Adding new wallpapers to teams on PC

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In Teams, you can choose to add different background images to be displayed when you are in a digital meeting. The Communication Unit has developed a number of different backgrounds that you can add. Here is how you do it!

  1. Launch Teams.
  2. Open the calendar via Teams.
  3. Enter an upcoming, old or start a brand new team meeting in the calendar
  4. Then click on Connect
  5. If the Team Camera is not switched on, click on the ‘Camera’ button to switch on the camera. You should then be able to see yourself.
  6. Then click on the ‘Background filter’ link
  7. Then click on the ‘Add new’ option at the top right of the meeting window that opens up.
  8. On your computer’s hard drive, locate the folder called OSDisk (C:)
  9. After that, locate the folder called ZoomTeams Background. Then choose which UMU background you want to use in the meeting.
  10. Select the desired image and click Open. Note that you can only add one background at a time.
  11. NOTE! If the image is mirrored for you, you need to change that setting in Teams. Go to Settings – select Devices, scroll down to the Video section and switch off mirroring.
  12. Now you can either close down the Team Meeting or choose to Connect now with the new background image.
  13. Done!

Adding new wallpapers to teams on MAC

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In Teams, you can choose to add different background images to be displayed when you are in a digital meeting. The Communication Unit has developed a number of different backgrounds that you can add. Here is how you do it!

  1. Launch Teams.
  2. Open the calendar via Teams.
  3. Enter an upcoming, old or start a brand new team meeting in the calendar
  4. Then click on Connect
  5. If the Team Camera is not on, click the ‘Camera’ slider to switch the camera on. You should then be able to see yourself.
  6. Then click on the link ‘Background filter’
  7. Then click on the ‘Add new’ options in the top right of the meeting window that opens up.
  8. On your computer’s hard drive, locate the folders called Library/UMU/Zoom and Teams Backgrounds/
  9. Once you have reached the last folder, just select the UMU background you want to use in the meeting.
  10. Select the desired image and click open. Note that you can only add one background at a time.
  11. Now you can either close down the Team Meeting or choose to Connect now with the new background image.
  12. Done!

How to access the employee web Aktum

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Read more

Check your OneDrive

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OneDrive needs to be checked periodically.

There is no monitoring, the user needs to check this himself.

Check that OneDrive is running and that you are logged in.
If OneDrive is running, you should then see an icon in the taskbar, the icon looks like a cloud.

The Windows icon looks like this:

The Mac icon looks like this:

Click on the icon and a box will open, there you will see if you are not logged in, you will then see a button with “log in”.
It is important that you check that the icons look like this and that you are logged in. Check this periodically.

If the icon has a red cross, something is wrong.

You then need to fix this error as soon as possible, as it can prevent files from synchronizing. The error is usually due to the fact that some files cannot be synchronized. Click on the OneDrive icon and you will see the error.

Ni kan då åtgärda felet, genom att klicka på meddelandet.
Ni kan även se det röda krysset på enskilda mappar och filer i Utforskaren / Finder.

När ni klickar på meddelandet så ser ni vad felet är och hur ni kan lösa det.

You should also check your files in the cloud. To do that, you go to https://m365.umu.se, log in, click on OneDrive and then My Files.

Then you see your files on OneDrive, they should be the same files that you see in your OneDrive folder in the explorer / finder.

You can also try saving a file in your OneDrive folder on the computer and check that it comes over to the OneDrive web interface.

Make regular checks that OneDrive is running and that there are no sync errors.

This message is good.

 

Device settings in Teams

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  1. In Teams, click the three dots, then Settings. Then select Devices.
  3. In the device settings, you can select your primary audio devices under Speaker and Microphone through the drop-down menu. The recommendation is that you set your headset as speaker and microphone.
  4. You can test that your devices are working properly by making a test call.
  5. Under Secondary ring device, you can set if you want the sound to come from another device when someone calls you. The recommendation is that you set your external speaker on the computer as a secondary ringing device, then you don’t have to wear your headset to hear when someone calls you. You may need to restart Teams for the changes to take effect.
  6. In the device settings, you can also choose which camera to use in meetings and calls, and preview the video.

Delay or remove auto-delete of your recordings

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To disable automatic deletion of a Teams recording or to extend how long such a recording should remain in M365 (default is 180 days), you as the owner of the recording can go in via Microsoft Stream and change the date of deletion:

  1. Go to Stream in the Microsoft 365 portal
  2. Find the recording you want to change and click on it
  3. On the left below the recording, you will find information about how many days are left until the recording is automatically deleted. Click on the number of days to change or remove the end date

Turn on Microsoft editor in the Edge browser

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This instruction shows how to turn on the Microsoft editor in the Edge browser. To access the add-on, you must have an A5 license in Microsoft 365, all employees and students and affiliates who have purchased it have it.

