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<body><h1>Working with Data</h1><p>This section covers the main features that Synology Office provides for working with spreadsheet data.</p><h2><a name="summary"></a>Data Summary</h2><p>When you select a range of data, the sum, average, min, max, count, count numbers, and range appear at the lower-right corner.</p><h4>To switch between summaries:</h4><ul><li>Click the scroll arrow icon and select the desired summary.</li></ul><h4>To copy a summary value:</h4><ul><li>Click the data type to copy the value.</li></ul><h2><a name="sort"></a>Sort Data</h2><h4>To sort data:</h4><ol> <li>Open a spreadsheet.</li> <li>Select the range of cells to sort.</li> <li>Click <strong>Data</strong> > <strong>Sort</strong>, or right-click the selection and select <strong>Sort by</strong>.</li> <li>Select the primary column to sort and choose ascending or descending order.</li> <li>Add sorting rules under <strong>Then by</strong> as needed.</li></ol><div class="section"><h4>Note:</h4><ul> <li>Sorting is not available for ranges containing vertically merged cells.</li></ul></div><h2><a name="filter"></a>Filter Data</h2><h4>To filter data:</h4><ol> <li>Select a data range, click <strong>Data</strong> > <strong>Filter</strong>, or click the <strong>Filter</strong> icon in the toolbar.</li> <li>Click the filter selector in the column header to apply a filter: <ul> <li>Sort by: Choose <strong>A to Z</strong> or <strong>Z to A</strong>.</li> <li>Filter by color: Click a fill color or text color.</li> <li>Filter by condition: Choose a condition and enter a value if applicable.</li> <li>Filter by value: Select/unselect values or search for specific ones.</li> </ul> </li></ol> <div class="section"><h4>Note:</h4><ul> <li>When both condition and value filters are applied to a range, Spreadsheet applies the most recently set filter.</li> <li>Conditional filters do not accept formulas.</li> <li>Filters do not update dynamically if a cell's value changes after applying the filter. For example, if you apply a filter with the condition "Greater than 3", and then change the cell value from 4 to 2, this cell will still be displayed.</li> <li><strong>Filter view</strong> allows filtering data without affecting other users' views. You can rename, update, duplicate, delete, or share filter views.</li> <li>To filter data temporarily for yourself, toggle <strong>Filter only for me</strong> in the filter selector.</li></ul></div><h2><a name="validate"></a>Use Data Validation</h2><h4>To apply data validation:</h4><ol> <li>Select a data range, click <strong>Data</strong> > <strong>Data validation</strong>, or right-click the range and select <strong>Data validation</strong>.</li> <li>Enter a range or click the grid icon to select it. Press and hold Ctrl to select multiple ranges.</li> <li>Select a validation rule. </li> <li>Optionally, enable and edit a help message. Each rule type has a default help message that you can edit. <ul> <li>Hover over an empty cell to display the help message.</li> <li>If the cell value is invalid, the help message will be displayed as a warning.</li> </ul> </li> <li>Select an option for invalid data: <ul> <li><strong>Show warning</strong> will display a red triangle in the upper-right corner of the cell. Hover over it to view the warning message.</li> <li><strong>Reject input</strong> prevents invalid entries with a pop-up message.</li> </ul></li></ol><h2><a name="conditional"></a>Apply Conditional Formatting</h2><h4>To apply conditional formatting:</h4><ol> <li>Click <strong>Format</strong> > <strong>Conditional formatting</strong>.</li> <li>Click <strong>Create</strong> or double-click an existing rule.</li> <li>Enter a range or click the grid icon to select it. Press and hold Ctrl to select multiple ranges.</li> <li>Select a formatting rule and enter a value if necessary.</li> <li>Define the formatting style.</li></ol><div class="section"><h4>Note:</h4><ul> <li>When rules overlap, the highest-listed rule takes precedence. You can drag and drop to rearrange the rules.</li> <li>Conditional formatting overrides existing cell styles.</li></ul></div><h2><a name="range"></a>Define a Named Range</h2><h4>To create a named range:</h4><ol> <li>Click <strong>Data</strong> > <strong>Define range name</strong>.</li> <li>Click <strong>Create</strong>, enter a name, and define a range.</li></ol><h4>Limitations:</h4><ul> <li>Rule names must start with a letter, backslash, or underscore. Other characters can be letters, numbers, periods, or underscores.