September 2021

Change settings for shared files in Microsoft 365

Updated: 2024-12-04/in Microsoft 365, Sharepoint /by Maja Wik

To share files/folders, change settings for sharing or stop sharing files/folders in Microsoft 365 you can use m365.umu.se. There you can choose if you want to share files/folders from SharePoint (i.e., Teams) or OneDrive. This manual shows you how to do it in SharePoint, but the same settings work for OneDrive as well.

Open m365.umu.se and sign in using your Umu-id.
Click on the icon for SharePoint in the left menu.
Select the SharePoint team where the files/folders you want to change settings for are located.
Select Documents in the left menu to view all existing folders and documents on the. SharePoint team. A channel in Teams is viewed as a folder in SharePoint.
Go to the folder or file you want to change settings for.
Place the pointer on the file/folder to view a hidden menu.
Click on the three dots and then Manage access.
Click on the three dots to change your settings.
You can choose if the ones who have access should be able to only read or be able to edit. Click on the area in the picture below. (Note that this setting affects all the people you have shared the file/folder with)
Select Save when you’re done.
You will now receive a control question. If you’re certain that you want to change the settings, select Change it, otherwise select Cancel. Done!

Share files in Microsoft 365

Updated: 2024-05-02/in Microsoft 365 /by Maja Wik

To share files/folders, change settings for sharing, or stop sharing files/folders in Microsoft 365 you can use m365.umu.se. There you can choose if you want to share files/folders from SharePoint (i.e., Teams) or OneDrive. This manual shows how you do it in SharePoint, but the same settings work for OneDrive as well.

Recommendation storage and sharing

Use the tools in Microsoft 365 to store and share files.
Use OneDrive to store your own files, this service automatically backs up everything you save there.
Use SharePoint or Teams to store common files for collaborations.
Be careful not to store files containing sensitive personal data or confidential information in these tools.

Share file or folder

Open m365.umu.se and sign in using your Umu-id.
Click on the icon for SharePoint in the left menu.
Select the SharePoint team where the files/folders you want to share are located.
Select Documents in the left menu to view all existing folders and document on the SharePoint team. A channel in Teams is viewed as a folder in SharePoint.
Go to the folder or file you want to share. Place your pointer on the file/folder to view a hidden menu.
Click on the three dots and select Share in the menu. You can also click on the icon with the arrow to go directly to share.
Here you will find settings for sharing the file/folders. Begin by clicking within the area showed below to manage who will have access to the file/folders.
There are three options on how to share the file/folders:
- People in Umeå University with the link – everyone within the organization who has the link can access the file, regardless of whether the link was distributed by you or someone else.
- People with existing access – the file can only be accessed by those with current access. Only use this option when you want to send a link to someone who already has accessed to the file.
- Specific people – the file can only be accessed by the people you choose, even if others may already have access.
Below More settings you can choose whether it should be possible to only read the file or be able to edit is as well. Click on the pen to the left if you want the receiver to be able to edit the file. This setting does not affect those that you’ve allowed to edit previously. You can also change if you want the receiver to be able to download the file.
Select Apply when your done with the settings.
Enter the name of the person, group or email address you want to share your file/folder with. The options will appear automatically when you start typing. You can choose to share the file/folder with several people at the samt time.
When you’ve chosen who you want to send the link to, there are two options for how to share the file/folder.
Send – The recipient will then receive an email that gives them access to the file/folder. You will also receive a confirmation via email.
Copy – you get a link that you can send via email or chat.
Done! You have now shared your file/folder.

Frequently asked question about Microsoft Lists

Updated: 2024-12-04/in Lists, Microsoft 365 /by Maja Wik

Microsoft Lists is a Microsoft 365 app that helps you track information and organize your work. Here you can see favorites, recently worked lists, add comments, search worked lists or create lists with customized colors and icons.

What is the difference between Microsoft To do and Lists?

To Do is more adapted for your day-to-day personal task management. Microsoft Lists is better for larger-scale teams projects, process or workflow management.

How can I access Microsoft Lists?

You get access to Lists with Microsoft 356, Microsoft Teams or SharePoint. When you’re signed in on office.com, click on the app window. If you can’t find Lists among all the office apps, you can search for it in the search bar.

