Microsoft 365 – Manual

Block or release quarantined email

2023-05-09/in Email, Microsoft 365, Okategoriserade, Student

When an email has ended up in the spam filter, you will receive an e-mail from the sender noreply@umu.se that you have an email in quarantine. If you believe the message to be safe, you can choose to let it through so it ends up in your inbox. If the message is spam, you don’t need to do anything, it will be automatically deleted in 30 days.

This is what the message looks like:

Select Release to send the message to your inbox.

Select Block sender to block the sender.

Select Review Message to review the message to decide whether or not to let it go through. You will then see this view:

Select the message and whether you want to release or delete it.

Record meetings in Teams

2023-03-15/in Employee, Microsoft 365, Student, Teams

In this manual, we describe how to record digital meetings in Teams, and where to find the recording when the meeting is over. Please note that it is important that you notify the participants in the meeting beforehand so they can decide whether it is okay to be recorded.

Think before you record a meeting

Ideally, avoid recording meetings unless you absolutely have to. Rather, write memos to document the meeting. If you still want to record a meeting, you should:

Inform the participants in the meeting before so they can decide whether it is okay to be recorded.
Ensure that the information recorded does not contain sensitive data.

Join a Teams meeting

After you start or join a teams meeting, click More, and then click Record and Transcribe.
Now you will bring up another box, click Start recording when you are ready. Here you can also choose to Start transcription, if you want to transcribe the meeting.
When you want to end the recording, do the same as when you started recording. You go to More and then Record and Transcribe, then click Stop recording. Recording also stops automatically when the meeting ends.
Now you have made a recording of your Teams meeting. It may take a few minutes for the recording to be saved. The recording will be automatically saved in the meeting chat after the meeting is finished. Depending on the type of Teams meeting you recorded, the recording will be saved in different places
– Channel meeting: The recording is saved in a folder under “Files” in the channel’s SharePoint, where all members of the team have access to it.
– Regular meeting: The recording is saved in the “Recordings” folder on OneDrive for the one who started the recording.

Automatic recording

Before the meeting begins, you can choose to have it recorded automatically. Go to Meeting Options, and then check Record automatically. If you choose to do this, it is important that the participants in the meeting agree before the meeting starts that it is okay to be recorded.
Image showing meeting options in Teams

Transfer a call

2023-03-08/in Employee, Microsoft 365, Teams

1. When you’re in a call, select More actions > Transfer in your call controls.

2. Start typing the name of the person or phone number you want to transfer the call to and select them when they appear.

3. If you are transferring to another Teams user, turn on Ring back if there’s no answer to send the call back to you if the recipient doesn’t answer. If this setting is not turned on the call will be transferred to the recipient voicemail if there is no answer. If you get the call back the popup toast will show that the recipient was not reached.

4. Select Transfer to complete the transfer.

Consult then transfer

You may want to check in with someone before you transfer a call.

Note: Consult then transfer is not available in Teams for the web.

1. When you’re in a call, select More actions > Consult then transfer.

2. Under Choose a person to consult, start typing the name of the person you want to reach or a phone number and select them when they appear.

3. Consult with them by calling or using chat. Click on the chat button to start a chat, or select Teams audio call from the drop down options.

4. When you’re ready, hit Transfer to complete the transfer.

Log-in/log-out from Call Queues in Teams

2023-03-08/in Employee, Microsoft 365, Teams

When you are assigned as an agent in a Teams Call Queue, it is possible to opt-in (sign in) and opt-out (sign out). It is only when you are in opt-in status that you will get calls from the Call Queue routed to your Teams client.

Call Queues can be configured so you only get calls when you are in the status “Available” (Green).

The option to sign out and in can be disabled for some Call Queues, talk to the owner of the Call Queue if you are not able to use this function.

1. Open Settings in Teams by clicking on the three dots next to your profile image and select Settings.

Settings in Teams

2. Open Calls in the left hand menu in settings and scroll down and you will see all Call Queues that you are assigned to. Click on the toggle switch to opt-in or opt-out.

