Order and cancellation of VPN account

Ordering and cancellation of a VPN account has to be via https://administrationsverktyg.umu.se/Vpn

  • To begin with, you may have to login with your Umu-id and password
  • Choose organization if you work on multiple units
  • Accept the terms and click Order Account.
  • You will receive an email when the VPN account is ready to use.

When your VPN-account is activated and ready to use, it should look like the following picture:

Connect with a video conferencing system to Zoom

If you have Zoom installed on your computer and you are logged in with Umeå University login information.

Step 1.

Start a Zoom meeting with the Zoom program by clicking on ” New Meeting”

Steg 2.

Invite meeting attendees to the meeting by clicking on ”Invite”

Steg 3.

Click on the tab called ”Invite a room system”

Steg 4.

On your video conferencing equipment, enter the numbers that are left behind Dial: In this example: 109.105.112.236

Type in the Meeting ID that shows in your window.  In this example 484 1697760

Your particular video conferencing system may look different so that step is not described in this manual.

Invite participants who do not have a video conference

In addition to the video conference you have invited, it is also possible to invite participants to the meeting who may need to join their computer and Zoom.

To do this, click on Copy URL (marked in red on the left)

Then open an email program and email the link you just copied.

Inviting members to a team or channel in Teams

In this manual we will instruct you on 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.

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

Creating a channel in Teams

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.

Office 365 for staff FAQ

How do I login to Office 365?

Go 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 on an Internet server – i.e they are not installed on your computer.

You can use the programs 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.

Functions in  Office 365

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

Yes, you can log in to Office 365 via your web browser in your mobile phone or tablet.  You can also download that apps via Google Play Store 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 at the university 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 sensitive 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.

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.

Skyddade dokument (secure storage space)

Can I save research data in Office 365?

No, you may not save sensitive or confidential information.  If your research material require 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.

Skyddade dokument (secure storage space)

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 invite guests to teams at Umeå University. 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 and make your OneDrive accessible in your file manager.  This way you can access and work with your teams files on your computer, whether or not you have access to the internet. When your computer has an internet connection, files will automatically synchronize to the cloud.

Help for OneDrive, Office 365

Should I choose Teams or Sharepoint?

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

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


Is Teams a learning platform?

No. Teams, Sharepoint and other parts of  Office 365 are not intended to be used as learning platforms. More information about our learning platforms:

Learning platforms at Umeå University

Tips for a successful team in Teams

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.

Understanding channels

  • Discuss the proposed channels 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.

Notifications in Teams

  • Set up your personal notifications for the entire application, how you want to be notified when someone sends a message to you, etc.
  • Set up channel notifications for the teams/channels you are active in and want to know when someone has updated.

Digital meetings

  • Just as for physical meetings, it is a good idea to prepare an agenda for the meeting.
  • If there are many participants in the meeting, a recommendation is to mute the microphone when you are not speaking. That way, you will avoid any disturbing background noise. When you need to speak, unmute your microphone. If there are only a few participants in the meeting, it will usually be a more active meeting if everyone has their microphones turned on the whole meeting.
  • The meeting will also be more active if all participants have their cameras on. However, if someone has a slow internet connection it may be a good idea to only use the microphone.
  • All participants can use the chat to share documents and links with each other during the meeting. When the meeting is over, the chat is saved, and you can go back to see what was written there.
  • You can share an entire screen, a window, a PowerPoint file, or a Whiteboard with the meeting participants.

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 (Bottom left 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

     

    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)

     

  6. 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.
     


  7. 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

Install CopyPrint to an AD connected computer

To install Umu-copyprint to a computer that is already connected to the AD domain:

1. Click on Start (Windows-logo).

 

 

 

 

 

2. Type in \\umu-copyp-spool.ad.umu.se\UmU-copyprint

 

 

 

3. Choose Open from the dialog window that comes up.

4. The Drivers for the printer should automatically install and an icon (with the name UmU-copyprint) for the printers queue should show up under your Control Panel/Printers

Remember! If you have an old CopyPrint printer you can remove it.   (the old printer will be named UmU_Copyprint).

When you print out a document, it will first appear to be “paused” in the printer queue.  But go to the printer and you should be able to print it out.