Clip source: Editing Spreadsheets | Synology Office - Synology Knowledge Center

Editing Spreadsheets

• Undo or redo the last action

• Change text font or size

• Add bold, italic, underline, or strikethrough to text

• Change text or background color

• Add borders to cells

• Merge or unmerge cells

• Align text

• Wrap text

• Insert a chart, link, filter, or comment

Viewing Online Users

• DSM users: Can be identified by username/nickname and profile photo.

• Users without DSM accounts: Will be displayed as Guest 1, Guest 2, etc.

To view a user's current cursor position in a spreadsheet:

1. Click on the account icon of a user in the upper-right corner of the screen.

2. You will be directed to the current cursor position of this user, with the username/nickname and cursor marked in the same color.

Zoom In or Out

To change the view of your spreadsheets, do either of the following:

• In the toolbar, click 100%. 

  • Select a zoom rate from the drop-down menu.

• Press the Ctrl key on your keyboard and scroll in or out on your mouse scroll wheel.

To save your zoom settings:

1. In the toolbar, click 100%.

2. Select Remember my settings.

Copy and Paste

To paste special in a spreadsheet:

1. Copy the data you wish to paste.

2. Click the Edit menu > Paste special, or simply right-click on the cell and choose Paste special.

3. If you wish to paste the text contained in the original range of cells only, select Paste values only. If you wish to copy cell formatting only, select Paste format only.

Note:

• Paste special gives you more control over what properties you are copying and pasting into a range of cells, but it works only within a single worksheet. That is, you cannot copy cells from one worksheet and use Paste special in another worksheet.

Find and Replace

To find and replace a term:

1. Click the Edit menu > Find and replace, or simply press Ctrl + F.

2. Type a term into the search field. All occurrences of the term will be highlighted.

3. If multiple results are found, you can switch between the previous and the next one using the left and right arrows.

4. Click More Options and tick the following two checkboxes to refine your search results:         

   • Match case: Makes your search case-sensitive.

   • Search using regular expressions: Search using a string pattern. For more information, please refer to this article. For common regular expressions, please refer to the Note section in General.

   • Match entire cell contents: Searches for cells containing exactly the same text that you type. For example, a cell containing books will not be returned if you type book.

   • Also search within formulas but ignore formula results: Search within cell formula but not the results of the formula.

5. To replace a term, click More Options, type the new text into the Replace with field, and do either of the following:         

   • Click Replace to replace a single occurrence of the term.

   • Click Replace all to replace all occurrences of the the term.

Editing Rows, Columns, and Cells

To insert a row:

1. Select a row, and click the Insert menu > Row above or Row below. Alternatively, you can right-click on the selected row and choose Insert 1 above or Insert 1 below.

2. To insert multiple rows, right-click on the selected row, choose Insert multiple rows, and enter the position and quantity.

To insert a column:

1. Select a column, and click the Insert menu > Column left or Column right. Alternatively, you can right-click on the selected column and choose Insert 1 left or Insert 1 right.

2. To insert multiple columns, right-click on the selected column, choose Insert multiple columns, and enter the position and quantity.

To insert an array:

1. Select a range or array or right-click on a selected range or array, and click the Insert menu > Insert cells and shift right or Insert cells and shift down.

2. You can insert rows or columns into a range or array. Select a range or array, click the Insert menu > Insert x rows above, Insert x rows below, Insert x columns left, or Insert x columns right. x is the number of rows or columns of the range or array that you have selected.

To freeze/unfreeze rows or columns:

1. Click the View menu > Freeze.

2. Select one of the options to freeze up to two rows or columns. You can also choose Up to current row or Up to current column to freeze the rows or columns up to the selected one.

3. The data of the frozen rows or columns will remain in the same place as you scroll through the spreadsheet.

4. To unfreeze rows or columns, click the View menu > Freeze, and select Unfreeze rows or Unfreeze columns.

To hide/unhide rows or columns:

1. Select one or multiple rows/columns.

2. Click the View menu, or simply right-click on the selected rows/columns, and then choose Hide rows or Hide columns. An upside-down triangle will appear over the heading of a hidden row or column.

3. To unhide rows or columns, simply click on the upside-down triangle, and the hidden rows or columns will reappear.

To merge/unmerge cells:

1. Highlight the cells you wish to combine.

2. Click the Format menu > Merge cells > Merge.

3. To unmerge, highlight the cells and click the Format menu > Merge cells > Unmerge.

Note:

• The maximum number of total cells per spreadsheet is 2,000,000.

• Merging cells will only preserve the top-leftmost value.

Inserting Links and Notes

To add a link:

1. Click the cell into which you wish to insert the link.

2. Click the Insert menu > Link, or simply right-click on the cell and choose Insert link.     

3. In the Text field, type or edit the text to be displayed in the cell containing the link. Leave this field blank if you wish to display the full URL.

4. In the Link field, paste a URL.

5. Click Apply to save the settings.

To remove a link:

1. Click the cell with the URL you wish to remove.

2. Right-click on the cell and choose Remove link.

To insert a note:

1. Click the cell into which you wish to insert a note.

2. Click the Insert menu > Note, or simply right-click on the cell and choose Insert note.

3. Type or edit your note in the editing box.

4. Move your mouse cursor away from the cell. You will see a black triangle in the upper-right corner of the cell. The note will appear whenever you move your mouse cursor over the cell.

To remove a note:

1. Move your mouse cursor over a cell with a note (with a black triangle in the upper-right corner).

2. Delete the note from the editing box.

View the Edit History of a Cell

To view the edit history of a cell:

1. Right-click on the cell whose history you want to view.

2. Select Show edit history from the context menu.

3. Click the left and right arrows to browse the history entries.

Note:

• The maximum number of history entries is 800,000. When the maximum number of entries is reached, any new entries generated will replace the oldest entries.

• Restoring a historical version will result in the loss of the edit history.

Images/Charts Position Settings

• Don't move or size with cells

• Move but don't size with cells

• Move and size with cells

• Don't move or size with cells

• Move but don't size with cells

• Move and size with cells

Editing Worksheets