Maja Wik

Book a meeting in Teams or Outlook

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Book a meeting in Teams

  1. Open the calendar and select New meeting in the upper right corner.
  2. Meeting view appear, follow these instructions to make a good meeting:

A) Add a title of the meeting

B) Add attendees by writing their name or email adress.

C) Adjust date and a start and end time.

D) Add a physical location if the meeting is on an physical location or conference room.

E) Write a description/agende/purpose of the meeting so the participants can prepare.

When you’re done with the booking, select Send.

Book a meeting in Outlook

  1. Open the calendar and select New Teams meeting in the upper menu.
  2. Add a title, attendees, date, starting and ending, a location and a description what the meeting is about. You will now see a link to the meeting.
  3. Select  Meeting options in the upper menu to make settings for the lobby, like if the attendees will be allowed to use their camera or microphone, or be able to chat and give reactions.
  4. When you’re done, select Send.
Maja Wik

Change settings for shared files in Microsoft 365

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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. 

  1. Open m365.umu.se and sign in using your Umu-id.
  2. Click on the icon for SharePoint in the left menu.
  3. Select the SharePoint team where the files/folders you want to change settings for are located.
  4. 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.
  5. Go to the folder or file you want to change settings for.
  6. Place the pointer on the file/folder to view a hidden menu.
  7. Click on the three dots and then Manage access.
  8. Click on the three dots to change your settings.
  9. 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)
  10. Select Save when you’re done.
  11. 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!
Maja Wik

Stop share files in Microsoft 365

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To share files or folders, change settings for sharing or to stop share files you use o365.umu.se. There you can choose if you want to stop sharing files or folders from SharePoint (i.e., Teams) or OneDrive. This manual shows you how to stop share files/folders in SharePoint, but the same settings works for OneDrive as well. 

  1. Open m365.umu.se and sign in using your Umu-id.
  2. Click on the icon for SharePoint in the left menu.
  3. Select the SharePoint team where the files/folders you want to stop share are located.
  4. Select Documents in the left menu to view all existing folders and documents in the Sharepoint team. A channel in Teams is viewed as a folder in SharePoint.
  5. Go to the folder or file that you want to stop share.
  6. Place the pointer on the file/folder to view a hidden menu.
  7. Click on the three dots and then Manage access.
  8. Below Manage access you can see a list of the people you have shared the file with. Click somewhere in the area shown in the picture below.
  9. To stop share with one or several people, click on the X next to the name.
  10. When you click on X you will receive a control question. If you’re certain that you want to remove the access from the ones you’ve chosen, click Remove, otherwise select Cancel.
  11. The access is now removed, and you have stopped sharing your files/folders.
Maja Wik

Share files in Microsoft 365

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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

  1. Open m365.umu.se and sign in using your Umu-id.
  2. Click on the icon for SharePoint in the left menu.
  3. Select the SharePoint team where the files/folders you want to share are located.
  4. 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.
  5. Go to the folder or file you want to share. Place your pointer on the file/folder to view a hidden menu.
  6. 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.
  7. 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.
    Image showing how to share a file
  8. 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.
  9. 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.
    Image showing how to share a file
  10. Select Apply when your done with the settings.
  11. 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.
    Image showing how to share a file
  12. 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.
  13. Done! You have now shared your file/folder.
Maja Wik

Frequently asked question about Microsoft Lists

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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.

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

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

  1. Go to the list or library that you want to delete a column from.
  2. Select the column header for the column that you want to delete. Click right and Select Column settings and then Edit.
  3. 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.

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

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

  1. Select Share in the toolbar att the top.
  2. Enter who you want to share the list with.
  3. Select what permissions you want to the person to have.
  4. 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.

 

Maja Wik

Create Breakout rooms during a Teams meeting

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This manual will show you how to create breakout rooms directly into an Teams meeting and interact with meeting participants through breakout rooms. (If you want to prepare your Breakout rooms before the teams meeting – see this manual)

It can be hard to have an open discussion and meaningful exchange of ideas with several participants. With breakout rooms you can create smaller groups for better conversations and brainstorming sessions.

Create breakout rooms

  1. Start the meeting.
  2. Select the icon with two squares, Breakout rooms.
  3. Select the number of rooms you want, 1-50 and whether you want Teams to assign participants Automatically or if you want to assign the participants yourself Manually. This is the only time you can choose to have people automatically assigned to breakout rooms.
  4. Select Create rooms.

