Find, create, and delete team sites in SharePoint

This manual describes how to find, create and delete team sites in SharePoint. Note, if you have a Team in Microsoft Teams, you and your team members already have a team site in SharePoint. Team Site=Team

Find SharePoint teams sites

  1. Open your browser and go to the address www.o365.umu.se
  2. Find your way to the panel on the left with all applications. Click at the bottom More applications.
  3. Choose SharePoint
  4. In the menu on the left, click the globe (My Sites). In the list, you’ll see your Team sites.
    Find, create, and delete team sites in SharePoint - choose team site

Create Team site in SharePoint

  1. In the left upper-corner click on the house icon, and than click + Create Site.
    Create Team site in SharePoint - click create site
  2. There are two different types of websites you can create. If the purpose is to create a collaboration area for, for example, a workgroup or project, select Team Site.
    Create Team site in SharePoint - choose team site type
  3. Next, enter the name and description for the team site. Here you also choose whether the site should be private or public and at the bottom which language should be the primary.
  4. Please note that in a private group, you invite the people who will be involved in working on the site. In a public group, everyone at Umeå University can visit the document website. This means that all affiliates, employees and students can connect to public websites without invitation.
    Create Team site in SharePoint - write in name and decription of team site
  5. Invite members and add any additional owners to your team site. You also have the option to do this later.

  6. Your Team site is created.

Delete team site

  1. Go to the site you want to delete. Click the gear wheel in the right corner and select Site information.
    Delete team site - choose site information
  2. A dialog box on the right appears. Select Delete Site.
    Delete team site - choose delete site
  3. A security box appears warning that you are about to delete a SharePoint page. Check the box under “Yes, delete this group and all associated resources” and than click Delete. 
    Delete team site - confirmation box
  4. The SharePoint team site has now been deleted.

Move or copy files in SharePoint

In this manual, we decribe how to move and copy files within and between SharePoint websites. 

  1. Open the SharePoint website and select Documents in the left menu.
  2. Hover the pointer on the file/folder you want to move or copy to see a hidden menu.
  3. Select the three dots.
  4. Select Move to if you want to move the file to another place (the file will be deleted from existing place).
  5. Select Copy to if you want to move and copy the file to another place. (the file will remain on the existing place).
    Move or copy files in SharePoint
  6. A menu will open to the left of the screen, select where you want to move or copy the file/folder to and then click Move here.
    Move or copy files in SharePoint - select place

Upload files and folders in SharePoint

In this manual, we decribe how to upload files and folders in SharePoint document library. If you want to create a new document library see: Create a document library in SharePoint

  1. Open the SharePoint document library you want to upload files to.
  2. Select Upload.
  3. Select if you want to upload a file, folder, or template.
    upload files in sharepoint - upload - select files folder template
  4. Your File Explorer (Windows) or Finder (Apple) will open.
  5. Select a file or folder to upload.

Drag files to SharePoint

  1. Open a SharePoint document library you want to drag files to.
  2. Open your File Explorer (Windows) or Finder (Apple).
  3. Choose a file from your computer.
  4. Drag it from your File Explorer/Finder and drop it in SharePoint document library.
    drag and drop files in sharepoint

Create a document library in SharePoint

In this manual, we show how to create a document library in an existing SharePoint groupwebsite.

  1. Go to www.o365.umu.se and sign in with your Umu-ID.
  2. Select SharePoint in the left menu, if you cannot find it, select All applications and then SharePoint.
  3. Select the globe in the left menu to see your websites.
  4. Select the site where you want to create a document library.
    Create a document libearty in sharepoint - the globe - choose site
  5. Select New in the upper menu, and then select Document library.
    Create a document library in SharePoint - select document liberary
  6. A menu to the left of the screen will open.
  7. Enter a name and a description.
  8. Select Show in site navigation if you want the document library in the left menu of the site.
  9. When you are done, select Create.
    create document liberary name and decription
  10. If you chose to show the document library in the site navigation, you will see it in the left menu. Otherwise, you will find it by selecting Site content.
    Create a document library in SharePoint - new liberary show in menue or site contents

 

How to use Microsoft Lists

This manual describes the different uses for Microsoft Lists and how to create your lists.

Microsoft List is an app in Microsoft 365 that helps you sort your information and organize your work. In Lists you can see favorites, recently worked lists, search all your lists, create new lists, customize colors and icons for the lists titels as well as add comments.

Access Lists through Microsoft 365

You can get started with Microsoft 365, Microsoft Teams or SharePoint. When you’re signed in to office.com, click on the app window. If you can’t find Lists, you can search for Lists in the search-bar. Now you have access to Lists. You can see your existing lists and your favorites, select and uncheck, and create new lists.

