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<body><h1>Editing Spreadsheets</h1><p>Synology Office provides a variety of tools to edit your spreadsheets. 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>Add borders to cells</li> <li>Merge or unmerge cells</li> <li>Align text</li> <li>Wrap text</li> <li>Insert charts, links, filters, 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="onlineusers"></a>View Online Users</h2><p>You can see other users viewing or editing the spreadsheet 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="zoom"></a>Zoom In or Out</h2><h4>To adjust the spreadsheet 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="copypaste"></a>Copy and Paste</h2><h4>To paste special:</h4><ol> <li>Copy the desired data.</li> <li>Click <strong>Edit</strong> > <strong>Paste special</strong>, or right-click on the cell and select <strong>Paste special</strong>.</li> <li> Choose an option: <ul> <li><strong>Paste values only</strong>: Paste text only.</li> <li><strong>Paste format only</strong>: Paste formatting only.</li> </ul> </li></ol><div class="section"> <h4>Note:</h4> <ul> <li><strong>Paste special</strong> only works within the same worksheet.</li> </ul></div><h2><a name="findreplace"></a>Find and Replace</h2><h4>To search text:</h4><ol> <li>Click <strong>Edit</strong> > <strong>Find and replace</strong> or press Ctrl + F.</li> <li>Type a term to highlight all occurrences.</li> <li>Use the left and right arrows to navigate the results.</li> <li> Click <strong>More Options</strong> and select the following checkboxes to refine results: <ul> <li><strong>Match case</strong>: Case-sensitive search.</li> <li><strong>Search using regular expressions</strong>: Search using patterns. Learn more about <a href="https://developer.mozilla.org/docs/Web/JavaScript/Guide/Regular_Expressions" target="_blank">regular expressions</a> or refer to these <a href="https://kb.synology.com/$_KBURL_$/help/Spreadsheet/office_general#regularexpressions" target="_blank">examples of regular expressions</a>.</li> <li><strong>Match entire cell contents</strong>: Searches for cells that are an exact match. For example, a cell containing <strong>books</strong> will not be returned if you type <strong>book</strong>.</li> <li><strong>Also search within formulas but ignore formula results</strong>: Search within cell formula but not the results of the formula.</li> <li><strong>Search in hidden sheets</strong>: Search for cells that are in sheets which have been hidden.</li> </ul> </li></ol><h4>To replace text:</h4><ol> <li>Click <strong>More Options</strong> and type the replacement text into the <strong>Replace with</strong> field.</li> <li>Click <strong>Replace</strong> or <strong>Replace all</strong>.</li></ol><h2><a name="edit"></a>Edit Rows, Columns, and Cells</h2><h4>To insert rows or columns:</h4><ul> <li> Select a row or column and do either of the following: <ul> <li>Click <strong>Insert</strong>, and select to insert above or below (for rows) or left or right (for columns).</li> <li>Right-click on the selected row or column and you can insert above/below (for rows) or left/right (for columns).</li> </ul> </li> <li>You can also insert multiple rows or columns by entering the position and quantity.</li></ul><h4>To insert an array:</h4><ol> <li>Select a range or array or right-click on a selected range or array, and click <strong>Insert</strong> and you can insert cells and shift right/down.</li> <li>You can insert rows or columns into a range or array. Select the number of rows/columns you want to insert, click <strong>Insert</strong> and select to insert rows above/below or columns left/right.</li></ol><h4>To freeze or unfreeze rows or columns:</h4><ol> <li>Click <strong>View</strong> > <strong>Freeze</strong>.</li> <li>Select an option to freeze rows or columns. The data of the frozen rows or columns will remain in the same place as you scroll through the spreadsheet.</li> <li>To unfreeze rows or columns, click <strong>View</strong> > <strong>Freeze</strong>, and select to unfreeze rows/columns.</li></ol><h4>To hide or unhide rows or columns:</h4><ol> <li>Select the rows/columns you want to hide.</li> <li>Click <strong>View</strong> or right-click on the selected rows/columns, and then select to hide rows/columns. Arrows will appear in the heading of hidden rows/columns.</li> <li>To unhide rows or columns, click on the arrows.</li></ol><h4>To merge or unmerge cells:</h4><ol> <li>Select the cells you wish to combine.</li> <li>Right-click and select <strong>Merge cells</strong> or click <strong>Format</strong> > <strong>Merge cells</strong> > <strong>Merge</strong>.</li> <li>To unmerge, select the cells and click <strong>Format</strong> > <strong>Merge cells</strong> > <strong>Unmerge</strong>.</li></ol><div class="section"> <h4>Note:</h4> <ul> <li>The maximum number of total cells per spreadsheet is 2,000,000.</li> <li>Only the top-left value is preserved when merging cells.</li> </ul></div><h2><a name="links"></a>Insert Links and Notes</h2><h4>To add a link:</h4><ol> <li>Select a cell and click <strong>Insert</strong> > <strong>Link</strong>, or right-click and select <strong>Insert link</strong>.</li> <li>Enter a display text (optional) and a URL.</li></ol><h4>To remove a link:</h4><ul> <li>Right-click on a cell and select <strong>Remove link</strong>.</li></ul><h4>To insert a note:</h4><ol> <li>Select a cell and click <strong>Insert</strong> > <strong>Note</strong>, or right-click and select <strong>Insert note</strong>.</li> <li>Type or edit your note.</li> <li>Hover over the cell to view the note.</li></ol><h4>To remove a note:</h4><ol> <li>Hover over the cell with a note.</li> <li>Delete the content from the editing box.</li></ol><h2><a name="edithistory"></a>View Edit History of a Cell</h2><p>Browse the edit history of a cell to easily manage the data.</p><h4>To view the edit history of a cell:</h4><ol> <li>Right-click the cell and select <strong>Show edit history</strong>.</li> <li>Use the arrows to navigate the edit history.</li></ol><div class="section"> <h4>Note:</h4> <ul> <li>A maximum of 800,000 history entries per spreadsheet is stored. When this amount is reached, new entries will replace the oldest entries.</li> <li>Restoring a version clears the edit history.</li> </ul></div><h2><a name="images"></a>Position Images or Charts</h2><ol> <li> Go to the following locations: <ul> <li>For images, click the <strong>Set format</strong> icon.</li> <li>For charts, double-click the chart, and click <strong>Customize</strong> > <strong>Position type</strong>.</li> </ul> </li> <li> Select one of the following options: <ul> <li>Don't move or size with cells</li> <li>Move but don't size with cells</li> <li>Move and size with cells</li> </ul> </li></ol><h2><a name="worksheets"></a>Edit Worksheets</h2><p>Manage worksheet tabs at the bottom of the page:</p><ul> <li>Right-click a tab to delete, rename, edit, or duplicate.</li> <li>Press Ctrl or Shift to select and edit multiple tabs simultaneously.</li></ul><h2><a name="preferences"></a>Preferences</h2><p>In <strong>Tools</strong> > <strong>Preferences</strong>, select to enable the following options:</p><ul> <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>Always show right-to-left options</strong>: The buttons to change the display from left-to-right to right-to-left will always appear in the toolbar.</li> <li><strong>Enable AI Assistant</strong>: Use AI to suggest or generate formulas and check their accuracy.</li></ul></body>
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