Putting Synology to Work - Part 1 - Synology Drive & Office

well greetings people of the internet unki joe here on key joe's playhouse today a long awaited video well part one of a long-awaited series of videos i should say so i am speaking of course of the synology series of videos yes the day has finally arrived where i'm going to show you how i use synology to replace my office 365 suite and we're going to do it in stages and today what we're going to talk about is replacing windows onedrive it just seems to always be getting in the way for me right it's always when you first load windows 10 or windows 11 it's always running in the background installing itself without your permission whether you have an office 365 account or not so this video today is going to cover about how to get synology drive set up on your synology nas how to integrate it with synology office and set all that up and how to load it on your individual workstations whether it be windows 10 or windows 11 because i think you will find once you start using it you'll wonder how you lived without it so this is also the first video in a series of synology videos that i've got coming out i've been planning them in my head for a long time and i've finally put pen to paper and written down some some various scenarios i'd like to set up with synology and one of those is what we're going to be talking about today but we have others coming up like how to use synology office and how to use synology mail synology surveillance station and some of the other applications that are built into your synology and as what people tend to forget about synology that i get i get this a lot well synology is overpriced for nas yeah okay um and and the the main argument being that they're underpowered and they don't have enough ram in them and they're always a like a generation or two behind when it comes to hardware and i won't disagree with you on that um that has been one of my complaints about synology as well and let's get something else out of the way synology is not paying me to make this video nobody is this these are my personal reflections on synology but the one thing people forget that you get with synology and probably don't even know about is all the wonderful software they include with it so that's why this series of videos needed to be done in my opinion because i don't think people really realize the potential of their synology navs until they have one so that's what this series series of videos pardon me that's what this series of videos is all about all right so i'm over on the synology ds1621 now so let me explain to you what it is i'm doing here trying to get uh something similar to replace my office 365 suite and i want to show folks how easy it is to switch over to synology if you're a small to medium business or even some larger businesses so what i'm going to do is show you what i'm using right now for file management to share my files outside of my company i've got a bunch of stuff out here on one drive so what i want to do instead is i want to use drive synology drive to manage my files so i'm going to show you how we install that and get it configured for the pc uh and move away from one drive uh that's our goal today so i'm over here on my ds1621 plus it's running version seven of the dsm and i'm going to come over here to package center and i'm going to look for it's we'll just type in drive and see if like i can find it yeah synology drive server is what we're going to install so we'll click on that now what this is telling you is it it's a comprehensive solution for file storage management sharing and synchronization i'm also going to install synology office after i'm done installing synology drive because they work really well together and the whole goal is to get myself weaned off of office and word and excel and that that kind of stuff so i'm going to click on install here and let it download and install all right so now it says it's installed and it's running uh it says please open the synology drive console so now there's there's some things you need to be aware of one is that i'm running on an active directory domain controller so my permission system is a little bit different than yours maybe if you're running a synology and as in a standalone mode you'll need to take that into consideration so the configuration i'm going to be showing you is how i configure it for my active directory domain so if i come out here to control panel and go to shared folder i have a folder called public that i share on my network now normally what you would do is create a separate folder to share with your synology uh with the people you're going to use synology drive with that is the proper way to do it uh i already had a share set up what they don't want you to do is they don't want you mapping a regular drive letter under an smb share to a shared folder that might also be shared under office i know or under drive it sounds a little convoluted but i'm going to show you what what i'm talking about here in a minute if we come over here to synology drive admin console uh would would it ask me do you want to refresh the web page because there have been security enhancements i'm going to tell oh sure i'll probably need to run it again and then the synology drives uh suite it welcomes you to click next and then it's telling you what what more you can accomplish with synology office so after we're done here we'll go we'll go to synology office and install that as well and then please enable your team folders okay and it even warns you here it says the above folders are available in your dsm to access these items in synology drive please enable them as a team folder first so right now i don't have any folders enabled as teams but what i'm going to do is come under public and i'm going to because those are the files there that i want to share on synology drive and i'm going to click on enable synology drive enables you to do something called versioning so you can have versions different versions of files out there i can tell how long to keep them you can turn on something called intelliversioning uh which determines which versions are more important and rotates the versions or you can just rotate them on a regular schedule and it says system will automatically delete extra versions when exceeding eight versions so i'm just going to click on ok and accept the defaults so it says please note that users