Create a list

  1. Click +New List in the upper right corner of the screen.
  2. You can choose to start with a template, an Excel file or from scratch. If you start with a template you can choose among a lot of different ones. If you start with an excel file you can easily convert an existing file. And if you start from scratch, choose Blank list.
  3. If you clicked Blank list, you can write a title, describe what the list is for and select an appropriate color and icon.
  4. Under Save to, you can choose where you want to save the list. Select My lists to either keep the list private or just share it with a few people. To automatically save the list to a team or SharePoint-site, you can select it here and the list will then be saved in that team or site.
  5. Click Create when you’re done with the settings.

To create a new favorite list:

  1. Hold the mouse over the list.
  2. Click on the star in the right corner.

New item to list

Your list has been created and you want to fill the list with items.

  1. Go to the list you just created.
  2. Select a new item in the left corner to create an item for the list.
  3. Fill in the title of the issue (mandatory). You can formulate a problem description, choose to set a priority, assign a person or team, add images and so on. When you’re feeling done, click Save.

    Inside the list, you can get different views by clicking All items. Here you can filter problems grouped by the person that’s assigned, by priority or by date.

Assign content to attendees

How to create the content before you share it.

  1. Click Share in the meny for your list.
  2. Fill in the email adress or name of the ones you want to share the list with, and choose if they will be able to edit or just view.
  3. Choose if they should receive a notification about the sharing in the box Notify people.
  4. Click grant access to share the list.

Add rules

You can create rules for automating processes based on your list data to simplify your work. You can divide yourself of others when something changes in the list by creating a rule. You can choose to send an alert as e-mail to you or others when a column changes, or when a new item is created or deleted.

  1. Open your list.
  2. Click Automate on the right of your list.
  3. Click Create a rule.
  4. A new box opens with different options for rules. You can choose to have a notification sent to you or others when changing a column, when a column value changes, when a new object is created or when an abject is deleted. Click on the type of rule you want to create.
  5. Select a condition that triggers the rule and what action to perform in the rule. You will get different options depending on the type of rule you’ve chosen. For example you can customize the condition bu selecting a column, the value in the column, and who to notify. Click Create when done.

Templates

When you use templates in Lists, you get lists of predefined formats that you can customize to your work. To see what the templates till be used for and which headings/columns are in the template – click on one of the templates to create a new list.

Desciption of some of the templates:

  1. Issue tracker: With this template, you can follow up, manage and close cases. Set the priority and keep track of the progress of a case in the status column. Keep your team’s productivity going by sending notifications when they’re assigned cases.

2. Event itinerary: Gather all important event information in a single place for successful event planning. Track speaker names and email addresses, start and end times, room capacity, and more.

3. Employee onboarding: The checklist helps manage the onboarding of new employees and helps them succeed during their first few weeks at work. New employees can get tips on relevant contacts and resources.

Publish posts in multiple channels in Teams

Sometimes you might need to publish the same information in different channels in Teams. There is a solution that lets you write a post in one channel and publish it in multiple channels at once instead of publishing a post in one channel at a time. This way, you only need to go to one channel to edit the post if something needs to be changed or added.

  1. Go to the channel where you want to create the post.
  2. Select New conversation.
  3. Click on the formatting button. A field with settings for the post will then appear. Select Publish in multiple channels.
  4. A new field will appear and the channel you are currently in will be entered automatically. Click on Select channels.
  5. You will now see a list of your teams and can choose where you want to publish the post by checking the list. You can choose as many channels as you like as long as you’re a member and have permission to publish in that team.
  6. Select Update when you have chosen your channels.
  7. When you’ve clicked on Update, you will now see the channels in the list of recipients for the post. Once you have written your headline and your post, click on the arrow at the right bottom to publish.

Done! Your post is now published in the chosen channels. If you want to edit your post, the post in the other channel/channels will automatically change.

To edit your post:

  1. Place your pointer on the published post and click on the three dots that appear in the upper right corner.
  2. Select Edit.

 

Add a team to a SharePoint site

In this manual we describe how to add a team to your SharePoint site.

  1. Go to the homepage of the SharePoint site and select Add Microsoft Teams in the lower left corner.
  2. Select Continue.
  3. Decide if you want to add some pages (for instance a document library or the home page) as tabs in the team now or if you want to do this later on. Then select Add Teams.
  4. When Teams is connected you will find a shortcut to the team in the menu to the left. Click on it or open Teams through your desktop or the web app.
  5. Done! Now you have a team that is connected to your existing SharePoint site.

