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<body><h1>Editing Documents</h1><p>Synology Office provides a variety of tools to edit your documents. Below are the commonly used options, accessible directly from the toolbar:</p><ul> <li>Undo or redo actions</li> <li>Change text font or size</li> <li>Add bold, italic, underline, or strikethrough</li> <li>Change text or background color</li> <li>Align text</li> <li>Create numbered or bulleted lists</li> <li>Modify indent levels</li> <li>Adjust line or paragraph spacing</li> <li>Insert tables, links, or comments</li></ul><p>Other advanced features for collaborative editing and management are explained in detail in the following sections.</p><h2><a name="viewusers"></a>View Online Users</h2><p>You can see other users viewing or editing the document in the top-right corner.</p><ul> <li>System users can be identified by username/nickname and profile photo.</li> <li>Guest users are displayed as Guest 1, Guest 2, etc.</li></ul><h4>To locate a user's current cursor position:</h4><ol> <li>Click their account icon in the top-right corner.</li> <li>You'll be directed to their cursor position, marked with their username/nickname and color.</li></ol><h4>To locate a collaborator with their name label displayed:</h4><ul> <li>Go to <strong>Tools</strong> > <strong>Preferences</strong> and select <strong>Show the collaborators currently editing this file</strong>. This briefly displays the name labels and locations of users actively working on the file, such as making edits or copying and pasting.</li></ul><h2><a name="rulers"></a>Use Rulers</h2><p>Rulers help align text, graphics, or tables in your document. </p><h4>To insert tab stops:</h4><ol> <li>Click <strong>View</strong> > <strong>Show ruler</strong> to display the ruler.</li> <li> Click the ruler to insert: <ul> <li><strong>Left tab</strong>: Align text's left edge.</li> <li><strong>Right tab</strong>: Align text's right edge.</li> <li><strong>Center tab</strong>: Align text to the center.</li> </ul> </li></ol><h4>To delete tab stops, do either of the following:</h4><ul> <li>Click the ruler and select <strong>Clear all tabs</strong>.</li> <li>Drag the tab stop off the ruler.</li></ul><h2><a name="zoom"></a>Zoom In or Out</h2><h4>To adjust the document view:</h4><p>Do either of the following:</p><ul> <li>Click <strong>100%</strong> in the toolbar and select a zoom rate or enter a value between 20 and 200.</li> <li>Hold <strong>Ctrl</strong> and scroll with your mouse wheel.</li></ul><h4>To save your zoom settings:</h4><ol> <li>Click <strong>100%</strong> in the toolbar.</li> <li>Select <strong>Remember my settings</strong>.</li></ol><h2><a name="modes"></a>Switch Working Modes</h2><p>Users with editing permissions can switch between the following modes via the drop-down menu in the top-right corner:</p><ul> <li><strong>Editing</strong>: Changes are saved immediately. This is the default mode for a user with editing permission.</li> <li><strong>Viewing</strong>: Changes and comments are disabled. A user with viewing permission will access a document in this mode and cannot switch modes.</li> <li><strong>Revising</strong>: Changes are shown alongside the original content and appear as comments. The owner of the document can later decide whether they want to accept or reject each revision suggestion.</li></ul><h2><a name="track"></a>Track Changes</h2><p>Keep track of the changes made to a document with <strong>Revising</strong> mode, where changes will be recorded as markups and shown as a bubble on the right.</p><h4>To inspect revisions:</h4><ol> <li> Do any of the following to display the inspection tool in the top-right corner: <ul> <li>Go to <strong>View</strong> > <strong>Inspect revisions</strong>.</li> <li>Switch to revising mode.</li> <li>Open a file with any unresolved revisions.</li> </ul> </li> <li> Toggle between the following modes to review the revisions: <ul> <li><strong>All markup</strong>: Shows all revisions and markups.</li> <li><strong>Simple markup</strong>: Shows only additions.</li> <li><strong>No markup</strong>: Shows revisions but hides markups.</li> <li><strong>Original</strong>: Shows original content.</li> </ul> </li></ol><h4>To accept or reject revisions:</h4><p>Do either of the following:</p><ul> <li>Click the arrow next to the review mode drop-down menu to accept all revisions or reject all.</li> <li>Individually review to accept or reject each revision in the revision bubble.</li></ul><div class="section"> <h4>Note: </h4> <ul> <li>Switching revision modes does not automatically apply or remove the revisions.</li> <li>Only text, table, and in-line image or shape additions and deletions are recorded as revisions. Formatting changes, such as bolding text or changing font size, are not recorded.</li> </ul></div><h2><a name="print"></a>Print Layout</h2><p>Synology Office Documents are displayed as a continuous page by default.</p><h4>To enable page break and modify print layout:</h4><ol> <li>Open <strong>View</strong> > <strong>Print layout</strong>.</li> <li> You can adjust the following page setup: <ul> <li>Orientation, paper size, and margins: Open <strong>File</strong> > <strong>Page setup</strong>.</li> <li>Header and footer: Click <strong>Insert</strong> > <strong>Header/footer</strong> to edit the header and footer. To customize the header and footer of the first page, click <strong>Options</strong> > <strong>Different first page</strong>.</li> </ul> </li></ol><div class="section"> <h4>Note:</h4> <ul> <li>Header/footer display area depends on the margins you set.</li> <li> The following functions are unavailable when editing headers and footers: <ul> <li>Zoom</li> <li>Adjust heading styles</li> <li>Insert comments, charts, tables of contents, and shapes</li> </ul> </li> </ul></div><h2><a name="formatting"></a>Formatting Marks</h2><p>Use formatting marks to help arrange text layout. These special marks are only visible on the screen and are not printed.