From teams, even before you enter a team, you can search for Lists from apps, click on the icon and select Add to a team. Type a team or the name of the channel.

If you’re already in a team, you can add a List to the teams channel by clicking + inside the team channel. Click on the icon att then Save.

Select already existing lists or create a new list. You can choose this both from Teams or directly in Lists, the app.

How do I create a list in Microsoft teams?

Follow these steps if you want to create a list in Teams based on an already existing list.

Select from existing list.
Select a team, a list and klick next.
Enter a name for your List. And if you like, enter a description and choose a color and icon.
Select create.

How do I delete a column in a list in Microsoft?

Go to the list or library that you want to delete a column from.
Select the column header for the column that you want to delete. Click right and Select Column settings and then Edit.
At the bottom of the edit column pane, select Delete.

How do I share a list?

You can share a list from the Lists homepage.

Click on the list on your homescreen, select Open action and then Share.
Enter who you want to share the list with. It can be to one person or an entire group.
Select what permissions you want the person/group to have.
Select Grant access.

You can also share the list that’s currently open.

Select Share in the toolbar att the top.
Enter who you want to share the list with.
Select what permissions you want to the person to have.
Select Apply and then Send.

The receiver will get an email with a link to the list.

How do I assign tasks in Microsoft lists?

You can assign tasks to any member of a shared list, including yourself. To assign a task within a shared list, open the tasks detail view and select Assign to. Select the member of the shared list you’d like to assign the task to.

How do I delete a list in Microsoft teams?

Go to the channel i teams that contains the list you want to remove. Tap More at the top of the screen. Then click Delete to the right of the list name.

Can i link Microsoft lists?

To share a list, open the sharing menu by selecting the sharing icon on the top right of any of the list you’ve created. Select Create Invitation Link and then Copy link. Paste the sharing link in your email-app or a chatt of some kind to send the link.

Set up quiet hours for Teams on mobile phone

Updated: 2024-09-13/in Microsoft 365, Teams /by Maja Wik

If you use Teams on your mobile phone you can set up quiet hours. This means that you can turn off all notifications for Teams during certain times, for example during evenings and weekends.

Set up and activate quiet hours

Open the Teams application on your phone.
Select the menu in the upper left corner by clicking on your profile picture.
Select Notifications.
Select During quiet time.
Here you can choose if you want quiet hours, quiet days or both. If you have an Android, you can also set exceptions if you want some type of content to always be visible regardless of quiet hours, for example if someone makes a mention.

Switch between public and private team

Updated: 2022-09-26/in Microsoft 365, Teams /by Maja Wik

You can choose between two privacy settings in Teams – public or private team. This setting controls who can view and join your team. This instructions will show you how to change a public team to a private, or the other way around.

Two types of privacy for teams

Public team
A public team is available to everyone at Umeå University. This means that when someone searches for teams, they can find your team in a list and join it without your approval. All files and content in a team is searchable for members of a team. Both students and staff can see and join public teams.

Private team
A private team is only available to the people you invite or approve. In most cases, you should choose a private team.

How to do:

Go to your team and click on the three dots to the right of the teams name. Select Edit team.
To switch between public and private – use the menu that says Privacy.
Click on the arrow to the right and select a new option.
Select Update.

Set up your notifications in Teams

Updated: 2024-11-21/in Employee, Microsoft 365, Student, Teams /by Maja Wik

When you want to set up and adjust your notifications settings in Microsoft Teams, there are two options: for the entire application or for each channel.

Set up notifications for the Teams application

Click on the three dots next to you profile picture in the upper right corner in Teams.
A menu will appear, select Settings.
Select Notifications and set up the different notifications under each heading.

If you’ve chosen to receive a notification via email – please note that you will unfortunately not receive this notification if you are signed in or have the application open in the background. This is because you are considered as active and will therefore only receive notifications in the application.

Set up notifications for a channel in Teams

Go to the channel where you want to adjust your settings, and click on the three dots.
Select Channel notifications.
In the next menu, you can choose how you want to be notified when something happens.
Select Custom to get more options for the notifications.
Select the level of notifications
1. Click on the arrow
2. Select Banner and feed if you want both an purple banner in the left corner of the screen when recieving an and an number sign in the activity clock. (see decription below)
3. Select Only show in feed if you want notifications only in the acitivty clock. (see decription below)
4. Select Off if you want to turn off the notifications for that teams channel.
5. Select Include all replies if you want notifications if someone replies on your channels posts.
6. Click Save

Banner = Purple box with little decription of what has happened.