Frequently asked questions about Forms

How do I find Microsoft Forms?

  1. To access Forms go to www.o365.umu.se.
  2. Sign in with your Umu-ID.
  3. Select Forms in the left menu. If you cannot find it there, select All applications and then Forms.

What is the difference between a form, quiz, and poll?

A form is a traditional survey where you collect data on people’s opinions and experiences.

A quiz reminds of a survey but allows you to choose right or wrong answers for the questions.

A poll consists of shorter questions that can be used before, during or after a Teams meeting (Link to “Make a planned poll in a Teams meeting” & “Make a spontaneous poll in a Teams meeting”) or in a channel in Teams (Link to “Make a poll in a channel in Teams”).

What is a group form?

A groupform is when a form is created within an already existing group (team) and is handled in the same way as if it was your own forms portal. This provides the possibility of easy editing and work within a group.

What is preview?

The purpose of a preview is to see what your form/quiz looks like before you share it. When previewing the form, you can try to fill it out to make sure it looks and works the way you want.

See manual: Preview and share a form

What is branching and how can I use it?

With branching you can add a subsequent dependency on the previous answer. If you were to branch question 1 in your form to question 3, it would mean that the respondents who answered question 1 would be moved to question 3. Question 2 will in turn be skipped.

You can add branching to all questions, but also to sections or options in a question.

What is a section?

Sections are used to group your questions in categories or themes such as work environment, equality, and safety. Sections are useful when you are creating a large form with many questions.

What questions can I use in a form or quiz?

There are 8 different types of questions:

  1. Choice is used to give the respondents predetermined answer options. You can use it for a yes or no question but also add over 100 options.
  2. Text is used to let respondents write an answer to the question.
  3. Rating is used to let respondents rate a statement. You can choose levels from 1-10.
  4. Date is used to let the respondents answer the question by choosing a date.
  5. Ranking is used to let the respondents evaluate answer options against each other and rank them in the order they want.
  6. Likert is used to measure attitudes and opinions from a predetermined scale.
  7. File upload is used to let the responded answer the question by uploading a file. The files will be gathered in a folder in your OneDrive. The accepted file types are Word, Excel, PPT, PDF, video, and audio.
  8. Net Promoter Score is an index that ranges from 1-10. It is most often used as a standard proxy by organizations to measure customers’ willingness to recommend their products or services to other. (Similar to rating).

See how to create questions in a form (survey) here: Create questions for a form in Forms

See how to create questions in a quiz/test here: Create questions for a quiz in Forms

Can I share a file in a question?

No, you can only share an image or a video. However, you can create question where the respondents upload a file to answer the question.

See how to create questions in a form (survey) here: Create questions for a form in Forms

See how to create questions in a quiz/test here: Create questions for a quiz in Forms

Can I share a form with a colleague?

Yes, you can share a form to collaborate on and as a template (copy).

See how to share a form to collaborate here: Share a form or quiz to collaborate in Forms

See how to share a form as a template here: Share a form as a template in Forms

Can my forms be answered in multiple languages?

Yes. By using the function multilingual, you can add multiple languages to allow the respondents to choose what language they want to read and answer your form in. However, you must translate the form on your own.

To translate the form, select the three dots in the main men and then multilingual. Add a language and then select the pencil to translate the form.

Can I copy an existing form?

Yes, you can copy an existing form.

See how to copy a form here: Copy, delete or move a form or quiz in Forms

You can also share the form as a template (with yourself and others). In that way, you copy the form as a template and can continue working with a new version.

See how to share a form as a template here: Share a form as a template in Forms

Can I delete a form?

Yes, you can delete a form. Select all my forms and place the pointer on the form you want to delete. Select the three dots and then delete.

See how to delete a form here: Copy, delete or move a form or quiz in Forms

Can I restore a form?

Yes, you can restore a form you have deleted. Select all my forms and then deleted forms. Place the pointer on the form you want to restore, select the three dots, and then restore.

See full decription on how to restore a form here: Copy, delete or move a form or quiz in Forms

Can I move a form?

Yes, you can move forms to different Teams or SharePoint sites. Place the pointer on the form you want to move, select the three dots, and then move. You will then see a list where you can choose where to move your team.

See full decription on how to move a form here: Copy, delete or move a form or quiz in Forms

Can someone outside of Umeå University fill out my form?

Yes, you can share your form with anyone. They do not need a Microsoft account or an Umu-ID. To share your form with anyone, go to settings and select Anyone can respond.

