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, the files can be downloaded from the trash via OneDrive in the portal (o365.umu.se), where they are stored for 30 days. After 30 days, the files are placed in a secondary trash can for 60 days before disappearing. 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.

Teams FAQ

Meetings in Teams

Will Skype disappear?
Yes, Microsoft will eventually stop updating Skype and instead only invest in Microsoft Teams.

At this time, it is not possible to call external persons directly via Teams. You can do this as usual via Skype, until the changes are made.

How many people can you see at the same time during a meeting in Teams?
It is possible to see 49 people at a time during a meeting.

Does the meeting end automatically when the meeting time ends?
No, the meeting only ends when someone chooses to end the meeting or all participants have left it.

How many can participate in a Team Meeting?
250 people can attend a meeting.

Can I book a Teams meeting via Outlook?
Yes, you can schedule a Teams meeting directly in Outlook. To do this, you need to have Teams installed on your computer.

Can I raise my hand during a Teams meeting?
Yes, it is possible to raise your hand during a meeting.

Can I use a whiteboard in a Teams meeting?
Yes, you can use whiteboard. To start a whiteboard, click the split screen button. Once you click there, you can select the whiteboard.

If you want more features, it is recommended to download Microsoft Whiteboard to your computer.

Can I moderate a meeting in Teams?
Yes, you can choose to turn off incoming video, participants microphone and even delete participants during an ongoing meeting. In addition, you can choose to end the meeting for everyone.

Can I set up a lobby for Teams meetings?

Yes, however, it only works for external and guests. Employees at Umeå University always walk past the lobby.

Team

How much storage is there in a team?
In a team there is 1 TB of storage space.

How many channels can I create?
You can create 200 standard channels and 30 private channels in a team.

What is a private channel?
A private channel is only available to the people you specify should have access to the channel. The people must be participants in the team. It does not work to only invite one person to a private channel but not to the team in general.

Can everyone in a team create channels?
It depends on the attribute set by the team owner. Under Manage teams the team owner can choose whether a member can create and delete channels. There are also more settings that can be customized.

What is the difference between being an owner and a member of a team?
An owner of a team is the one who administrates the team. The owner can add and remove members and decide what the members should have permissions to do in a team. It is possible to have several owners of a team.

What happens if someone accidentally deletes a file?
If someone accidentally deletes files in a team, the files can be downloaded from the team’s trash in Sharepoint, where they are stored for 30 days. After 30 days, the files are placed in a secondary trash can for 60 days before disappearing. Your files are stored in the Trash for 90 days.

What is the difference between Chat and Posts in a Team?

The chat function is the replacement for Skype and allows you to communicate with individual colleagues or groups in text and conversation. You can also share screen.

To create areas for collaboration, you are recommended to create a team. The conversations under Posts in the team are visible to everyone in the team and unlike in the chat, the conversations are tied together in threads to keep the current topic together.

In the chat, you communicate in a constant flow while conversations under Posts in teams are divided into threads for easier follow-up in the collaboration. You can use the chat for everyday talk and short conversations, while Posts in teams can be seen as a more formal forum.

Can I move files to another channel or team?
Yes, you can move files. Click on the three dots and then choose Move. You can also open the files in Sharepoint for easier handling of the files.

Can I create “subchannels”?
No, you can only create channels in a team.

Can I change the name of a team?

Yes, it is possible to change the name of a team. Keep in mind that all teams get their own Sharepoint site, these cannot be renamed. This means that when you change the name of your team in Teams, this is just a display name. The Sharepoint site will still retain the original name.

Can I rename a channel?
Yes, it is possible to rename a channel. To do this, click on the three dots and then Edit this channel. Here, too, the original name will remain in the associated document library in Sharepoint.

Why are the team files in Sharepoint?

When you create a team, a Sharepoint is also created in the background. The files are technically stored in Sharepoint, but you can manage them directly in Teams. Sharepoint makes it possible to share files in Office 365.

Can I invite an external participant to Teams?
You can add external people as a guest in Teams. Anyone who has an email account, such as Outlook, Gmail or similar, can join your team as a guest.

What can an external participant (guest) do in a team?
A guest can do everything that other participants in a team can do, except add tabs. The owner of the team can also set whether the guest should be allowed to create channels or not in a team.

Can you add AD groups to a team?
No, at present this is not possible. We hope to be able to offer this in the future.

Why do I not have the AutoSave feature in Word?
It depends on which version of the office suite you have. If you download Office from the portal (o365.umu.se), you will have the opportunity to use Save automatically in Word, Excel and PowerPoint.

Can I create folders for files?
Yes, you can build your folder structure just like on your computer. Create folders in the file area for each channel exactly as you want.