  1. In the Edge browser, click the three dots at the top right, then Add-ons, then “Get extensions for Microsoft edge”.


  2. In the search box, search for Microsoft Editor.
  4. Click Download and then “Add Extensions”
  5. You can now go through the three dots and then Add-ons again, there Microsoft editor will appear.
  6. You can choose to add the extension to the toolbar through this icon

About groups in Microsoft 365

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When you add a member to a group in Microsoft 365, they get the correct permissions to everything that the group includes using the Microsoft 365 Groups service. Groups should preferably have two owners and it is important to delete groups that are no longer in use.

What is a Microsoft 365 Group and how is it created?

You can gather people you want to collaborate with in a Microsoft 365 group. Within the group  you can share different resources.

A Microsoft 365 group is always created “in the background” when you create any of these in Microsoft 365:

  • Shared library in your OneDrive
  • Sharepoint
  • Planner
  • Team

The people who have access to e.g. the planner also have access to the M365 group.

Groups you are a part of are visible in the menu on the left in Outlook, under “Groups”, with the exception of your Teams, which are hidden in Outlook.

What can we use the group for?

The members of the group can share different resources, for example a shared mailbox and a  shared calendar.

Shared mailbox

The group can use the shared mailbox to send emails within the group.

The email address will be groupname@o365.umu.se. Therefore, the group’s shared e-mail box should not be used to send external e-mails.

You can find the settings for the group’s mailbox in Outlook. Find and click the group under “Groups”, then click the “Group Settings” gear.

Shared calendar

The shared calendar can be used for joint planning within groups, as a digital notice board, joint meetings and more. Only the members of the group have access to it.

Roles in Microsoft 365 Groups

There are three different roles: owner, member and guest.

The owner administers who will be members, therefore it is good if there are at least two who are owners of a group.

Members and guests have largely the same permissions, which are to create, read and edit content.

Remove inactive groups

If you are a member of or own many groups, you may find it difficult to navigate among groups that are no longer in use. Groups can be hidden, which makes navigation easier, but these groups can also pose a threat to information security, especially if there is information that no one owns and takes responsibility for. If you have also invited external guests with accounts that UmU does not manage, these accounts may end up in the hands of people who are not intended to have access to the information.

Therefore, we recommend that you delete groups that are no longer in use. Keep in mind that if you delete a group, all content associated with the group will disappear.

Delete groups in Microsoft 365

Email notifications to group forms

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When you create group forms in Forms, and want to receive email notifications when a response is submitted in the form, you need to make additional settings than just in the form. In this manual, we describe how you can receive notifications to a group email, when you create group forms in Forms.

  1. Go to Microsoft Forms
  2. Go to the bottom of the page and find the group/team form you want notifications from
  3. Click on the team you want to set up email notifications for
  4. Up in the right corner you see the members of the Team. Click on the button that says how many members the team has
  5. Bild som visar där man ser hur många medlemmar teamet har
  6. Now Outlook on the web opens. At the top left of the menu, click Edit
  8. In the box that now opens, check Allow people outside the organization to send email to the group (you may need to scroll down a bit in the box)
  9. Then click Save.
  10. Done! You have now set your group forms to be allowed to receive email notifications. Make sure you also set in the group form that you want to receive email notifications for each submitted answer.

Get started with your personal booking page with Bookings with me

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Bookings with me is a digital personal booking tool that integrates with your free/busy time in your Outlook calendar. The service can be used, for example, when you need to schedule employee meetings or want to offer tutoring sessions or coaching to students and colleagues. This manual guides you on how to get started with your personal booking page. If you want to know how to create and get started with a shared booking page, I recommend you to look at this page: Create a booking site in Bookings

  1. Go to the portal at m365.umu.se
  2. Go to the menu in the top left corner and then click on Bookings.
  3. You are now on Booking’s home page.
    *  To create an appointment type in Bookings for me, click Create appointment type.
    * To create a new shared booking page, click Create booking page.
  4. Choose a title or a name for the meeting that can be booked and a short description if desired. Enter the location and how long the meeting should be
  5. Also choose whether the meeting should be of the type Public or private. You can read about the differences in Frequently Asked Questions about Bookings
    Please note that your personal booking page is automatically added to your email signature unless you click out of it (during the selection of public and private)

  6. Under “Schedule adaptation” you specify when you should be able to book
    1: Use my usual meeting times: Suggested times to the booker are displayed based on your availability in the calendar. If you have a gap between two bookings in your calendar, that gap will appear as an available option on your booking page.
    2: Use customized availability hours: Here you specify the date range during which it should go and book alternatively if there are any special time frames. Maybe it is only on Mondays that you want it to be possible to book?
  7. Under advanced settings, you can set lead and buffer time as well as reminders and whether automatic follow-up messages should go out after the meeting. Read more about what this means under FAQs
  8. Click save at the top right when you’re done.
  9. You can now share a link to your booking page or meeting type and receive bookings. Depending on whether your meeting is private or public, you share in different ways. If it’s a public meeting, you use the Share button at the top, while if it’s a private meeting, you click the share button directly on the meeting type. Good luck!