Feed = Red numbers on activity and under team

**Note** that these settings only apply to you and the specific channel, not the entire team. For example, if you are interested in what’s happening in some of the Teams channel enable notifications on them and disable notifications on the other.

Make a spontaneous poll with Forms in a Teams meeting

Updated: 2025-01-03/in Forms, Microsoft 365, Teams /by Maja Wik

In this manual we describe how to make a spontaneous poll with Forms in an ongoing Teams meeting. This method is suitable when you are a presenter or organizer of a meeting and spontaneously want to create a poll. If you want to make a planned poll before a meeting, see our other manual.

Create a new poll

When you’re in the meeting, click on Apps.
Select Forms. If you can’t fint it in the list, you can search for it.
In the window that appears, click on Save.
A new icon (Polls) will be added among the meeting tools. Click on it.
Select New poll.
In the next window, you can choose between three types of polls:
- Multiple choice – when you want to know what people in the meeting think about a particular topic.
- Quiz – questions where there is a right or wrong answer.
- Word Cloud – if your want to ask questions that will allow the participants to answer in text.
- Rating – if you want to collect trhe respondents insights
- Ranking – If you want to allow the respondents to rank items
Once you’ve selected a type of poll, a new window will open. There you can enter your question, add or remove answers options, edit the settings for your poll and decide if it should be possible to choose multiple answers. Read more about qestiontypes and question settings here
Select Launch now or Save as a draft when you’re done. Then ypou can find your questions under Polls, either as a draft or as a open poll.
When saved as a draft you can edit your poll, or launch it.
If you want to add more questions, select Create new.

Edit a question

Click on the arrow next to Launch.
You will now get two options. Select Edit poll to edit your question or select Delete poll to remove the question from the poll.
Make your changes and select Save when you’re done.

Publish a question in the meeting

Make sure you’re satisfied with your settings. Otherwise – edit you poll.
When you want to publish you question in the meeting, select Launch.
The question will be marked as Live.
The meeting participants will now see the question on their screens and receive a notification.
The answers of the poll will be shown in percentage.

End the poll

Select the arrow next to View options.
Select Close poll.

See results from polls

Results in Teams

Go to Teams and select Chat in the left menu.
Search for the meeting where the poll was held.
Select the Polls tab.

Results on m365.umu.se

Go to m365.umu.se.
Select Forms in the left menu.
You will find your most recent polls Recent. If you can’t see your poll there, select All my forms.

Make a planned poll with Forms in a Teams meeting

Updated: 2022-09-26/in Forms, Microsoft 365, Teams /by Maja Wik

In this manual we describe how to make a poll with Forms before, during and after a meeting in Teams. This method is suitable when you in advanced have planned to do a poll. This manual also shows how you can edit or delete a question and how to close your poll.

Add the poll as a tab

Book a meeting in Teams.
Go to your calendar in Teams and select the meeting where you want the poll.
In the meeting view, click on the + to add a tab.
Select Forms to create a tab for the poll.

Create a new poll

Select the tab Polls.
The first time you create a poll, select Create new poll.
In the next window, you will choose between two types of question:
- Multiple choice poll – when you want to know what people in the meeting think about a particular topic.
- Multiple choice quiz – questions where there is a right or wrong answer.
- Word Cloud Poll – if your want to ask questions that will allow the participants to answer in text.

Multiple choice poll

Multiple-choice polling is an alternative question perfect for easily gathering information. To create your multiple choice question, follow these steps:

Select Question and enter your question.
Select the Options box and enter the option you want.
Click Add Options to add more options
Select options and click on trashcan to delete options.
Check Multiple Answers to allow participants to answer with multiple options.
Select Share results automatically after voting if you want all participants to see the results after they have voted.
Select Keep the answers anonymous if you want the answers from the participants to be anonymous.
Select Allow others to co-author if you want participants to be able to see the questions, create questions, edit questions in advance. Please note that if you choose this, the participants will receive a notice that you have created questions and they can see, edit and create questions in advance before the meeting.
Click Save when done.