See full decription of forms settings here: Adjust setting in Forms

Can I change the color of my form?

Yes, you can change color on or add a theme to your form. You can also upload an image. Go to the form you want to change color on. Klick on theme in the main menu between the share buttom.

Can I use Forms for a course evaluation?

Yes, Forms is an excellent tool for creating course evaluations. Here are some benefits of using Forms:

Can I delete a question from my form?

Yes, you can delete a question by selecting the trash can. This option can be found on each question.

Can I copy a question?

Yes, you can copy a question by selecting this the copy icon between the trash can. This option can be found on each question.

Can I create mathematical questions?

Yes, you can create mathematical questions in a quiz.

  1. Create a quiz and select either the question type choice or text.
  2. Select the three dots.
  3. Then select Math.

Can I disable my form?

Yes, there are two ways to disable a form.

You can set up a start and end date to your form. This is done by selecting the three dots in the main menu. Select settings and then start date and end date.

You can end the form manually by opening settings and unchecking the box Accept answers. There you can also write a message that will be shown to those who try to open the form when it has ended.

See full decription here: Adjust setting in Forms

Add permission to external guests in SharePoint

In this manual we describe how to invite external users from other organizations to a SharePoint site.

If you already have a team connected to your Sharepoint site, you can invite a member to a team or channel.
If you don’t have a team connected to your SharePoint site, you can add a team to your SharePoint site.

  1.  Go to the homepage of the SharePoint site and select the settings icon in the upper right corner. Then select Site permission.
  2. Select Advanced permissions settings.
  3. You have now accessed the advanced permission interface. Here you can add external users from other organizations by selecting Grant permissions. Keep in mind that the external user will be able to access the entire SharePoint site.
  4. Enter the external users email address. You can also enter multiple email addresses.
  5. Select Share. The people you have invited will now receive an email with the link to the SharePoint site.

Review results in Forms

In this manual we show how to review results in Forms. We also show the difference between reviewing results from a form (survey) and questionnaire (test, quiz).

Review results from a Form (survey)

  1. Enter your Forms portal and select the form you want to view the results from.
  2. Select the Responses tab.
    review results in form - responses tab
  3. Select the three dots to delete all responses, print a summary, or create a summary link.
  4. Select Open in Excel to see the results in Excel. The questions will become columns and the responses will become rows.
    • Note that if you change anything in Excel, it will not change in Forms.
  5. Select View results to see each respondents’ answers.
    review results in forms - responses tab decriptions
  6. Select the arrows to view another respondent’s answers.
  7. Select the three dots and then Delete response to delete the respondents answers or Print response to print them out.
  8. Select Back to return to the responses tab.
    reveiw results from a form - reveiw tab decription
  9. There you can see all questions and a summary of the answers. Select More details below each question to see a list of all the answers to that specific question.
    review results from a form - more details
  10. The list shows the respondents ID, name and response. review results from a form - more details - specific question

Review results from a qestionnaire (test, quiz)

Here we will show the differences between reviewing a questionnaire and a form (survey).

  1. Click three dots to delete all answers, print a summary or create a summary link.
  2. Click Excel Icon to open results in Excel
    • In Excel, each question will become a column and each answer will be a row.
    • The columns show start / end times, names, questions and answers.
    • NOTE! If you change something in Excel, it is not reflected in Forms.
  3. Click Review Answers to review each person’s answers individually. (go to heading review answers)
  4. Click Post scores to select which results you want to publish. (go to the heading post scores).
    review results from a questionnare (test, quiz)
  5. Scroll down in the answer file to see all the questions and answers, in a graphical layout.
  6. Click on the link more details on each question, to see each person’s answers.
    review results in a questionnare - answer file
  7. A list of all participants’ answers to the selected question appears.
    review results from a questionnare - more details

Review results

  1. Click on questions to change the review mode from questions instead of person.
  2. Click on the arrows to change the person/question you want to check results on.
  3. Click on the chat bubble with question marks to give feedback (maximum 1000 characters) on the selected person/question.
  4. Click on the three dots and delete or print answers or publish results on the selected person / question answer.
  5. Click Back to return to the answer file.
    review results in a questionnare - induividual review

Post scores

You can only publish results if you have created a questionnaire (test, quiz).

  1. Select which person’s answer you want to publish by clicking in the checkbox.
  2. Click on preview to review the response you will send to that specific person.
  3. Click Publish scores to send the results to the person. Note: If you publish scores, respondents can view test feedback and results. The respondents can display the result with the same link that they use to start the test.
  4. Click Back to return to the answer file.
    Review results questionnare - grading