Is there any difference to edit from the desktop app or directly in teams?
In the desktop app, you have the opportunity to do more advanced functions. Otherwise, it’s the same thing to edit directly in the Teams or desktop app. If you choose to open in the desktop app and save, it will be saved automatically in the team, so you do not need to download a copy, and all members will have access to your changes.

If you work in the desktop app at the same time as your colleagues, we recommend that you download the Office package from the portal so that you get the function “Save automatically”. You will then, just like in the web, see where your colleagues edit (otherwise you need to save regularly for your colleagues to see your changes).

How do I get notified that something is happening in Teams?
You can set notifications in general for the entire program.

You can also set notifications for specific channels in a team. You can choose how you want to be notified for each channel.

Can students use Microsoft Teams?
Yes, students have access to Office 365.

Can I view previous versions of a document?
Yes, you can see previous versions and even revert to previous versions if you want.

My backup – Recover files via web

Recover files via web browser

1. Log in at https://minbackup.umu.se:4285/ with your Umu-ID

2. Click Devices

3. Click the round arrow on the far right, under Restore, for the device you want to restore from

4. Select the files or folders you want to recover and click Restore

5. A compressed archive is now created with your recovered files on the server. Click on the link at the bottom left to download the archive file

6. Unpack (decompress) the archive, and move your recovered files and folders to where you want them.

If it is the same date of last backup, it does not matter if you choose to restore from Storage 1 or Storage 2.

My backup for Windows

My backup is activated for all employees.

For affiliates, the Head of Department or equivalent or IT manager at the department must activate you.
When this is done, an email is sent to those for whom the service is ordered.

1. Go to the following address https://minbackup.umu.se:4285/ and log in with your Umu-ID

2. Go to App Downloads, select the client according to the operating system you have on your computer and the file will be downloaded.

3. Run the downloaded file and click Next

4. If you accept the terms of the license agreement, click Next

5. If you want to change the installation folder, you can do so in this step. Otherwise, click Next

6. Click Install, and then Done when the installation is complete.

7. When the installation is complete, start CrashPlan and type in your Umu-ID and serveradress (minbackup.umu.se).

8. When prompted, login with Umu-ID

9. Click Manage Files to proceed to select which files you want to back up. NOTE! default is only My Documents.

My backup for MacOS

My backup is activated for all employees.

For affiliates, the Head of Department or equivalent or IT manager at the department must activate you.
When this is done, an email is sent to those for whom the service is ordered.

1. Go to the following address https://minbackup.umu.se:4285/ and log in with your Umu-ID

2. For App Downloads, select the client according to the operating system you have on your computer and the file will be downloaded.

3. Open the downloaded file and install Code42 CrashPlan.

———————————————–

NOTE! If you have MacOS Catalina (10.15), you need to change the rights on the computer for the backup to work. Also applies if you have updated MacOS from the previous version to Catalina (10.15).

a. Open System Preferences

b. Select Security and Privacy

c. Select the Privacy tab

d. In the left part go to Full Disk Access and select CrashPlan. If CrashPlan is missing, add it via “+”

———————————————–

5. When the installation is complete, start CrashPlan and type in your Umu-ID and serveradress minbackup.umu.se

6. When prompted, login with Umu-ID

7. Click Manage files to proceed to select which files you want to back up, the default is only My documents

Install eduroam for Android (Umu wifi)

The guide below shows you how to use the Cisco app to connect to eduroam on campus.
Note that you must be on Umeå University’s campus and have access to Umu wifi to be able to complete the guide.

The simplified installation of eduroam cannot be performed in NUS premises. Installation via the manual method can be done well on NUS.

Start by installing the Cisco Network Setup Assistant from the Play Store .

2. When the installation is complete, go to Wi-Fi and connect to Umu wifi .
If you are not asked to log in, start your browser and open www.umu.se and you will be redirected to the right page. Enter your Umu ID  with password and click Login .

3. Check that the correct system has been selected. Click Start to continue.

4. Enter information about your phone and click Continue .
When you see the link to the play store, click  Get Cisco Network Setup Assistant.
Then launch the Cisco Network Setup Assistant app that was installed in step 1.

5. When the app starts, select Start and Proceed .

6. Select Wi-Fi as the option for the certificate, click OK .
Enter the unlock PIN for your phone if prompted.

7. Make the same selection for the second certificate, Wi-Fi and then OK .

8. If you have Android 10 this will come up.

9. When you see this image, you should now be connected to eduroam.
You can check that the connection was successful during Wi-Fi in system settings.

Empty Box and move files to a shared library in Sharepoint

Instructions for moving files and folders from Box to a shared library in Sharepoint and emptying Box.