Multiple choice quiz

Multiple choice quiz is a type of question that allows you to put the right answer to a question. You should use this type of question if you want to do a competition or quiz.

Select Question and enter your question.
Select the Options box and enter the option you want.
Mark right answer on question, by check of the small box on the left side of the optionspane so it turns green.
Click Add Options to add more options
Select options and click on trashcan to delete options.
Check Multiple Answers to allow participants to answer with multiple options.
Select Share results automatically after voting if you want all participants to see the results after they have voted.
Select Keep the answers anonymous if you want the answers from the participants to be anonymous.
Select Allow others to co-author if you want participants to be able to see the questions, create questions, edit questions in advance. Please note that if you choose this, the participants will receive a notice that you have created questions and they can see, edit and create questions in advance before the meeting.
Click Save when done.

Word Cloud Poll

Word cloud Poll is a question type that allows participants to write an answer with text. The answers will pop up on the screen in the form of word clouds hence the name.

Select Question and enter your question.
Check Multiple Answers to allow participants to answer with multiple options.
Select Share Word cloud with respondents if you want all participants to see the results after they have voted.
Select Keep the answers anonymous if you want the answers from the participants to be anonymous.
Click Save when done.

Manage, create new, edit, delete questions

When you have finished your questions, they are saved as drafts. This means that participants can not see your questions (unless you chose co-author). From this view you can manage your questions.

Click Create New to create more questions
Click the arrow to edit or delete the question.
Drag and drop and drop the question and place it in the order you want to ask them.

Publish a question in a meeting

Make sure that you’re satisfied with your settings. Otherwise – edit your poll.
Select Launch. You can do this before, during or after the meeting.
Your will now be marked as Live.
The meetings participants will now get a notification liked this.
The answers of the poll will be shown in percentage.

End the poll

Select the arrow next to View options.
Select Close poll to end the poll.

See results from the poll

Go to o365.umu.se
Select Forms in the left menu.
You will find your most recent polls under Recent. If you can’t see your poll there, select All my forms.

Frequently asked questions about Forms

Updated: 2024-11-14/in Employee, English, Forms, Microsoft 365, Student /by Oscar Lundberg

How do I find Microsoft Forms?

To access Forms go to www.m365.umu.se.
Sign in with your Umu-ID.
Select Forms in the left menu. If you cannot find it there, select All applications and then Forms.

What is the difference between a form, quiz, and poll?

A form is a traditional survey where you collect data on people’s opinions and experiences.

A quiz reminds of a survey but allows you to choose right or wrong answers for the questions.

A poll consists of shorter questions that can be used before, during or after a Teams meeting (Link to “Make a planned poll in a Teams meeting” & “Make a spontaneous poll in a Teams meeting”)

What is a group form?

A groupform is when a form is created within an already existing group (team) and is handled in the same way as if it was your own forms portal. This provides the possibility of easy editing and work within a group.

What is preview?

The purpose of a preview is to see what your form/quiz looks like before you share it. When previewing the form, you can try to fill it out to make sure it looks and works the way you want.

See manual: Preview and share a form

What is branching and how can I use it?

With branching you can add a subsequent dependency on the previous answer. If you were to branch question 1 in your form to question 3, it would mean that the respondents who answered question 1 would be moved to question 3. Question 2 will in turn be skipped.

You can add branching to all questions, but also to sections or options in a question.

What is a section?

Sections are used to group your questions in categories or themes such as work environment, equality, and safety. Sections are useful when you are creating a large form with many questions.

What questions can I use in a form or quiz?

There are 8 different types of questions:

Choice is used to give the respondents predetermined answer options. You can use it for a yes or no question but also add over 100 options.
Text is used to let respondents write an answer to the question.
Rating is used to let respondents rate a statement. You can choose levels from 1-10.
Date is used to let the respondents answer the question by choosing a date.
Ranking is used to let the respondents evaluate answer options against each other and rank them in the order they want.
Likert is used to measure attitudes and opinions from a predetermined scale.
File upload is used to let the responded answer the question by uploading a file. The files will be gathered in a folder in your OneDrive. The accepted file types are Word, Excel, PPT, PDF, video, and audio.
Net Promoter Score is an index that ranges from 1-10. It is most often used as a standard proxy by organizations to measure customers’ willingness to recommend their products or services to other. (Similar to rating).

