Version history for files in Microsoft 365

In this manual, we’ll go through where to find version history of your documents in OneDrive, Teams, and SharePoint. Version history can save up to 500 versions of a document, and a new version is created each time you make a change to the document. Below is a description of how to do this and where to find the feature.

Open a file that you’ve saved in Microsoft 365. It can be a Word-document, PowerPoint, or Excel.

  1. Click at the top of the document where the title of the file appears.
    Image showing where to find the version history
  2. In the box that appears, click at the bottom on Version history.
    Image showing where ti find the version history
  3. You will now see a box on the right with a list of previous versions of a document. Click on Open version to see a previous version.
    Image showing how to open a previous version of a document
  4. Now you will get a new window where you can see what the document looked like before. Here you can choose to Compare with the current version or to Restore the documents to this previous version. If you do, a new version of the document will be created. If you don’t want to restore or compare, close the document.
    Image showing how to compare or revert the document

Delete or move files from your OneDrive

Sign in to OneDrive via the browser

  1. Go to m365.umu.se and log in to your account (umuid@ad.umu.se for employees and umu-id@student.umu.se for students)
  2. Go to OneDrive via the menu at the top left.
  3. Under your name to the left, clik on My files.
  4. In this view, you see your files that you have saved in your OneDrive.

Delete files in OneDrive

In “My Files” you can select the files and folders you want to delete, and then click Delete. If you do not want to delete the entire folder, you can click into the folder and select files there that you want to delete.

Empty recycle bin

Your deleted files and folders go to the OneDrive recycle bin.

First, select Recycle bin in the OneDrive left side navigation. To permanently delete files select delete in the top navigation.

Move files in your OneDrive

In the My Files view, you can select the files and folders you want to move, and then click Move To.

A window opens where in the middle under My files you can move the selected files to one of your existing folders. On the menu to the left, you can move the selected files to a team or Sharepoint. Select destination and click on Move.

Umu card

Here you can find information about the multifunction card at Umeå University, the Umu card.

Clear the Teams client cache

If you’re experiencing issues that affect Microsoft Teams, clearing the cache on your device may help.

How to use Copilot Chat

The chat is available to all employees of the university and to those affiliated with an A5 license.

  1. Open your browser and go to copilot.microsoft.com
  2.  If you are not already logged in, log in with your Umu ID
  3. Click on Log in in the menu at the top
  4. Select “Log in with work or school account”
  5. Log in with umu-id@ad.umu.se and your password.

How to use a template in the graphic design tool

This page provides information on how to use templates in the graphic design tool. This example uses the A4 sheet template, “A4-blad”.

General settings

  1. Choose the A4-blad template under document templates on the start page of the graphic design tool.
  2. Once you have opened the template, you will find a form on the left-hand side next to the preview pane.
    1. Under “Layout”, you can choose to use a colour plate or an image.
      Layout
    2. “Document language” means that you choose what language setting the document should have. Based upon your choice, the logo will switch between English or Swedish. If you choose “Swedish”, you can select the Ume Sami logo.
  3. By clicking “Colour plate”, you can choose the colour of the headline background and fact box.
  4. As background colour, you can choose between the paper colour or the University’s light beige colour.
  5. If you wish to have a double-sided A4, select “2 pages”.
    2 pages – Grafiskt mallverktyg

Select image

If you have chosen an image layout, the image settings will appear next. Find more details on selecting an image.

  1. Click the box under “Image” to select an image. You can choose to search for an image in the University’s image database, Mediabanken, or download your own image. Always check that you have the right to use the image. Go to Mediabanken to find information about right to use. Search for the image’s ID number in Mediabanken if you know what image you wish to use.
  2. To select which part of the image should be visible, use the grid under “Position”. You can also zoom in on the image and alter the height of the image.
  3. Always give credit to the photographer or illustrator under “Author”.

Add text

  1. Next up is adding text in the text boxes. The text boxes allow you to:
    1. emphasise text using bold or italics;
    2. create ordered and unordered lists;
    3. use subheadings.
  2. This template (A4-blad) also allows you to alter the size of the heading.
  3. If you add content under “Fact box”, a fact box will appear on the page. You can select the positioning of the fact box in relation to the main text through the grid. The border colour of the fact box is determined by the colour set under “Colour plate” at the top of the form.