You can use a shared library in Sharepoint to store files and folders that you want to share with other people. Remember that you may not store files that contain sensitive personal information, confidentiality or are security protected in either Box or Sharepoint.

If you have already moved the files from box to your computer, skip to step 9.

  1. Log in to Box. Go to umu.account.box.com/login and log in.
  2. You see a view of all your files
  3. Select all files by pressing the ctrl + A keys on your keyboard.
  4. Click on the “Download” button.
    Note that if you have shared files or folders with other people, the sharing will now disappear. You can share files and folders again in Sharepoint.
  5. A zip file is created with all your files.
  6. Click on the downloaded file and select the option “Show in folder”
  7. The file opens in a separate box. Click on “Extract” at the top and then select “Extract all”.
  8. In the box that appears, first click on “Open the folder when the files have been extracted” and then select “Extract”. Once you have done this, you have your files from Box in a regular folder locally on your computer. Do not close the folder, you will soon use it again.

    Now it is  time to create a shared library in Sharepoint.
  9. Open your browser and log in to your Office 365 with your Umu ID.
    Log in to Office 365
  10. Choose OneDrive to access your file area.
  11. To create a shared library in Sharepoint, select “Skapa ett delat  bibliotek”/”Create a shared library” under the menu on the left.
  12. Choose a name and write a short description of what the library’s purpose is.
  13. When you have selected a name, the view will change. The shared library will be assigned its own email address and search path. You can ignore these functions for now.
  14. Under the description, you can select privacy settings and language.
    We recommend that you choose Private, the files are then only available to invited people. In public, anyone within Umeå University can view your files and documents.

  15. 23. The last step is to click “OK” when the system asks if you want to delete.
    24. Your files have now been removed from Box and moved to Sharepoint.

Empty Box and move files to OneDrive

Instructions for moving your files from Box to OneDrive and emptying Box.

You should use OneDrive to store your own files. In OneDrive you can share files with other people. Keep in mind that you may not store files that contain sensitive personal information or secrecy in either Box or OneDrive.

  1. Log in to Box. Go to umu.account.box.com/login and log in.
  2. You see a view of all your files
  3. Select all files by pressing the ctrl + A keys on your keyboard.
  4. Click on the “Download” button.
    Note that if you have shared files or folders with other people, the sharing will now disappear. You can re-share files and folders in OneDrive.
  5. A zip file is created with all your files.
  6. Click on the downloaded file and select the option “Show in folder”
  7. The file opens in a separate box. Click on “Extract” at the top and then select “Extract all”.
  8. In the box that appears, first click on “Open the folder when the files have been extracted” and then select “Extract”. Once you have done this, you have your files from Box in a regular folder locally on your computer. Do not close the folder, you will soon use it again.

    Now it’s time to move your files into OneDrive!
  9. Open your browser and log in to your Office 365 with your Umu ID.
    Log in to Office 365
  10. Choose OneDrive to access your file area.

  11. Go back to the File explorer and the folder with the extracted files (see step 7).
  12. Inside the folder, select ctrl + A again.
  13. The last step is to drag your files to OneDrive. Move the mouse pointer to the selected files to drag and drop them.
    This can take some time depending on the amount of files you move. Have patience!
  14. Now your content has been moved to OneDrive and it’s time to empty the Box.
    Check the content you have moved to your OneDrive. If it looks to match the content of your box, proceed to the next step.
  15. In your file area in Box, use ctrl + A to select all your files. When the files are selected, select “Trash” in the upper right corner.
  16. The last step is to click “OK” when the system asks if you want to delete.
  17. Your files have now been removed from Box and moved to OneDrive.

Find out who you are sharing files with in Box

To find out which folders and files you have shared with others, look for two icons.

Icon for a shared folder:

Shared folder

Icon for a shared file:

Shared file

Find out who you have shared folders/files with

If you want to see who you have shared a folder with, select the shared folder. To the right you can see information about the members. You can choose to delete them, change permissions or just view who has access to the folder.

See who you are sharing with

You can also click on the “Share” icon. From here you can choose to share the file to more people but also click on to whom you share with, see red box. If you click on “Shared with”, you will come to a new view where all members are presented in a list.

Sharing withWho you are sharing with

 

 

 

 

 

 

 

 

Find out who you share a single file with

If you want to see who you share a single file with, do the same as above and select “Share” or click on Icon for shared file. Shared file

When you click on the icon, you will get a list of the people you have shared with and can also change or remove permissions for those you have shared the file with.

Remember!

  • Take the opportunity to clear your shared documents. If collaboration is no longer needed, you do not need to reshare the file from OneDrive.
  • When you download shared files / folders, only one copy of the file / folder is saved. The file you upload to OneDrive is not still shared.