How to Set Up a Synology NAS for Everyday Use

NAS (Network Attached Storage) from Synology is a storage device that connects to a network, allowing users to store, share, back up, and access files conveniently from various devices, whether computers, smartphones, tablets, or other devices within homes and organizations.

Synology NAS operates through the DSM (DiskStation Manager) operating system, which is a NAS management system accessible via a web browser. It allows users to configure storage, create users, share files, back up data, install applications, and set security settings easily.

This article will introduce the steps for setting up a Synology NAS for general users, from preparing the equipment, installing the hard drives, installing DSM, creating a Storage Pool and Shared Folder, to setting up basic security and Backup.

What is Synology NAS?

Synology NAS is a network storage device that allows users to consolidate data in one place and access that data from multiple devices, whether at home, in the office, or connected from outside through an appropriate system.

Synology NAS can be used for a variety of tasks, such as

Share files between computers at home or office
Back up data from computers, smartphones, or tablets
Create a private cloud to store personal or organizational files
Store and manage photos through Synology Photos
Sync files and collaborate through Synology Drive
Back up NAS to an External Drive, another NAS, or Cloud via Hyper Backup
Work with surveillance cameras via Surveillance Station
Use as a File Server, Backup Server, or Media Server

1. Prepare the equipment before starting the setup

Before installing the NAS, you should prepare the equipment to ensure a smooth setup.

Synology NAS: The chosen model, such as DiskStation or RackStation
HDD or SSD: You should choose a drive suitable for NAS and check Synology's Compatibility List before use
Router or Switch: For connecting the NAS to the network
LAN Cable: It is recommended to use a high-quality cable, such as Cat5e, Cat6, or higher, depending on the desired network speed
Computer or Smartphone: For the initial setup of the NAS
UPS: Recommended for tasks that require data safety, to reduce the risk from power outages or surges

For new NAS models, you should check the support conditions for HDD, SSD, RAM, and M.2 NVMe of that model before purchasing accessories because some models have different compatibility requirements.

2. Install Hardware

Install HDD or SSD
Open the NAS drive tray and install the HDD or SSD in the correct position, then lock the drive tray securely according to the manual of each model.
Connect the LAN cable
Plug the LAN cable from the NAS into the router or switch that is on the same network as the computer used for setup.
Connect the power cable and turn on the device
Plug in the power cable, turn on the NAS, and wait until the status light indicates that the system is ready to operate.
Check the front panel status light
If the status light is abnormal, such as red or blinking abnormally, you should check the manual or the drive status before proceeding.

3. Search for NAS and install DSM

After turning on the NAS, use a computer or device on the same network to search for the NAS.

Open a web browser
Go to https://finds.synology.com/
The system will search for Synology NAS on the same network
Select the found NAS and start the installation process
Install the DSM operating system following the on-screen instructions
Set the Server Name, administrator account, and password

Administrator passwords should be strong, and account names or passwords that are easy to guess, such as admin, password, 12345678, or the company name, should not be used.

4. Update DSM and Packages to the latest version

After installing DSM, you should check for system updates immediately to ensure the NAS receives the latest security patches and features.

Go to Control Panel
Select Update & Restore
Check DSM Update
Set notifications or Auto Update as appropriate
Open Package Center and update all installed Packages

For business systems, data should be backed up and the compatibility of packages should be checked before updating to a major DSM version to prevent issues with existing services.

5. Create Storage Pool and Volume

After installing DSM, the important step is to create a storage space. Generally, it starts with creating a Storage Pool and a Volume

What is a Storage Pool?

Storage Pool is a group of HDDs or SSDs combined together to create storage space, where you can choose RAID or SHR types depending on the number of drives and security requirements.

What is Volume?

Volume is the actual usable space created on the Storage Pool, used for creating Shared Folders, installing Packages, and storing various data.

6. Choose the appropriate RAID or SHR

Choosing RAID or SHR affects usable space, flexibility, and data protection when a drive fails.

SHR (Synology Hybrid RAID): Suitable for general users and small businesses, easy to use, flexible, and ideal when using drives of different sizes.
RAID 1: Suitable for 2-bay NAS that requires mirroring data between 2 drives.
RAID 5: Suitable for NAS with 3 or more bays, can tolerate 1 drive failure.
RAID 6 / SHR-2: Suitable for multi-bay NAS and critical data, can tolerate 2 drive failures.
RAID 10: Suitable for tasks that require both speed and security, but uses only about half of the total capacity.

Note: RAID or SHR is not a Backup; it is a system that allows the NAS to continue operating when some drives fail. There should always be a separate Backup.

7. Choose Btrfs or ext4 file system

Several Synology NAS models support the Btrfs and ext4 file systems. If the NAS model supports Btrfs, it is recommended to choose Btrfs for general and business use because it has better data security features.

Advantages of Btrfs

Supports Snapshot
Helps prevent certain types of data corruption
Suitable for Snapshot Replication
Suitable for File Server tasks and file recovery

However, some models or certain tasks may still use ext4. You should check the capabilities of the NAS model you are using before making a selection.

8. Create Shared Folder

Shared Folder is the main folder for storing and sharing information, such as company documents, images, work files, or backup data.

Go to Control Panel
Select Shared Folder
Click Create
Name the folder, for example Documents, Backup, Photos, or Team
Select the Volume where you want to store the data
Set the access permissions appropriately

If the data is important, consider enabling the Recycle Bin, Snapshot, or Encryption as appropriate.

9. Create Users and Assign Permissions

Everyone should not use the same account. Separate accounts should be created for each user to easily control permissions and monitor usage.

Go to Control Panel
Select User & Group
Create a new user account
Create user groups, such as Admin, Staff, Accounting, Sales, or Guest
Set access permissions for the Shared Folder according to roles

Access should be granted only as necessary, such as read-only, read/write, or no access, to prevent accidental deletion or modification of data.