Assign participants to breakout rooms manually

If you chose Manually in the previous procedure, follow these steps. If you chose Automatically your participants will be assigned to a breakout room as soon as you open the rooms.

  1. Select Assign participants.
  2. Choose the people who will share a breakout room by selecting the check boxes next to their names.
  3. Select Assign and then select a room for those people.
  4. Repeat steps 2 and 3 until everyone has been assigned to a room.

Rename the breakout rooms

You can rename each breakout room if you want it to reflect the people in it or what they’re doing.

  1. Point to the room, select More options (the three dots) and then Rename room.
  2. Enter the new name and select Rename room.

Set a time limit for the breakout session

A timer will be visible in each breakout room when you set a time limit so that the participants are aware of when the session will end. When time is up the room will close and your participants will return to the main meeting.

  1. Select More options (the three dots) at the top of the breakout room pane, and then select Rooms settings.
  2. Select Set a time limit, and then select the down arrow and chose for how long time you want.
  3. Select Settings to return to the main Breakout rooms pane.

Open the breakout rooms

  • To open all the rooms at the same time, select Start rooms. By default, meeting participants are moved to their assigned rooms as soon as you open the room.
  • To open a single room, press on the three dots next to the room and Open room.

You can open and close breakout rooms more than once during a meeting.

Turn off automatic entry

By default, meeting participants are moved to their assigned rooms as soon as you open the room. By turning off the automatic entry your participants will receive a message asking them to join a breakout room.

  1. Click on the three dots at the top of the Breakout room pane and then select Rooms settings.
  2. Switch the toggle next to Automatically move people into opened rooms to off.

Interact with participants

As the meeting organizer you can join any of the breakout rooms, write in the chat or send announcements to everyone.

  • Select More options*** next to the room and then Join room.
  • Select Return to leave a room, then you return to the main meeting.
  • Back in the main meeting, select Resume.

Make an announcements to all breakout rooms

  1. Select More options at the top of the breakout rooms pane and select Make an announcement.
  2. Enter your announcement.
  3. Select Send.

Participants will receive a notification in their meeting chat to check for your announcement.

Close breakout rooms

The participants will return to the main meeting when you close the breakout rooms. You can either close rooms individually or all at the same time.

  • To close rooms individually, select More options next to the room and then Close room.
  • To close all the rooms at the same time, select Close rooms.

When everyone is back to the main meeting, select Resume.

Maja Wik

Share files from one team to another

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Link file as a tab

  1. Go to the team and channel where the files you want to share with people outside of the team are located.
  2. Select Files and Open in SharePoint.
  3. Find the file/folder you want to share in SharePoint. Select the share icon or the three dots and then Share.
  4. You can now review the permission before sharing the file. Click on Umeå University…. to adjust the settings. Then copy the link.

  5. Go back to the team and channel where you want to share the link. Select the +.
  6. Select Website. Enter a name for the tab and paste the link. Members of the team can now view the files you gave them permission to view from the first team.

Other ways to link a file

This method works well when you for example want to link a file in a post in Teams, in an e-mail, OneNote, Word etc.

  1. Follow step 1 to 4 above.
  2. Write a text that describes the content of the link, for example “Meeting times for project A”. Right-click when you’re done.
  3. Select Insert link or Link.
  4. Paste the link in the field and select Save. Done!

Remove permissions to a link

If you want to revoke the access to a link you previously shared, return to the original team.

  1. Select Files and then Open in SharePoint.
  2. Instead of selecting the share icon, this time select the three dots and then Manage access.
  3. To remove the link, select the X to the right.
  4. The link is no longer available to anyone other than the original team.
Maja Wik

Set up quiet hours for Teams on mobile phone

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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

  1. Open the Teams application on your phone.
  2. Select the menu in the upper left corner by clicking on your profile picture.
  3. Select Notifications.
  4. Select During quiet time.
  5. 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.

Maja Wik

Switch between public and private team

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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:

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

Set up your notifications in Teams

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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

  1. Click on the three dots next to you profile picture in the upper right corner in Teams.
  2. A menu will appear, select Settings.
  3. 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

  1. Go to the channel where you want to adjust your settings, and click on the three dots.
  2. Select Channel notifications.
  3. In the next menu, you can choose how you want to be notified when something happens.
  4. Select Custom to get more options for the notifications.
  5. 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
      change channel notifications in teams - chose notification level

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

banner notification

Feed = Red numbers on activity and under team

feed notification

**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.