</p><h4>To display formatting marks:</h4><ol> <li>Click <strong>View</strong> > <strong>Formatting marks</strong>.</li> <li> Select the formatting marks to show: <ul> <li><strong>Spaces</strong></li> <li><strong>Paragraph marks</strong></li> <li><strong>Tab characters</strong></li> </ul> </li></ol><h2><a name="headings"></a>Headings and Table of Contents</h2><p>Organize content with headings or create a table of contents.</p><h4>To apply a heading style:</h4><ol> <li> Select the text that you want to edit and: <ul> <li>Select a heading style directly from the editing toolbar.</li> <li>Click <strong>Format</strong> > <strong>Heading</strong>.</li> </ul> <li>Select a heading style, such as Heading 1, Heading 2, or Normal text.</li></ol><h4>To change a heading style, do either of the following:</h4><ul> <li>Click <strong>Format</strong> > <strong>Heading</strong> > <strong>Paragraph styles</strong>, select a heading, and edit its style.</li> <li>Edit the style of text first, right-click, and then apply the new style to the current heading or another heading.</li></ul><h4>To link to headings:</h4><ol> <li>Apply a heading style to the target text.</li> <li>Select the text where you want to insert the link.</li> <li> Do either of the following: <ul> <li>Click <strong>Insert</strong> > <strong>Link</strong>.</li> <li>Right-click on the displaying text and select <strong>Link</strong>.</li> </ul> </li> <li>In the <strong>Link</strong> field, select a heading from the list.</li></ol><h4>To insert a table of contents:</h4><ol> <li>Organize text using headings.</li> <li>Place your cursor where the table of contents should appear.</li> <li>Click <strong>Insert</strong> > <strong>Table of contents</strong>.</li></ol><h4>To see the document outline:</h4><ul> <li>Open the <strong>View</strong> menu > <strong>Show outline</strong>.</li></ul><h2><a name="codeblock"></a>Code Block</h2><p>You can insert code blocks into a document and customize the programming language, theme, and background color. Code blocking separates codes from the general text in a document and makes the document easier to read.</p><h4>To add a code block:</h4><ol> <li>Select text and click <strong>Insert</strong> > <strong>Code block</strong>, or place your cursor at the desired position to add a new code block.</li> <li>In the pop-up window, select a programming language, theme, and background color. You can modify the number of spaces to convert each tab character into.</li></ol><h4>To edit a code block:</h4><ol> <li>Click the pencil icon on the code block.</li> <li>Modify the formats.</li></ol><div class="section"> <h4>Note:</h4> <ul> <li>Applying code blocks removes the original formatting, links, and comments.</li> </ul></div><h2><a name="watermarks"></a>Watermarks</h2><p>Add text or image watermark to appear on every page.</p><h4>To add a watermark:</h4><ol> <li>Click <strong>Insert</strong> > <strong>Watermark</strong>.</li> <li>Select between image or text watermark.</li></ol><h4>To remove a watermark:</h4><ol> <li>Click <strong>Insert</strong> > <strong>Watermark</strong>.</li> <li>Select <strong>No watermark</strong>.</li></ol><h2><a name="preferences"></a>Preferences</h2><p>In <strong>Tools</strong> > <strong>Preferences</strong>, select to enable the following options:</p><ul> <li><strong>Use smart quotes</strong>: Converts straight quotation marks to corresponding curly ones for your locale.</li> <li><strong>Automatically detect links</strong>: Converts URLs and email addresses into clickable links.</li> <li><strong>Automatically detect lists</strong>: Converts list items into bulleted or numbered lists as you type.</li> <li><strong>Automatically detect Markdown</strong>: Converts Markdown into styled text as you edit.</li> <li><a name="collaborators"></a><strong>Show the collaborators currently editing this file</strong>: This briefly displays the name labels and locations of users actively working on the file, such as making edits or copying and pasting.</li> <li><strong>Enable AI Assistant</strong>: Use AI to draft, refine, or translate the entire document.<ul><li><strong>Show the AI button</strong>: This briefly displays the AI quick-access button when text is selected.</li></ul></li></ul><p>Using Markdown, you can swiftly create various formatting elements, such as different headings, italics, bold, or strikethrough. See examples in the table below.</p><table border="1" style="width:100%"> <tbody> <tr> <th style="width:50%">Text in Markdown</th> <th style="width:50%">How it appears</th> </tr> <tr> <td># Heading 1</td> <td><span style="font-size: 24pt">Heading 1</span></td> </tr> <tr> <td>## Heading 2</td> <td><span style="font-size: 20pt">Heading 2</span></td> </tr> <tr> <td>### Heading 3</td> <td><span style="font-size: 18pt">Heading 3</span></td> </tr> <tr> <td>#### Heading 4</td> <td><span style="font-size: 16pt">Heading 4</span></td> </tr> <tr> <td>##### Heading 5</td> <td><span style="font-size: 12pt">Heading 5</span></td> </tr> <tr> <td>This text is _italic_.<br> This text is *italic*. </td> <td>This text is <em>italic</em>.</td> </tr> <tr> <td>This text is __bold__.<br> This text is **bold**. </td> <td>This text is <strong>bold</strong>.</td> </tr> <tr> <td>This text is ___italic and bold___.<br> This text is ***italic and bold***. </td> <td>This text is <em><strong>italic and bold</em></strong>.</td> </tr> <tr> <td>This text is in ~strikethrough~.</td> <td>This text is in <strike>strikethrough</strike>.</td> </tr> <tr> <td>Go to the [Synology Website](https://www.synology.com).</td> <td>Go to the <a href="https://www.synology.com" target="_blank">Synology Website</a>.</td> </tr> </tbody></table></body>
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