Frequently asked questions about Teams

Meetings in Teams

Will Skype be phased out?

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

At this time, it is only possible to use Teams for calls within the University. If you need to call someone outside of the university, use Skype until further notice.

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.

Raising your hand during a Teams 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 mute participants’ microphones, invite more or remove participants during an ongoing meeting. You can also choose whether participants should have the opportunity to activate their microphone during the meeting and whether the chat should be available.

Can I set up a lobby for Teams meetings?

Yes. You can choose to exclude all, external or none at all. You as the creator of the meeting will always be able to join the meeting.

Change participant settings for a Teams meeting

Is it possible to divide the meeting into breakout rooms?

Yes, it is possible to divide the meeting into smaller groups (breakout rooms). Only the creator of the meeting can create breakout rooms.

Can I invite an entire team to a meeting?

Yes, if you book the meeting via Teams, you can add the meeting to a channel in a team. The meeting will be published in the channel and everyone in the team will receive an invitation via email to their Outlook.

Schedule a meeting in Teams

Can I record a meeting?

Yes, if you click on the three dots in a meeting, you can choose to record it. It is important that you always inform the participants beforehand so that they can decide whether it is okay to be recorded or not. All participants in the meeting will get a popup telling them that the meeting is being recorded.

Record a meeting in Teams

Team

How much storage is there in a team?

In a team there is 1 TB of storage space.

What is the difference between a private and a public team?

There are some differences between having a private and a public team.

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

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 can then join 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.

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.

Create a private channel

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.

Manage team settings and permissions in Teams

When I create a team, what type should I use?

Of the four options provided (Class, PLC, Personal, Other), the last type “Other” is to be used. This is without formatting and gives you the opportunity to build your team completely according to your needs.

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.

Adding members and changing ownership in Teams

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.

Delete and restore files in Teams

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.

Add guests to your team

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.

Manage team settings and permissions in Teams

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.

View previous versions of a document

Can I move posts between different teams or channels?

No, unfortunately it is not possible to move posts between different teams or channels.

Chat

Can I have a chat with several people?

Yes, it is possible to create a chat with several people. Enter the names one after another when starting a new chat. You can also invite more people to an existing chat by clicking on the plus icon in the top right corner.

Start a chat in Teams

Can I delete a chat?

No, you can not delete an entire chat. You can however delete your own instant messages, but only one at a time. To delete a message, click on the three dots on your message and then click on Delete.

Can I leave a chat?

Yes, you can choose to exit a chat by clicking on the three dots that appear if you move the mouse pointer to the chat name and then click Leave.

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

Change primary e-mail for you who are a student

As Umeå University has switched to the new Ladok, it may be that the e-mail address you have used for your studies here is no longer the same as in Ladok. This may affect the ability to receive notifications from Cambro or Moodle. Therefore, you need to log in and check your email address.

Step 1

Go to https://www.student.ladok.se/student/loggain and click the Access through your institution button

Step 2

Type Umu in the Search field and Umea University is going to show up as below, click on the result.

Step 3

You will be redirected to the Umeå University login page.
Login with you UMU-id and Password

Step 4

Click on My pages in the menu to the right.

Step 5

Click on the Change contact details button.

Step 6

Add your private/personal e-mail address to the field E-mail (1) and click Save (2).

After you’ve done this it can take up to 15 min before all systems has been updated with you new e-mail address.

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.

Install eduroam for Windows 10 manually

This guide helps you to manually install the certificates needed to connect to eduroam on Windows 10.

Creating and installing eduroam certificates

1. Logon with your UmU-ID at https://www.eduroam.umu.se, click on Create certificate.

2. Add information (as in your name or computer name) about the certificate and click on Create certificate.

3. Copy the password and download the personal and root certificate.

4. Browse to the downloaded files and open UMU-CAROOT-CA2.cer.

5. Choose Local computer and click on Next.

6. Choose Place all.. and click on Browse.., choose Trusted rootcert.. and click OK. The dialogue window closes and then click Next.

7. Click Yes to install the certificate.

8. Open your personal certificate. (with suffix .pfx)

9. Choose Current User and click on Next.

10. Click Next until your asked to enter a password, paste the password from step 3 and click Next.

11. Click Next and then Done.

Configure Windows 10 to connect using the certificate

Search for available networks and choose eduroam, click on Connect using certificate.

Install eduroam on Chromebook manually

How to configure eduroam certificates on Chromebook

  1. 1. Logon to https://www.eduroam.umu.se with your Umu-id.
    If you’re not connected to internet, you might have connect through UmU-Wlan first (logon with a browser).
  2. Click on Skapa certifikat.
  3. Copy the password in the box and click on Ladda ner personligt certifikat and Ladda ner root-certifikat.
  4. When downloading the root-certificate (UMU-CAROOT-CA) you don’t have check the boxes.
  5. In Chromes address field, type chrome://settings/certificates, choose the tab Authorities. Click on Import
  6. Go to Downloads, import the file UMU-CAROOT-CA2. You might have to view All files to be able to select it.
  7. Go to Your certificates, choose Import and bind to device your ”Umu-id” certificate, then paste the password you copied in step 3.

Configure your Chromebook to use the certficate

  1. Open Chrome again and go to chrome://settings. Under Network expand Add connection and choose Add Wi-Fi.
  2. Configure Wi-Fi settings
  • SSID eduroam
  • Choose TLS or EAP-TLS as EAP method  (depends on version)
  • Choose none as Phase 2 authentication (if available)
  • Server CA-certifikat UMU-CAROOT-CA
  • Användarcertifikat UMU-CA0003-CA
  • Identity Umu-id@ad.umu.se (ex. “abcd0001@ad.umu.se”)
  • Check Save identity and password
  • Click on Connect

How do I add voicemail to Skype for Business (Windows)

To use voicemail, you need to set up Skype for Business
1. Go to Tools and Call forwarding Settings.

 

2. Click on the blue text (No voice mail…)

 

3. Click on the words (No voicemail, Calls will continuously ring for 30 seconds) and choose New number or Contact Inget och välj Nytt nummer… Choose the phone number or name you wish to voice mail to.   Remember to choose 30 seconds before redirecting also and make sure it says “All the time”

 

It should look like this:

 

Listen to your voicemail

Call the voice mail by typing “Röstbrevlåda” in the contact field.  You will be given instructions on how to listen to the mailbox and how to change code and more.  If you have received a voice message in your voicemail, you will receive an email.

Voicemail with Telia (standalone mobile telephone)

These instructions apply to those who have a standalone mobile telephone with Telia, and DO NOT use Skype for telephony (therefore do not have a landline number (090-).

To access the voicemail menu, dial the number 989 on your mobile phone.  Then navigate as shown below.