Log in using multi-factor authentication (MFA)

Multifactor authentication (MFA) is a service that gives you increased protection when logging in to some of the university’s systems. With multi-factor authentication, you log in to the university’s systems in two steps: using your Umu-id and password, and the using the Microsoft Authenticator app on your phone or tablet. In this guide, we will describe step-by-step how to log in to the University’s systems using multi-factor authentication.


Log in using code

  1. When logging in to a system that uses multi-factor authentication – log in using your Umu-id and password.
  2. Click Next.
  3. A window will be pop up asking you to enter a code.
  4. Start the Microsoft Authenticator account and choose your Umu account.
  5. A 6 letter code will be shown on the screen of your device. Fill the code in the field marked Code. A new code is shown every 30 seconds.
  6. Click Verify.
  7. You are now logged in!

Log in using notifications

  1. When logging in to a system that uses multi-factor authentication – log in using your Umu-id and password.
  2. Click Next.
  3. A window will be pop up asking you to accept the log in.
  4. A notifications will be shown or your device, asking you to accept the log in. Click Accept.
  5. You are now logged in!

Change standard method for login (MFA)

If you want to change your standard method for login, you can change it with this method.

  1. Visit the website Microsoft Safety info.
  2. Click the menu Security info.
    Add method multi-factor authentication
  3. Click on Default sign-in method.
  4. Choose between using a code from you app or getting a notification from the app.
  5. Done!

Add multi-factor authentication on new device (MFA)

Multifactor authentication (MFA) is a service that gives you increased protection when logging in to some of the university’s systems. With multi-factor authentication, you log in to the university’s systems in two steps: using your Umu-id and password, and the using the Microsoft Authenticator app on your phone or tablet. In this guide, we will describe how to add multi-factor authentication on a new device.


  1. Visit the Microsoft Security info website.
  2. Go to the tab Security info.
  3. Click Add method.
    Add method multi-factor authentication
  4. Click Add in the window that appears.
    Add method Authenticator
  5. You will now be asked to install Microsoft Authenticator on your new unit. If you haven’t already, please download the app to your phone or tablet from Google Play or App Store.
  6. Click Next.
    Install Authenticator on device
  7. In the next screen, click Next.
    Set up account Authenticator
  8. A screen now appears that asks you to scan a QR code. Keep the screen open while you take out your phone.
    Scan Qr code Authenticator
  9. Start the Microsoft Authenticator app on your mobile or tablet. Note that the images below are from an Iphone but the process looks similar in Android products.
  10. Click on the plus sign in the upper right corner of the screen to add an account.
    Microsoft Authenticator add acount
  11. Select the account type Work or school account (Arbets- eller skolkonto).
    Microsoft Authenticator arbets- eller skolkonto
  12. In the window that appears, select Scan QR Code.
    Microsoft Authenticator adding account
  13. Use your mobile or tablet to scan the QR code shown on the computer screen.
  14. After scanning the code, click Next.
    Scan Qr code Authenticator
  15. A message will be shown, stating that Microsoft Authenticator has been connected to your account. Click Next.
  16. In the next screen you will be asked to test the application. At the same time the Microsoft Authenticator app will receive a notification asking you to accept the login. Click Accept on your mobile/tablet.
    Test the application Authenticator
  17. Your screen will now show a confirmation of the test. Click Next.
    Notification approved Authenticator
  18. You have now activated multifactor authentication for a second device! Your standard login method is set to getting at notification from Microsoft Authenticator but you can change it (link in the right column). Click Done.

Activate multi-factor authentication (MFA)

Multifactor authentication (MFA) is a service that gives you increased protection when logging in to some of the university’s systems. With multi-factor authentication, you log in to the university’s systems in two steps: using your Umu-id and password, and the using the Microsoft Authenticator app on your phone or tablet. In this guide, we will describe step-by-step how to enable multifactor authentication (MFA) for your Umu-id.

NOTE! Do not start your activation (step 2) until you are ready to go through the whole process. Once you have activated multi-factor authentication, you will not be able to log in to your systems until you have completed steps 3-18.

