Frequently asked questions about Teams

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Meetings in Teams

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 automatically end when the meeting goes over time?

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 Whiteboard during a Teams meeting?

Yes, you can use Whiteboard during a Teams meeting. To start a whiteboard, click the share screen button. Once you click there, you can select Whiteboard.

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

Frequently asked questions about Whiteboard

Can I moderate a meeting in Teams?

Yes, you can choose to mute participants’ microphones, invite more participants 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 booker 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.

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

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 allows you to communicate with individual colleagues or groups in text and conversation.

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 Microsoft 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, this is not possible at present. 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 (m365.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 Microsoft 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?

Yes, you can delete a chat, it will be permanently deleted for you, but not for the person you are chatting with. 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.

Installing “My Backup” (Crashplan) for MacOS

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This manual helps MacOS users to install and log in to the cloud-based service “My Backup” (Crashplan)

 

Before starting, you need to check whether an old version of the program is installed on your computer (the old version is called Code42, version 7 or 8). If you have an old version of the program, it must be uninstalled before you can proceed. The easiest way to do this is to use the Code42 Uninstall program, which you can find by searching in Self Service.

 

1. You are now ready to proceed. You do this by first going to the address https://console.eu5.cpg.crashplan.com/ and logging in with Umu-id@umu.se

2. Then select Administration – Download. Next, click on the symbol in the list that corresponds to the operating system on your computer. The file for the “My Backup” (Crashplan) program will then be downloaded.

3. Open the downloaded file and choose to install “My Backup” (Code42 CrashPlan).

———————————————–

a. Open System Preferences
b. Select Security & 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 “+”

———————————————–

  1. Once installation is complete, start My Backup (CrashPlan)and enter Umu-id@umu.se and the server address clients.eu5.cpg.crashplan.com:4287.

  1. Log in with your Umu-id
  2. Click on Manage Files to proceed to select which files you want to back up. The default is just “My Documents”.

For more help, contact the Servicedesk

 

Change primary e-mail for you who are a student

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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 Canvas, Cambro or Moodle. Therefore, you need to log in and check your email address.

There are two ways.

Option 1

Go to https://www.umu.se/en/student/my-settings/ Requires login with Umu ID.

Option 2

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.

Instructions for an online defence of doctoral thesis

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Instructions for an online defence of doctoral thesis (PDF)

These instructions concerns Triple Helix and Aula Biologica.

Preparations for an online defence of doctoral thesis

Select an alternative host

Make sure there is a person on site during your online defence who can moderate and administer the meeting. Selecting an alternative host is a way to make sure that the online defence of your doctoral thesis can be carried out with fewer disruptions. The alternative host can, for example, moderate the chat, turn off the microphone and camera of participants or remove disturbing participants.

Decide which online service to use

In Triple Helix, you have three online services available that are suitable for online defences of doctoral theses: Zoom, Teams and Starleaf. In the list below you can see an overview of the different services.

Functionality in Zoom and Teams

Zoom Teams
Hold an audio and video meeting x x
Chat x x
Show a presentation/share a screen x x
Share documents during a meeting x x
Manage participants during an ongoing meeting x x
Allow active participation x x
Record meeting x x
Control who accesses the meeting x x
Maximum number of participants 500 10000
Maximum number of streamed videos 49 49
Dial-in allowed x x

Book your defence of the doctoral thesis in two services

Once you have chosen a service, it is time to book your defence of the doctoral thesis. We recommend that you book with two different services – a primary and a secondary service. This is to make sure that the meeting an be carried out even if one of the services for some reason malfunctions.

For Teams and Zoom, you can create a meeting yourself using your chose service.

Create your digital meeting and managing a waiting room

When using Zoom and Teams, there is a feature for having a digital waiting room for the participants. The digital waiting room can be used for the participants to make sure technology will cope but also to keep track of who has joined the meeting. As a host, you can manually allow participants to join the meeting one by one or let everyone in at once.

You can also post a personal note to all participants in the waiting room containing for instance a description of the agenda for the defence of the thesis or guidelines for audience participation.

Set up a Zoom meeting

Book a meeting in Zoom, Manual

We recommend that you use a waiting room when creating your meeting in Zoom instead of using a password. If you choose to use a waiting room you can also choose Enable join before host, to let the participants connect before you – to be able to test their technology in the waiting room. You can find the setting under Advanced options.

You can also choose if you want the participants’ microphones to be muted when they join the meeting. This option minimizes interference, for example if someone connects late.

Advanced options in Zoom

Set up a Teams meeting

Book a meeting in Teams, Microsoft

When you set up a meeting in Teams with Outlook, you can change your meeting options by clicking the cogwheel symbol. Options can be changed after this, for example before your meeting.

Change an already booked meeting’s settings

  1. Go to your Outlook booking and, double-click the calendar event to see details of the meeting.
  2. Below the link to join the meeting you will find a link labelled Meeting options (Mötesalternativ). Click the link.