See how to create questions in a form (survey) here: Create questions for a form in Forms

See how to create questions in a quiz/test here: Create questions for a quiz in Forms

Can I share a file in a question?

No, you can only share an image or a video. However, you can create question where the respondents upload a file to answer the question.

See how to create questions in a form (survey) here: Create questions for a form in Forms

See how to create questions in a quiz/test here: Create questions for a quiz in Forms

Can I share a form with a colleague?

Yes, you can share a form to collaborate on and as a template (copy).

See how to share a form to collaborate here: Share a form or quiz to collaborate in Forms

See how to share a form as a template here: Share a form as a template in Forms

Can my forms be answered in multiple languages?

Yes. By using the function multilingual, you can add multiple languages to allow the respondents to choose what language they want to read and answer your form in. However, you must translate the form on your own.

To translate the form, select the three dots in the main men and then multilingual. Add a language and then select the pencil to translate the form.

Can I copy an existing form?

Yes, you can copy an existing form.

See how to copy a form here: Copy, delete or move a form or quiz in Forms

You can also share the form as a template (with yourself and others). In that way, you copy the form as a template and can continue working with a new version.

See how to share a form as a template here: Share a form as a template in Forms

Can I delete a form?

Yes, you can delete a form. Select all my forms and place the pointer on the form you want to delete. Select the three dots and then delete.

See how to delete a form here: Copy, delete or move a form or quiz in Forms

Can I restore a form?

Yes, you can restore a form you have deleted. Select all my forms and then deleted forms. Place the pointer on the form you want to restore, select the three dots, and then restore.

See full decription on how to restore a form here: Copy, delete or move a form or quiz in Forms

Can I move a form?

Yes, you can move forms to different Teams or SharePoint sites. Place the pointer on the form you want to move, select the three dots, and then move. You will then see a list where you can choose where to move your team.

See full decription on how to move a form here: Copy, delete or move a form or quiz in Forms

Can someone outside of Umeå University fill out my form?

Yes, you can share your form with anyone. They do not need a Microsoft account or an Umu-ID. To share your form with anyone, go to settings and select Anyone can respond.

See full decription of forms settings here: Adjust setting in Forms

Can I change the color of my form?

Yes, you can change color on or add a theme to your form. You can also upload an image. Go to the form you want to change color on. Klick on theme in the main menu between the share buttom.

Can I use Forms for a course evaluation?

Yes, Forms is an excellent tool for creating course evaluations. Here are some benefits of using Forms:

You can share your course evaluation to the students in several ways to simplify participation. See: Preview and share a form
You can share your course evaluation with a colleague to collaborate in an easy way. See: Share a form or quiz to collaborate in Forms
You can collect and review results in one place. See: Review results in Forms

Can I delete a question from my form?

Yes, you can delete a question by selecting the trash can. This option can be found on each question.

Can I copy a question?

Yes, you can copy a question by selecting this the copy icon between the trash can. This option can be found on each question.

Can I create mathematical questions?

Yes, you can create mathematical questions in a quiz.

Create a quiz and select either the question type choice or text.
Select the three dots.
Then select Math.

Can I disable my form?

Yes, there are two ways to disable a form.

You can set up a start and end date to your form. This is done by selecting the three dots in the main menu. Select settings and then start date and end date.

You can end the form manually by opening settings and unchecking the box Accept answers. There you can also write a message that will be shown to those who try to open the form when it has ended.

See full decription here: Adjust setting in Forms

Add permission to external guests in SharePoint

Updated: 2022-09-26/in English, Microsoft 365, Sharepoint /by Maja Wik

In this manual we describe how to invite external users from other organizations to a SharePoint site.

If you already have a team connected to your Sharepoint site, you can invite a member to a team or channel.
If you don’t have a team connected to your SharePoint site, you can add a team to your SharePoint site.

Go to the homepage of the SharePoint site and select the settings icon in the upper right corner. Then select Site permission.
Select Advanced permissions settings.
You have now accessed the advanced permission interface. Here you can add external users from other organizations by selecting Grant permissions. Keep in mind that the external user will be able to access the entire SharePoint site.
Enter the external users email address. You can also enter multiple email addresses.
Select Share. The people you have invited will now receive an email with the link to the SharePoint site.