  1. Download the Microsoft Authenticator app to your phone or tablet. The icon should look like the symbol below.
    Microsoft Authenticator app
  2. Visit our web page for activating multifactor authentication. Once you have finished the, MFA will be activated for your account. Please wait 5 minutes before moving on to the next step.
  3. Open your browser and go to: o365.umu.se.
  4. Log in with your Umu-id and password. You will then receive the message below:
    Multifactor authentication login Office 365
  5. Select Next.
  6. You will now be asked to login with your Umu-id and password (Umu-id@ad.umu.se).
  7. The next screen will ask you to download the Microsoft Authenticator app.
  8. Click Next.
    Install Authenticator on device
  9. In the next screen, click Next.
    Set up account Authenticator
  10. A screen now appears that asks you to scan a QR code. Keep the screen open while you take out your phone.
    Scan Qr code Authenticator
  11. Start the Microsoft Authenticator app on your mobile or tablet. Note that the images below are from an Iphone but the process looks similar in Android products.
  12. Click on the plus sign in the upper right corner of the screen to add an account.
    Microsoft Authenticator add acount
  13. Select the account type Arbets- eller skolkonto (work or school account).
    Microsoft Authenticator arbets- eller skolkonto
  14. In the window that appears, select Scan QR Code.
    Microsoft Authenticator adding account
  15. Use your mobile or tablet to scan the QR code shown on the computer screen. Click Next.
    Scan Qr code Authenticator
  16. A message will be shown, stating that Microsoft Authenticator has been connected to your account. Click Next.
  17. In the next screen you will be asked to test the application. At the same time the Microsoft Authenticator app will receive a notification asking you to accept the login. Click Accept in your mobile/tablet.
    Test the application Authenticator
  18. Your screen will now show a confirmation of the test. Click Next.
    Notification approved Authenticator
  19. You have now activated multifactor authentication for your Umu-id! Your standard login method is set to using a code from Microsoft Authenticator. Click Done.

How to find and install Whiteboard

Whiteboard is available in different versions; a web app, a desktop app for Windows and a mobile app for iOS.

Find the Whiteboard Web App

To access Whiteboard on the Web:
  1. Go to the university website for Office 365
  2. Log in with your Umu ID and password
  3. You will find an icon for Whiteboard in the bottom left column.

Option 1 to download Whiteboard to Windows

  1. Open the Software Center on your computer.
    Image Representative Icon for Windows Software Center
  2. Locate Microsoft Whiteboard in the list of applications.
    Icon Representing App for Microsoft Whiteboard
  3. Click the Microsoft Whiteboard icon.
  4. Then click ‘Install’ .

Option 2 to download Whiteboard to Windows

  1. Open the Microsoft Store on your computer.
  2. Use the search function to find the Microsoft Whiteboard.
    Image showing how to search for the app in the Microsoft store
  3. Once you’ve found the app, select ‘Download
    Icon showing how Whiteboard looks in the Microsoft store  Image that represents what the button for downloading Whiteboard looks like
  4. If you get a dialogue box asking you to log in, select ‘No‘.
  5. Your Microsoft Whiteboard download and installation should now start. It may take some time to install.
  6. Microsoft Whiteboard is now ready to use on your computer!
  7. When you open the app for the first time, you may be asked to log in. Then log in with: umuid@ad.umu.se + Umui-id password.

Frequently asked questions about Whiteboard

Whiteboard FAQ

Who can use Whiteboard?

Whiteboard is available to all students and staff at Umeå University. It is currently not possible to invite external participants to participate in a Whiteboard.

Can we work on the whiteboard at the same time?

Yes you can! In Whiteboard you can work together, in real time, on your whiteboard.

Can I export the results?

Yes, it is possible to export the result to PNG or SVG. You can also choose to publish in a team, send to a OneNote or send it by email.

Do I have to use the web interface?

No, there is an app to download for Windows and iOS.

Why can I not see the templates that my colleague has mounted on the Whiteboard?