Further settings

  1. The next part of the form is intended to be used to present lecturers, authors or similar. You can add an image in a circle accompanied by a headline and a short text.
  2. Click “QR code” if you wish to use a QR code to guide viewers to further reading, or to a registration page for an event, for instance. Paste a functioning web address in the field “Generate QR code, enter web address”. Write a descriptive text of where the link in the QR code leads to.

Download, print or order press

  1. Save the page by clicking “Save” and choose Umeå University. Name the document so you know which one it is. Specifying the template format in the name could be a good idea. Click “Close”.
  2. Once you have closed the document, you will access the document properties. From this page, you can choose to further edit the document or take other actions.
  3. Under “Download”, you can choose between three options. All options generate a PDF, but with varying properties. Learn more about downloading and printing a document.
  4. “For press” generates a PDF with crop marks that is larger than the final format. This is a good choice if you are sending your PDF to a printing office.
  5. “For print” generates a high-resolution PDF to be printed on your own printer. This provides that any images added to the document are in high-resolution formats.
  6. “For screen” generates a low-resolution PDF for digital use. If you plan to upload the file to a web page, you must first make the document accessible.
  7. Add the document to the media basket if you want to order professional printing.
  8. Under “More”, you can do the following:
    1. “Send proof” means that you will send a link to a PDF copy of the document.
    2. “Send document by email” means you send a PDF via email. You can choose which PDF version to send – for press, for print or for screen.
    3. “View document history” allows you to see when the document was saved, downloaded or sent.
    4. “Save copy” allows you to produce a similar document but with slight modification. You are asked to choose a new name.
    5. “Delete document” removes the document.

See a video of the content presented above

English subtitles can be enabled under CC in the bottom-right corner. Although the tool interface is Swedish in the film, the tool can be set to English under My user account.

How to download and print using the graphic design tool

When you have finalised a document by filling one of the document templates with content, you must save and close the document. This will take you to the properties view from which you can: continue to edit, preview, download, order print, share documents, among other things.

To print a document, you can choose to preview and print straight from the tab that pops up in your web browser. Or you can choose to download a PDF. There are three different types of PDFs to download that all have different characteristics:

  1. “For press” generates a PDF with crop marks that is larger than the final format. This is a good choice if you are sending your PDF to a printing office.
  2. “For print” generates a high-resolution PDF to be printed on your own printer. This provides that any images added to the document are high-resolution images.
  3. “For screen” generates a low-resolution PDF for digital use.  If you plan to upload the file to a web page, you must first make the document accessible.

Download a PDF – Grafiskt mallverktyg

Graphic design tool – introduction

The graphic design tool has been developed to simplify for staff to produce products for print and press with the help of templates following Umeå University’s visual identity. This page provides an overview of the functionalities available in the tool.

You can choose to learn more by watching the video or by reading the text below.

Introductory video

English subtitles can be enabled under CC in the bottom-right corner. Although the tool interface is Swedish in the film, the tool can be set to English under My user account.

 

Logging in

To use the graphic design tool, you need to log in using your Umu-id.

  1. Go to the login page for the graphic design tool.
  2. Click Log in.
    Grafiskt mallverktyg -log in

Start page

On the start page, you will find a search field where you can search among templates or documents. You can also see your recently edited documents and available document templates.

Start page – grafiskt mallverktyg

Under the icon “My user account” in the top-right corner, you can:

  • change your account details;
  • set up and manage user groups;
  • overview your orders;
  • set system language; and
  • log out.

The checkout icon is your media basket, which contains all documents you have added. Press the icon to proceed with placing an order.

 

Insert an image in the graphic design tool

Settings may differ slightly between the different templates in the tool.

The form for the document template looks like this:

Document template for images.

  1. Click the empty white box to select image and the following field will pop up:
    Image field
  2. Under “Search”, you can search and select an image from the University’s image database, Mediabanken. The easiest way to search among available images is to go to Mediabanken, find the ID number and paste it in the graphic design tool search field.  Always check that you have the right to use the image. You can also choose to upload your own image.
  3. After selecting an image, there are some settings you can make.
    Image settings

    • “Position” determines what part of the image is shown. Try your way forward.
    • “Zoom” allows you to zoom in and out of the image within the available area.
    • “Height” is available in some templates and allows you to alter the height of the image.
    • In the field labelled “Author”, you must specify the photographer or illustrator of the photo or illustration.