icon in the toolbar. Select who you want to share the template with and what type of permission to give. After the template is shared, users with permission will be able to see it by clicking + > From template in the Drive portal or File > New file from template in the Office editor.
You can share your template with:
- User: for specific users to access your template.
- Group: for users in specific groups to access your template.
- Internal: for all internal users who can access Drive to access your template.
Permission types for template sharing include:
- Edit: Users who are given the managing permission can edit, share, delete, and rename your template.
- View: Users with the viewing permission can only create new files with your template.
Note:
- Users with administrative privileges can manage all templates.
To share a template URL:
To share your template via a URL, click the Share icon in the tool bar, copy the sharing link of the template, and send it to whoever you would like to share the template with.
After receiving and opening the link:
- Users with the View permission will be directed to the view mode.
- Users with the Edit permission will also be directed to the view mode, but can switch to editing as well.
- Users with no permission will be directed to the Request access page.
Using Templates
For built-in templates, you can only preview and create files with them from the template page. As for templates shared to you by other users, you can view and create files with a template that you have the permission to view, while for a template that you are permitted to edit, you will be able to rename, delete, edit, and publish it. For more details, please see below:
To edit and publish a template:
- Edit your templates like any other regular file.
- After your editing is complete, please publish the template to make sure that users who create files with the template will be using the finished version of it.
Note:
- When a file is saved as a template, the system will deem it already published.
- When accessing a template via its URL, users will see the template version published most recently instead of one that’s still under editing.
- The comments, revisions, and version history of a template will not be save into files that are created with it.
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. You can switch from the Hide record mode to Show record for the differences between versions to be highlighted.
- You can click the More icon on the right end of an unnamed version and choose Name version to specify a name for the version.
- You can also click the More icon on the right end of a named version and choose Rename or Remove name to rename or delete the name of the version.
- 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).
- When the modifications that you make to your slides 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).
- Ten minutes after Office receives the first command.
- After you download, delete, make a copy, or restore a file to a historical version.
- When you click the File menu > Version history > Name current version to name the current version of your file.
Encrypting 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:
- Click the File menu > New encrypted file.
- Select Document, Spreadsheet or Slides.
- 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:
- 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
To change the password of an encrypted file:
- 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:
- 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 Office Files
You can choose whether to grant viewing, editing, commenting, or managing permission to other DSM users or groups. After a file is shared, invitees will accept notifications.
Sharing link permission:
Click the Share icon in the toolbar. Select one of the below options from the Permission drop-down menu.
- Private - Only invitees can access
The list of accounts that you invited below can access the item according to their corresponding permission.
- Internal - Anyone with an account can view/edit
All accounts with the permission to access Drive on that DiskStation can access the item when logged in.
- Public- Anyone can view/edit
Everyone can access the item via the link without login.
To invite accounts:
- 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 view, edit, manage, or only comment on 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 Drive. You can grant permission to a certain user or group in Control Panel > User or Group.
Backup and Restoration
With Hyper Backup, you can back up Office to local or remote destinations and restore the settings and data of the package to a previous point of time. You must backup both Drive and Office at the same time because Synology Office files are managed in Drive. For detailed information, please go to Drive Help > Backup and Restoration.