</li> <li>Rule names cannot be cell references, pure numbers, or Boolean constants, such as A5, R2C3, 123, or TRUE.</li> <li>Upper and lower case letters are not differentiated. For example, "NamedRange" and "namedrange" are considered the same.</li> <li>Defined ranges must include the sheet name. For example, sheet!A1:B2.</li> <li>Formulas are not supported as range values.</li></ul><h2><a name="duplicates"></a>Remove Duplicates</h2><h4>To remove duplicates:</h4><ol><li>Select the range.</li><li>Click <strong>Data</strong> > <strong>Remove duplicates</strong>.</li><li>If the selected range includes headers, select <strong>Data has header row</strong>.</li><li>Select the column to check for duplicates.</li><li>Click <strong>Remove</strong>.</li></ol><h2><a name="split"></a>Split Text into Columns</h2><h4>To split text into columns:</h4><ol><li>Select the cell or column containing the data.</li><li>Click <strong>Data</strong> > <strong>Split text into columns</strong>.</li><li>Choose or enter a <strong>Delimiter</strong>. A delimiter can be any alphabet, number, or symbol. You can use multiple delimiters by pressing Enter after entering each delimiter.</li><li>Optionally, select <strong>Treat consecutive delimiters as one</strong>.</li></ol><div class="section"><h4>Note:</h4><ul> <li>Wrap text in quotation marks to prevent splitting. For example, "text".</li> <li>Select <strong>Treat consecutive delimiters as one</strong> to merge consecutive delimiters and avoid extra blank columns. For example, selecting this option for "2,,,,,3" will return the same result as "2,3".</li></ul></div><h2><a name="charts"></a>Insert Charts</h2><p>Synology Office supports 11 chart types:</p><ul> <li>Column</li> <li>Stacked column</li> <li>Bar</li> <li>Stacked bar</li> <li>Area</li> <li>Stacked area</li> <li>Line</li> <li>Stacked line</li> <li>Pie</li> <li>Scatter</li> <li>Combo</li></ul><h4>To insert a chart:</h4><ol><li>Select the data range.</li><li>Click <strong>Insert</strong> > <strong>Chart</strong>, or click the <strong>Chart</strong> icon in the toolbar.</li><li>In the <strong>Chart Editor</strong> on the right panel, select a chart type and adjust settings.</li><li>Switch to the <strong>Customize</strong> tab to edit the chart style, title, x and y-axis titles, and other options.</li></ol><h2><a name="import"></a>Import Data from another Synology Spreadsheet</h2><p>You can import data from another Synology Spreadsheet with the <a href="https://help.synology.com/spreadsheet/enu/functions/lookup_and_reference/importrange" target="_blank">IMPORTRANGE</a> function.</p><h4>To import data from another Synology Spreadsheet:</h4><ol><li>Open your spreadsheet.</li><li>Enter <code>=IMPORTRANGE</code> into a cell.</li><li>Add the following parameters in quotation marks and separated by a comma. Wrap all parameters in parentheses.<ul><li>Spreadsheet URL (e.g., <code>https://example.com/oo/r/abc123abc123</code>)</li><li>Sheet name and cell range (e.g., <code>Sheet1!A1:C3</code>)</li></ul><li>The function should look like <code>=IMPORTRANGE("https://example.com/oo/r/abc123abc123","Sheet1!A1:C3")</code></li><li>Press <strong>Enter</strong>.</li><li>Click <strong>Connect Content</strong> to authorize the import.</li></ol><h4>To refresh external data links:</h4><ol><li>Click <strong>Data</strong> > <strong>Manage Links</strong>.</li><li>Choose one of the following:<ul><li><strong>Auto refresh</strong>: Automatically update external data regularly.</li><li><strong>Refresh all</strong>: Manually update all linked data.</li><li><strong>Refresh specific links</strong>: Click the <strong>⋮</strong> icon and select <strong>Refresh</strong>.</li></ul></li></ol><h4>To break links:</h4><ol><li>Click <strong>Data</strong> > <strong>Manage Links</strong>.</li><li>Choose one of the following:<ul><li><strong>Break all links</strong>: Converts all imported data to values.</li><li><strong>Break a specific link</strong>: Click the <strong>⋮</strong> icon and select <strong>Break link</strong>.</li></ul></li></ol><h2><a name="group"></a>Group Data in a Synology Spreadsheet</h2><p>Spreadsheet supports up to eight levels of grouping.</p><h4>To create a group:</h4><ol><li>Select the rows or columns to group.</li><li>Right-click and group.</li></ol><h4>To remove a group:</h4><ol><li>Select the the rows or columns to ungroup.</li><li>Right-click and ungroup.</li></ol></body>
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