with read-only privileges for those selected team folders can only sync the files from the server to their client devices any changes made on the client devices will not be synced back so you need to go to control panel shared folder to set up user privileges which i'll show you that here in a minute and also warns you please do not mount remote folders and virtual drives in team folders which have already been enabled so i'm going to tell that okay so what what they're saying is if you have a drive mapping to this you probably want to pick one or the other you either use them through synology drive or use them through your your drive mapping so let me show you what i'm talking about on our drive mapping we'll bring up file explorer here and right now if i go into this pc you'll see that i have the public folder and i have it mapped to the p drive so before i install my synology drive software i need to unmap this which is what i'm going to do so i'm going to disconnect from the public okay now it'll also mention permissions so if we go under control panel go to shared folder and go to public we need to come up here to edit and then go to permissions now if you're only running a synology nas these are the only permissions you will see however i am using a domain so i have this option here domain users so these are all my domain users and right now uh adama can read only or actually read and read write uh and jay strailey can read write and read the group policy in other words expand this out a little bit more it'll make more sense so right now um i can read write and the group only has read only and you notice i've given these two users under domain users special privileges so everybody else if they have draw if they had a synology drive loaded on their computer which we'll do next they would only be able to uh read only on that so i'm going to cancel because i haven't made any changes so come up here to overview it'll tell us how many clients are connected the name of the clients we've got a complete log file here if we look up here it says synology drive as indexing files and that's fine so what we want to do now is install the synology drive client on my machine here all right so i'm back on my machine here and i believe i have a folder for synology and what you should do is go and download the most recent version from synology i have version uh 3.0.0 dot or dash one two six six three is the one i'm going to use i'm going to double click on it here click on run and follow the prompts to install some of those you'll see some you won't and then i'm going to have it run synology drive client i'm going to click on finish so now the drive client should come up as you can see here and we're going to go ahead and start now so i want to put the ip address of the sonat of the navs that i want to connect to it's 192.168.5.3 and my username and my super secret password and we do want to enable ssl it's probably going to give us an error about the certificate that's fine we're going to proceed anyway one of these days i'll figure out how to fix that and what i'm going to do is a sync task so i'm going to do next and a folder to sync from your navs i'm going to change that i'm going to go to the public team folder and i'm going to enable uh on demand sync it's going to save it under this folder on my computer we can click on advanced and we can tell it which folders and or files to to sync and also the sync direction so whether it's a two-way sync or it's download only or upload date only uh and enable on-demand sync to save disk space there it is again and if you want to learn more you can learn more there as well and then enable advanced consistency checks so i'm just going to cancel on that come back and click on done it's applying the changes and then uh click on next here next here it's just telling us about the sharing managed versions and now we should be able to open the folder and there it is there's synology drive got some pictures out here some camera roll got some screen shots etc so it's doing its job and it is taking the place of of onedrive now the next thing i want to install is synology office so i'm going to come up to the package center and i'm going to just type in our office not office but office and we should see synology office so this is going to tell you what all it is some information about it compatibility notes important notes etc we're going to go ahead and click on install now keep in mind i have some of the like i've already got php and nodejs installed on here and you also notice it needs synology drive server as well in order to function correctly because all this is tied in together so basically you have a word processor a spreadsheet and a uh and a slide slideshow presentation software now uh synology mail is a different class it's not included as part of synology office and we'll be uh doing a video on installing and configuring a synology mail server as well including the client all right so it is uh installed and running so let's go into synology drive now that it's installed and i'll give you an idea of how that works so we created that public team folder earlier so let me find a file i can bring up here [Music] see if i can go under pbx docs here uh there's a fix for a my sequel error on pbx so if i double click on it says no preview available but if i click open so in order to make any changes to this file i would need to import it to synology office so i'm just going to do that just to show you so now the file becomes editable and savable etc now all i'm going to do is close it pbx docs and there you go but as you can see it created a a separate file once we imported it into uh synology drive and synology office and then i can right cue click on that and i can label it i could get version history encrypted make a copy download delete preview so i can actually preview the file but it hasn't touched my initial word file so under here here i have a few uh less choices i can preview it it says no preview available so then about the only thing i can do is open it and it'll still open it but i can't make any changes to it as you can see now it should do uh we should do it with my pictures as well see if my camera roll we can change the view over here to a thumbnail view and then it will uh it will show all the photos i have in there there's my lovely baby girl and some screenshots i'll get some movie files in there there's my logo