Calls settings in Teams

Opt-in status

Opt-out status

If the Call Queue you are using is attached to a Teams channel you can opt-in / opt-out directly from that channel in Teams.

1. Open the channel your Call Queue is connected to and select the Calls tab.

2. Next to your name click on the toggle switch to opt-in / opt-out.

Switch next to your name

3. You can also see other users assigned to the same Call Queue and if they have opted-in or opted-out.

Agents in call queue

Create a booking site in Bookings

2023-02-20/in Bookings, Employee, English, Microsoft 365

Bookings is a digital booking tool where you can both book other people’s services and create your own pages where people can book your services. For example, it can be tutoring times, counseling, meetings, or other services of your choice. Below you can see a description of how to create your own booking page.

Go to the portal at o365.umu.se

Go to “the waffle” in the top left corner, and then click on Bookings.
Now, you are on the Bookings start page. To create a new booking site, click on Create.
Now you can choose if you want to create a new booking site, or if you want to clone an existing calendar (booking site). To create a new, you click on Create from scratch.
Now you choose a name for your booking site, the display name can be changed afterwards, however, the address name cannot be changed, so remember that if you change the name on your booking site, only the display name changes. You can also add a logo that will be shown on the start page of your booking site. On “Business type” you choose whatever fits your service the most.
Here you can choose if you want to invite another person to manage your booking site. In the search bar you can search for people in the organization. Afterwards, you can add more people that get access to the booking site. The one that creates the booking page, get the title: “Administrator”, and can manage and edit the site. The people you invite, is “guests”, and do not have the permissions. This can be changed when the site is created. You can also set up room and resources as staff if you want a booking calendar for them.
Here you can adjust your times for your service. Click on Change if you want to change the pre set times. This can also be changed once you have created your booking site. Click on Next to continue creating the site.
Now you can choose who are going to be able to book your services. When you have chosen, click on Create.
– No self-service: This means that only staff can book appointments.
– People in my organization: This means that a Umu-id is required to be able to book.
– Anyone: This means that anyone can book your services both inside Umea University and externals.
Done! Now your booking site is created.

Show week numbers in Outlook

2023-02-17/in Email, English, Microsoft 365

Manuals showing how to enable week numbers in Outlook.

Configure Outlook with an M365 account

2023-02-16/in Email, English, Microsoft 365

Manuals that describe how to set up email in Outlook on different operating systems/devices.

FAQ Bookings

2023-02-10/in Bookings, Employee, English, Microsoft 365

Settings for Teams telephony

2022-11-29/in Employee, Microsoft 365, Teams

This is what you will see when you click on the “Calls” tab in Teams.

Observe that this view is only visible if your telephony is moved from Skype to Teams.

View and add new contacts.
Write the number you want to call or search for a name and call directly.
Choose if you want to forward your calls and find other settings for calls.
Settings for your sound device. Choose which sound device you want to use.
Click on your profile to change your status and set a status message. You can also schedule your absence.

You reach your settings by going to your profile in the top right corner, then choose “Manage account”, and then “Calls”.

Under Call answering rules you can set up rules for what you want to happen when you don’t answer calls, and rules for forwarding calls. Through Also ring you can choose whether you, for example, want it to call your mobile phone as well, when receiving a call through Teams.

Under Voicemail you can adjust your settings for your voicemail. You can Configure your voicemail and choose how you want calls to be handled when being forward to voicemail. The recommendation is to forward your calls after 20 seconds,

Under Ringtones you can listen to and choose between different ringtones for your calls.

Settings for telephony in Teams

2022-11-29/in Employee, Microsoft 365, Teams

This is what you will see when you click on the “Calls” tab in the Teams app.

You see a list of your call history.

Click on the phone in the bottom right corner to make a call.
Image showing what "calls" looks like in the Teams app for mobiles

You reach the settings by going to your profile on the left in the app, then choose “Settings”, and then “Calling”.

Here you can choose to forward your calls, set up what you want to happen in the event of a missed call, and change your voicemail greeting.
You can also choose to sync your device contacts and therefore reach all your contacts you have saved on your phone directly through Teams.

You can also choose to block numbers.