Starta a meeting in Zoom and invite members via a link

This guide describes how to starta meeting in Zoom, as well as inviting people to join it via a link.

Logging in

Surf to http://zoom.umu.se/

Click on Host – Start a meeting

Log in with your UmuId

Scenario 1 – Zooms client program is not installed on your computer

If Zoom is not installed on your computer, your web browser will automatically start downloading the program Zoom Launcher.

Installing Zoom

Click on the link and follow the instructions how to install Zoom on your computer.

Install Zoom on Windows

Install Zoom on Mac OS

Scenario 2 – Zooms client program is installed on your computer

If Zoom is already installed on your computer, the web browser will ask you if you “allow” Zoom to open.

Click on Open Link or Allow

 

 

 

 

 

 

Zoom opens.

 

 

 

 

 

 

 

 

 

Click on Join Audio Conference by Computer/Join with Computer Audio to use the web camera and/or sound from your computer

Now click on  Invite to open the dialog window with all choices that come with your meeting room

There are different ways you can send a meeting invitation.

Click on Copy URL to copy the link and later send it via email, a teaching platform, Internal message, or some other way.

Click on Default Email for a normal email message with information on how a compatible computer can enter your Zoom room.

Inviting members to a team or channel in Teams

Note!  It is possible to invite both internatl and external members at the same time.

Inviting an internal member

  1. Find the team that members will be invited to.
  2. Choose the 3 dots to the right of the Team name and then choose  Add member.
  3. Search for and choose the persons name from the list and then click on Add.  If you wish to add more than one member at the same time, just keep typing in the names.
  4. When you have chosen your members you must give them rights and permissions.  Click on them individually and choose : Owner or Member.

Inviting external members

There are two ways in which to invite external members.  Alternative 1 is preferable.

Alternative 1:

  1. Choose the 3 dots to the right of the Team name and then choose  Add member.
  2. Choose ”Add member” .  Write in the persons email address in the window and then choose  Add.  The person will automatically be added as a ”Guest”. There is NO other option. 

Alternative 2:

  1. Choose the 3 dots to the right of the Team name.
  2. Choose ”Get link to team” > Send to the external person.

 

Read more on the different types of permissions in Teams

Creating a channel in Teams

  1. Go in to the team you wish to create a channel in.
  2. Choose the 3 dots to the right of the name > Add channel
    Note that your Teams can look different, especially in colour and layout


  3. Choose a name and description for your channel.   You can also choose if the channel should be available to all team members or only a few.


  4. Click on “Add”.  you have now successfully added a channel to your team.

Office 365 for staff FAQ

How do I login to Office 365?

Surf to o365.umu.se and login with your UmU-id and password. 

What is Office 365?

Office 365 is Microsofts name for their “cloud” services.  It is a collection of programs that exists “in the cloud” and is not installed on your computer.  It is located on a server on the internet only.

Instead of installing Word, Excel etc. on your computer, it is installed on a server on the internet.  You can use them via your web browser from anywhere as long as you login.  For programs installed on your computer, Microsoft uses the termination called “desktop app”.  All Office 365 services and programs have the same name and functionality as their corresponding desktop applications, but the desktop apps may have more features.

Funktions in  Office 365

Can I come in to Office 365 via my telephone and tablet?

Yes, you can login to Office 365 via your web browser in your mobile phone or tablet.  You can also download that apps via PlayStore or AppStore directly to your phone or tablet.

Mobile phone apps for Office 365

Where do I save my documents?

You can save your documents in OneDrive.  You can upload them and save them into folders.  As a staff member you have 1 TB of personal space.

Save files in OneDrive

Is there anything I cannot save in Office 365?

You are not allowed to save any files that contain senstive personal or confidential information in OneDrive.  This includes, for example, health information, addresses, tenders and procurements, information on a persons ethnic origin, political opinion or sexual orientation.

More on personal information

Can I save research data in Office 365?

No, you may not save sensitive or confidential information.  If your research material is of high security it should not be stored in Office 365.

Umeå University offers a service for storing files that require high security.

If in doubt, start by doing an information classification on your material before deciding where to store it.

Lagring av filer med högt skyddsvärde

If you have questions regarding information security and data contact ITS. IT-security via Servicedesk.

Can I use Teams with people outside the University?

You can share teams with external persons.  They will be invited in a Guests in Teams.  Anyone who has an email account (example, Outlook, Gmail or similar, can be invited as a guest in Teams.


Adding a guest in Teams, Office 365

Can I access my Teams files via a computer instead of via a browser?

Yes, you can choose to synchronize your teams files to your OneDrive.  That way you can access and work with your teams files directly from explorer, whether or not you have internet. When your computer has an internet connection, files will automatically synchronize up to the cloud without your having to do anything.

Här finns hjälp med hur du bland annat kan synkronisera dina filer.  

Help for OneDrive, Office 365

Should I choose Teams or Sharepoint?

Depends on what you want to use them for.  If your focus is on discussion, communication and collaboration with documents, then Teams is a better alternative.

If you want more complex solutions with different permissions on your documents and files, different types of lists and workflows, then Sharepoint is a better alternative for you.