You probably use different versions of Whiteboard. To be able to take part of all the material you all need to use the downloaded app.

Where can I find Whiteboard?

There are several versions of Whiteboard to use. You will find more information in the manual for how to get and install Whiteboard.

Get/download Whiteboard

How do I save my Whiteboard?

Your Whiteboard is saved automatically and is available on the “Home page” for Whiteboard.

Add background effects to Teams 

You can download and use images taken at campus as a background image when you are in a meeting in Teams. If you use Teams as an application in your computer and have the Client Management service, the images are already uploaded to Teams. If you do not have Client Management, you must upload the images yourself. 

If you have Client Management

When you are in a meeting in Teams, click on the three dots, More actions and then Apply background effects. 

There are several pictures that you can choose from. If you scroll down, you will find the pictures taken at campus. 

Select image and click Apply. 

If you do not have Client Management

Go to Mediabanken and download the images you want to use. 

When you are in a meeting in Teams, click on the three dots, More actions and then Apply background effects. 

Click Add new and locate the image you want to add, then click Open. 

Select the image and click Apply. 

Frequently asked questions about OneDrive

Onedrive FAQ

How do I transfer files to OneDrive?

You can either upload files directly from OneDrive in the portal (o365.umu.se) or in OneDrive in windows explorer on your computer by dragging and dropping the files in the folder OneDrive – Umeå University.

Files in OneDrive

Can I create folders in OneDrive?

Yes, you can create folders in OneDrive. Either directly in windows explorer or in OneDrive on the portal (o365.umu.se).

Can I give a colleague access to a file in my OneDrive?

Yes, you can share files or folders with a colleague. If you share a document, the colleague will have access to the latest version. This means that if you change the document, the colleague will also see it without you having to send the document again.

You can choose whether the colleague should be able to edit the document or just read it. If you choose to edit it, you will also be able to edit the document at the same time.

Share files and folders

Can I see which files I have shared with others?

Yes, in OneDrive on the portal (o365.umu.se) you can see which files you have shared.

See files you shared in OneDrive

Can I see which files others have shared with me?

Yes, in addition to receiving an email when someone has shared a file with you, you can see in OneDrive on the portal (o365.umu.se) which files others have shared with you.

See files shared with you in OneDrive

Can I stop sharing a document?

Yes, in OneDrive on the portal (o365.umu.se) you can stop sharing a document.

Stop sharing files in OneDrive

What happens if I accidentally delete a file in my OneDrive?

If you accidentally delete files in your OneDrive, it is possible to restore them. The files can be restored from the OneDrive trash via the portal (o365.umu.se) for 30 days. In the instruction below you can find information about how to restore your files.

Restore deleted files or folders in OneDrive

After 30 days, the files are placed in a secondary trash can for 60 days before disappearing. You can find a link to your secondary trash at the bottom of the page of your OneDrive trash.

Your files are stored in the recycle bin for a total of 90 days. The same applies to files in teams or shared libraries.

Where are the files physically stored?

The files you store in OneDrive are stored in Microsoft Datacenter. Umeå University has decided that all data will be stored within Europe.

Can I use OneDrive if I use a Mac?

Yes, you can use OneDrive if you use a Mac.

Inviting multiple users to a team in Teams

Here are two tips on how to invite members to join a team themselves. Note that these options only work for users with Umu accounts.

Invite with a code

All teams have a code that can be used to join the team. The person using the code will join the team immediately. Please note that only people with Umu accounts can connect with a code.

Get the team code

  1. Go to your team. Select the three dots to the right of the team name. Click Manage Teams.
  2. Go to Settings and select Team Code.
  3. When you click Generate, you will get the code and can copy and share it to your members.

Join teams with code

  1. Go to Microsoft Teams and select the Team tab and then Join or create a team.
  2. You get the option to create a team or join with a code, this is where you paste the code and choose to join the team.

Invite with link

  1. Go to your team. Select the three dots to the right of the team name, click on Get link to team.
  2. You will then receive a link to copy and send to the members. When they click on the link, they get access to and membership in the team.