10. Enable Basic Security

After setting up the basic configuration, you should configure the DSM security to prevent unauthorized access.

Turn off or avoid using accounts named admin if not necessary
Set a strong administrator password
Enable 2-Factor Authentication (2FA)
Turn on the DSM Firewall
Enable Auto Block to block IPs that attempt multiple failed logins
Set up Account Protection
Configure HTTPS and Certificates if accessed from outside
Regularly update DSM and Packages

For users who want to increase security, it is recommended to use Synology Secure SignIn or an Authenticator app for two-step verification.

To allow a Windows or macOS computer to access files on a NAS over the network, you should enable the appropriate File Service.

SMB: Suitable for Windows and macOS for general file sharing
AFP: An old protocol of macOS; currently SMB should be used instead for general tasks
NFS: Suitable for Linux, VMware, or specialized systems
FTP/SFTP: Used for file transfer in some cases, but SFTP or FTPS should be chosen if security is required

For general users, it is recommended to primarily enable SMB and disable services that are not in use to reduce security risks.

12. Set up Synology Drive and Synology Photos

Synology Drive

Synology Drive allows NAS to function like a Private Cloud for storing files, syncing files, and sharing files between different devices.

Install Synology Drive Server from the Package Center
Set up My Drive or Team Folder
Install Synology Drive Client on the computer
Set up Sync or Backup as desired

Synology Photos

Synology Photos is suitable for storing and backing up photos from smartphones or cameras. It helps users organize photos, create albums, and share photos conveniently.

Install Synology Photos from the Package Center
Install the Synology Photos app on your mobile
Set up Photo Backup from your smartphone
Set access permissions for private or shared photos

13. Set up backup

NAS can serve as primary storage, but NAS itself should also have a separate backup to protect against accidental file deletion, ransomware, NAS failure, fire, flood, or theft.

Hyper Backup

Hyper Backup is used to back up data from NAS to other destinations, such as an External Drive, another NAS, an rsync Server, or Cloud Storage

Snapshot Replication

If the NAS supports Btrfs, you can use Snapshot Replication to create snapshots of shared folders and quickly restore files from the past.

Active Backup

For businesses, you can consider packages in the Active Backup group, such as Active Backup for Business, Active Backup for Microsoft 365, or Active Backup for Google Workspace, depending on the type of data you need to back up.

Recommendation: It is advisable to use the 3-2-1 Backup principle, which means having at least 3 copies of data, stored on at least 2 types of media, and having 1 copy kept offsite or separated from the main system.

14. Set up NAS access from outside

Synology NAS can be accessed from outside in many ways, but you should choose a method that is appropriate and safe.

QuickConnect

QuickConnect allows users to access the NAS from outside easily, without the need to configure Port Forwarding in many cases. It is suitable for general users who want convenience.

Go to Control Panel
Select External Access
Select QuickConnect
Enable QuickConnect
Set up QuickConnect ID

DDNS

DDNS is suitable for users who need a domain name to access NAS from outside and have an understanding of Router, Port Forwarding, Firewall, and Certificate

VPN

For business or important information, it is recommended to use a VPN to connect back to the network before accessing the NAS instead of opening the NAS port directly to the internet.

Precautions: If you need to access the NAS from outside, you should use HTTPS, enable 2FA, restrict user permissions, update DSM, and check the logs regularly.

15. Install additional applications through Package Center

Package Center is the Synology application hub that helps enhance the capabilities of NAS

Examples of Popular Packages

Synology Drive Server: Sync and share files like a Private Cloud
Synology Photos: Store and back up photos
Hyper Backup: Back up NAS data
Snapshot Replication: Create snapshots and restore historical data
Surveillance Station: CCTV management system
Active Backup Suite: Back up PC, Server, VM, Microsoft 365, and Google Workspace according to supported packages
Container Manager: Use Containers for advanced users
Virtual Machine Manager: Use Virtual Machines in supported models

Only the necessary packages should be installed to reduce resource usage and minimize security risks.

16. Check system status and drive health

After starting to use the NAS, you should regularly check the system and drive status.

Check Storage Pool and Volume
Check HDD/SSD status
Set up S.M.A.R.T. Test
Set up alerts via Email or Push Notification
Check Log Center when a problem is found
Periodically check Volume free space

If a Bad Sector, Drive Warning, or Storage Pool Degraded is found, you should promptly check and plan to replace the drive immediately.

17. Checklist After Installing Synology NAS

Topic	What to do
DSM	Install and update to the latest version
Storage	Create a Storage Pool and Volume suitable for use
File System	Select Btrfs if the NAS model supports it and snapshots are desired
User	Create a separate user account, do not use a shared account
Permission	Set Shared Folder permissions according to roles
Security	Enable 2FA, Firewall, Auto Block, and Account Protection
File Service	Enable SMB and disable unused services
Backup	Set up Hyper Backup, Snapshot, or Active Backup as appropriate
Remote Access	Use QuickConnect, DDNS, or VPN as appropriate, and set up complete security settings
Monitoring	Set up alerts, check drives, and periodically check logs

Summary

Setting up a Synology NAS for general users is not difficult if you start by preparing the equipment correctly, installing DSM, creating a Storage Pool and Volume, creating a Shared Folder, assigning user permissions, and completing the basic security settings.

An important point not to be overlooked is choosing the appropriate RAID or SHR. Using Btrfs if the model supports it, enabling 2FA, setting up separate backups, and regularly checking the drive status are all crucial. This is because NAS is not just a storage space but a data center that should be continuously maintained.

When set up correctly, Synology NAS makes storing, sharing, backing up, and accessing data easy, secure, and capable of supporting long-term data growth.

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