Is it a teaching platform?

No. Teams, Sharepoint and other parts of  Office 365 are not teaching platforms 

Tips for a good working “Team”

Create a good base structure

  • What is the main reason for the team? 
  • What does the group need? 
  • Which channels will you have?  ….to start with and why?

Choosing the correct rights and permissions

  • Decide which rights and permissions each member will have with regards to channels, messages and tabs.
  • Always create at least two (2) “owners” of a team.

 Create a new channel if you need to, but understand why you are creating a channel and do you really need it?

  • Discuss the proposal with members of your team.
  • Create a clear and meaningful name.
  • Describe the channel and what it shall be used for. 

Communicate clearly within the team

  • Use titles that have a clear meaning to make it easier to understand what they are about 
  • Use the @ to to notify a specific person.  Otherwise the whole team will get the notification of your post. 
  • To answer a post click on “Answer” so that you do not start a whole new conversation.  This way all the threads hang together as well.


    Click on the A at the bottom of the screen if you wish to change formatting of your post.

Moving Common Files

  • Create a folder for respective files 
  • Upload shared files to the team and remove them from your existing folders so you don’t have multiple documents in multiple places
  • Decide together that from a certain date ALL files will be put into Teams and nowhere else (to prevent multiple copies of documents)
  • If you work a lot with specific files, synchronize your teams files in explorer. That way you can directly access them from your computer.

Create a “team” in Teams

  1. Open Teams.  You will find Teams as an app in your computer, or via att log in to Office 365 in your web browser.   Log in with your Umu-id. 
    Log in to Office 365
  2.  In the menu choose  ”Teams
  3. From the menu on the left hand side choose “Teams”
  4. To Join a team or create a team click on  Join or create team (Top right hand corner)
    Note that your teams can look a little different in colour and theme

  5. There are four different types of themes.  If the goal is to create a workplace for a workgroup or project you can choose “Other”.
    More information on the types of Teams

  6. Once you have chosen your team type it is time to give your team a Name and a Description (you can change either or both afterwards).  You can also choose if your new Team will be a Private team or a Public team.   This team will be the center for your collaboration.  In every team you can later create different channels for more detailed work.

    Creating a channel in Teams (swedish)

  7. The last step in creating your team is to invite members.  In the box you can write in the name of the person or people from within your organisation (one at a time).  Once you have your list click on “Add”.   You can then decide the rights and permissions for each member.  owner or Private.

    More on rights and permissions   If you choose to invite external members to your team you must type in their email address.  They will then receive an invitation with which they can join as a guest.


  8. Your team is now ready for you to work in.

Download Matlab

  1. To download Matlab, login to your account at the MathWorks webpage http://se.mathworks.com
  2. Go to ‘My Account’
  3.  Go to ‘Download Products’
  4.  Choose the main option (Newest version)
  5. Select your platform
  6. Save the installer (for example matlab_R2015a_win64.exe)
  7. Run installer, Follow installation instructions
  8. When prompted to login, login with your MathWorks account

Create an account MathWorks

  1. Go to MathWorks homepage http://se.mathworks.com
  2. Create an account using your umu.se email address
  3. MathWorks will send you a verification email, click the link in the email to verify
  4. When you have clicked the email link you will be taken to a registration page at the MathWorks homepage. Fill in your details (UserID is optional and not nessecary for UmU).
    Activation Key: 17012-57809-58605-43730-43770

AdobeCC Login

The new AdobeCC programs will require login.

1. When the message pops up asking for you to log in click on Sign in with an Enterprise ID and write your Umu-id@umu.se (for example abcd0002@umu.se).

2. Choose Enterprise ID if the following screen appears.

3. Choose Umeå universitet

4. Sign in with you Umu-id

5. You are now logged in

  • If the above login does not work contact your License Manager at you institution or Servicedesk via servicedesk.its.umu.se and create a ticket.

What is DIP?

DataInsamlingsPlatform/DataCollectionPlatform (DIP) is a service/platform for users who have large amounts of information and/or have high IT security requirements.

DataCollectionPlatform helps users who need to collect, process, analyze and store/archive information.

This service includes:

  • Ability to collect information via web and/or mobile, csv files and survey tools
  • User can use, for example, PowerBI, SPSS or Excel for processing and analysis of data
  • When the collection and analysis is complete, users have the opportunity to export information
  • 15 simultaneous data sets regardless of collection method
  • 1 GB of storage
  • Network perimeter protection such as external perimeter, and logical separation between application and database layers as well as between production and verification environments
  • Traffic between connecting clients and application is encrypted via SSL (https)
  • Multifactor authentication for security
  • Built-in privilege roles with read, write and administrative rights
  • Support for classification and privilege allocation at attribute level within stored data
  • Backup with RPO (Restore Point Objective) 24 hours
  • Explicit logging of administrative accesses

If you require more detailed information you can read on our Aurora site: (in Swedish):
https://projekt.aurora.umu.se/projekt/fordjupning-it/Sidor/Datainsamlingsplattform.aspx

If you have questions or would like more information about DataCollectionPlatform, contact Servicedesk (www.servicedesk.its.umu.se)