Microsoft 365 – Page 2

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.

Forward calls in Teams

2022-11-28/in Employee, Microsoft 365, Okategoriserade, Teams

If you can’t or don’t want to receive calls in Teams, you can forward your calls in a few different ways.

Select the “Do not disturb” status

Select the “Do Not Disturb” status to forward calls and temporarily turn off notifications.

Click on your profile in the upper right corner, then click on the status and select “Do not disturb”.

Do not disturb status

Under “Duration” you can choose how long you want the status to be displayed.

In your Calls settings in Teams, you decide what happens in case of unanswered calls, by default the call goes to voicemail.

Choose to forward calls

In the Calls settings in Teams, you can choose “Forward my calls” and what happens when forwarding, for example forwarding to voicemail.

Forward calls in Teams

Remember to change the setting back when you want to be available again.

In case of longer absence, for example vacation or leave of absence

If you have scheduled yourself as “Out of office” in your calendar in Outlook, you will also appear with the status “Out of office” in Teams.

You can supplement your absence in Teams with a status message. Click on your profile in the upper right corner and then select “Set status message”. You can also choose how long the message should be displayed.

When you’re away from Teams, your calls are directed to voicemail by default.

Out of office greeting in Teams

In the Calls settings in Teams, under “Configure voicemail”, you can enter your own out of office greeting and choose when you want it to be played, for example when you have an auto-reply in Outlook or an out of office event in your calendar.

Send from alias in your e-mail in Microsoft 365

2022-10-18/in Email, Microsoft 365, Student

Create new mail
Choose Options.
Choose Show from, this field is then added.
Click on From in the mail.If it is your first time doing this, you need to state you student e-mail adress. Choose From, and then choose another e-mail adress and state your studentmail in the format: umuid@student.umu.se.Next time the mail adress is going to be avaliable as an option when clicking on From.

Create a response template with the help of quick parts in Outlook

2022-10-13/in Email, Microsoft 365

In this guide we describe how to create response templates with the help of Quick Parts in Outlook, that can be inserted directly into your emails.

Create a new email. You do this by choosing New Email in your inbox.
Write your email as usual.
Mark the text in the email that you want to use in your response template.
Go to Insert in the upper menu bar, and then click on Quick Parts.
When you have chosen Quick Parts, you then click on Save selection to Quick Part gallery…
Now you choose a name for your response template. This is the name you use later, when using your response template. Leave the remaining boxes unchanged.
Click OK when you have chosen your name.
Now your have created your response template, and it is ready to be used.

To use your response template, you write the name of the template in the email and click enter to insert your respond, or go to Quick Parts and insert your template from there.