so yeah there you go so that's how you install the synology drive software on the synology nas and how you do it on a and how you install the client on a windows 10 machine now we'll be going into some more detail on using the synology drive client but i want to switch over here to my windows 11 machine this is the unit that we updated from windows 10 to windows 11 and i want to see if it works on here as well so bear with me as i turn my back to the camera i don't mean to be rude but i just want to see if i can get this loaded on here so i'm going to go to uh i'm going to go to my pc and go down to my applications folder and i'm going to come over here to try and find synology there we go synology nas and so the drive client i can see synology drive client 3.0 now but i'm just going to load this one for windows 10 and see if perhaps we get lucky so we'll go ahead and tell it to run it's asking for my permission i'm going to put it in english there you go but do next i'm going to agree and then it's asking me if i want to finish and run it so i'm going to tell it finish and run okay it looks like it's coming up i'm going to go ahead and start now so i could just put the ds-1621 in there let's try that and then i'm going to log on as me i'm going to enable ssl even though i don't have a valid ssl certificate click on next it's going to test the connection and it's telling me the ssl cert cannot be trusted that's all right we're going to go ahead and proceed anyway and right now i'm not going to do a backup task i've already got this machine backing up but i'm going to do a sync task and i'm going to choose the folder on my navs i'm going to change that i'm going to go to the public team folder tell it ok and i'm going to sync that to the see users jstraily synology drive account i'm going to enable on-demand sync to save space on your computer so what what on demand is is as you use a file off of that share off of that synology drive we shouldn't call it a share it will then keep that file synchronized between your computer and the synology nas so for whatever reason the synology nas goes offline or you have connectivity issue you'll have a local copy of that file if that makes sense to you i'm going to go ahead and click on done and it's applying the changes and then we bring up another item here where we can sync some more files so i'm just going to click on here and what it'll do is it'll tell you these files on demand so if it has a little cloud next to the file says it's only available only when you're online if there's a little green check mark in a circle in a white circle it'll tell you it's downloaded and available offline and if it's a green circle filled in with a white check mark it'll tell you it's pinned permanently for unrestricted local access so i'm going to click on next we can also right click on files to share them directly from the computer or we can restore historical versions to easily retrieve previous data and you saw when we set it up over there i think we can have up to eight different revisions of a file on there so if somebody were to modify a file and made a mistake or something we could go back to to previous versions that's very handy click on next and now it says synology drive is ready for you so we're going to open the folder and there it is so there's all the files and folders i have on that public share and right now it's keeping keeping them all synced and it just creates us a shortcut over here called synology drive and then i can go into the folder so looks like it's working uh i'll i'll check of course later and make sure that there's not an updated version for windows 11 for the synology drive but i just wanted you to see how easy it was to load that piece of software onto your particular workstation even if it's running windows 11. now the next one i need to do is my laptop but i'm not going to drag that out and film that uh but you'll need to do that with every device you're going to be using on your synology nas so that it can do its initial synchronization of files and then you know what you want to hook it up periodically if you if you use your laptop like i do which is once in a blue moon you want to make sure before you go out on a service call or a client call that you probably want to hook that up and synchronize that before you go so there you go it's all set up and ready to go it was fairly trivial to get it up and running now it is it's some people have a little trouble wrapping their heads around well why don't i just use drive letter mappings and that's fine but you don't get some of the benefits you do with synology drive which is versioning of files and that kind of thing you can check files in and out and as we move forward using uh synology office we'll see more where that comes into play so that's why they specifically warn you if you're setting up synology drive don't also have that drive letter map to that share let let synology drive be the uh be the over the overriding uh control for sharing of those files so um yeah that's just one of the little uh one of the things that that or one of the features of synology that i've set up so like i said moving forward in the in the future videos we'll do more deep dives into other synology products but i just want to get my feet wet with this this was the first step the next step is going to be replacing my microsoft outlook with the mail server built into synology and showing you the interface it's very um it's very google mail-like very gmail-like you can use other clients with synology mail but i'm going to use the built-in web interface and just wean myself off of outlook and then i'll show you in comparison task manager their uh contact manager uh and their calendar on there as well so but anyway we hope you found this video entertaining and informative as always please give us a thumbs up down below if you liked it leave your comments down in the comments section subscribe if you're not already a subscriber and if you're inclined to donate we accept paypal patreon the 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Channel: Unkyjoe's Playhouse

Views: 1,202

Keywords: synology nas, synology, network attached storage, synology drive, synology setup guide, synology office, synology drive setup, synology drive client, synology drive team folder, unkyjoes playhouse

Id: JqDucKHq610

Length: 24min 56sec (1496 seconds)

Published: Mon Oct 18 2021