You will be shown a view with further settings:

  • Who can bypass the lobby? (Vilka kan gå förbi lobbyn?) There are a few options.
  • Allowing dial-in users to bypass the lobby should always be set to No.
  • Notify the host when a dial-in user leaves the meeting – tick “Yes” if you want to hear a signal each time a participant leaves or joins the meeting.
  • Who can share their screen? A recommendation is to allow at least a chairperson or host to share their screen beside you. Choose by inviting people into the meeting and choose their names in the list. There are four options:
    • Everyone
    • Everyone in my organisation
    • Some individuals
    • Only me.
  • You can then choose whether the participants should be allowed to activate their microphone and camera, whether the chat should be activated and whether the participants can use reactions, for example raising their hands.
  • Note, if you select No on the option to allow microphone and camera, the participants will not be able to activate these during the meeting. However, you can activate them for the participants or change this setting afterwards.
    Meeting alternatives in teams

Provide information about the defence of the doctoral thesis and share links

Wherever you publish information about your public defence of the doctoral thesis, you must also include the links to the meeting. This because defences of theses are public events that must be open to the public, even if they take place online.

You must also state which online service is primary and which online service is secondary.

Give your audience a few advice in your invitation

To create good conditions for your online defence of doctoral thesis, it can be a good idea to send your participants som advice when you publish your invitation. For example:

  1. Ask your participants to download the software necessary for participation in the meeting.
  2. Ask your participants to join the meeting through the assigned services no later than 10–15 minutes prior to the start of the defence so that everyone has time to check their internet connection and technology before the event starts.
  3. Ask participants to turn off their microphones and video when joining the meeting to minimize the risk of unintentional interference. The microphone can be activated later if they want to ask questions or interact in another way.
  4. Encourage participants to activate their video when they connect if the bandwidth allows it.

Check out your booked room

A dew days before the meeting, check the room and the technology a couple of days before the meeting to make sure that all equipment is present and working properly.

Preparations for the online defence of the doctoral thesis

Schedule an hour before the meeting to make sure that all your technology and your digital meeting is working as intended. Use a local area network, i.e. a network cable, instead of wifi.

The Campus Services Office will always supply a technician onsite who will help you with the technology during the start of the meeting.

Start the online defence of the doctoral thesis about 15 minutes before the set time so that the audience can join in the waiting room and test their technology.

During the online defence of the doctoral thesis

Waiting room

Here you will find instructions on how to handle the waiting room once you are in the meeting. You can always go back and change the settings, even after the meeting has started.

Waiting room in Zoom

When someone has joined your waiting room and want to join the meeting, a pop-up box will appear at the bottom of the screen. You can choose to view the waiting room or let the participant join. Viewing the waiting room can be necessary if several people wish to join simultaneously. You can reach the waiting room via the icon labelled Participants.

Participants Zoom

Waiting room (lobby) in Teams

If you have set up a lobby, you will get a box in the middle of the screen that informs you of who wants to join the meeting. You can choose to approve or deny entry or go to the participant list at the top. This can be relevant if there are many people who wants to connect at the same time.

Lobby in Teams

Manage participants

In all three online services the host can manage participants. This means that the host can turn off both microphones and videos for participants who has these turned on (if this disrupts the meeting). The host can also remove a participant if necessary. This option is found under Security in Zoom.

Depending on what setup you have for the online defence of the thesis, the host may need to keep an eye on the chat in case the audience wants to ask questions. Both Zoom and Teams also offers an option to raise your hand, or to contribute with reactions.

Any questions?

Please contact Servicedesk or Infocenter so we can help you with the online solutions.

Application for Erasmus+ teacher exchange

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Application for Erasmus+ staff exchange

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Application for Erasmus traineeship

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Order and cancellation of VPN account

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Information about ordering and cancellation of VPN

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Inviting members to a team or channel in Teams

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In this manual we describe how to invite members to your team using different methods. Please note that it is possible to invite both internal and external members at the same time. We also describe how an external can join a team.

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.
  3. Click Add member.
  4. 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.
  5. When you have chosen your members you must give them rights and permissions. Click on them individually and choose: Owner or Member.

Remember that all students are also in our system. To be sure that you invite the right person, use the Umu-id or email address.

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.

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

Connect as an external

If you, as an external person are invited to a team in an UMU environment, it is easiest to open an incognnito window and open the invitation link from there. This is to avoid conflicts if you already work with Teams in your own organization.

When you’re asked to sign in, you can do so using your UMU-email address or you UMU-id (umu-id@ad.umu.se).

You wont see the team among your other teams in your organization’s environment. You will find the team in your profile i Teams, and will then need to log into UMU’s environment.
Image showing how to se your external teams

Creating a channel in Teams

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In this manual we will show you how to create 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.
  3. Choose Add channel
    Note that your Teams can look different, especially in colour and layout
  4. 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.
  5. Click on Add. You have now successfully added a channel to your team.