Configure Outlook on Windows with M365 account

This guide shows you how to set up an account for the first time with a AD-connected Windows computer.

Do notice that the guide bellow is done with Office 365

If you are using an older verison of Office (2013,2016,2019) then these steps could look different, the recommendation from UMU is to upgrade your Office version to Office 365 if you are using an mailaccount on Microsoft 365

1. Start Outlook, enter you UMU mailadress, ex: test.testsson@umu.se and click on Connect.

2. The Account should be added automaticlly, deselect “Set up Outlook Mobile on my phone, too” and click Done.

3. Outlook should continue and your newly added account will start to load, it can take some time before all your emails are searchable.

Configure Outlook on MacOS with M365 account

1. Start Outlook and enter your emailadress.

2. Enter UMUid@ad.umu.se, ex abcd1234@ad.umu.se and click Next.

3. You should now be redirected, enter you password for your UMUid and click Sign in.

4. If you have MFA activated, confirm the login on your device.

5. Your account should be ready for use, click the red button i your left corner.

Create and delete news posts in SharePoint

In this manual, we show you how to create and delete news posts in SharePoint. There are two options to create a news post.

Option 1: Create a news post

  1. Go to www.o365.umu.se and open SharePoint
  2. Click on Create a news post 
    Create news posts in sharepoint - choose create news post
  3. A menu will open at the left side of the screen. Choose where (a sharepoint gorup) you want to publish the news post.
    Create news posts in sharepoint - choose sharepoint group
  4. Create your post (for more information to create a post click here)

Option 2 – Create a news post

  1. Open the SharePoint site where you want to publish the news post.
  2. Select New and then News post. 
    Create news posts in sharepoint - choose SharePoint site - new - news post
  3. Choose a template and then select Create post. 
    Create news posts in sharepoint - choose template
  4. Create your post (for more information on how to create a post click here)

Delete a news post

  1. Open the SharePoint site and select Pages in the left menu.
    delete your news post - select sharepoint site and pages
  2. Select the news post (page) you want to delete and select Delete in the upper menu.
    delete your news post - select sharepoint site and delete

 

 

Activate weeknumbers in Outlook for Windows

When you start using your calendar in Outlook, the weekly numbering is disabled. If you want to activate it, do it yourself via the calendar options.

  1. Click the File tab.
    Activate weeknumbers in Outlook for Windows - choose file tab
  2. In the left corner, click Options.
    Activate weeknumbers in Outlook for Windows - choose options
  3. Click Calendar.
  4. Scroll down to Display Options, and select the Show Weekly numbers in the mouth view and in the Date Navigator.
  5. Click OK
    Activate weeknumbers in Outlook for Windows - choose calendar and show week numbers in the moth view and in the date navigator
  6. You now have weekly numbers on your caledar in Outlook.

Find your shared files in OneDrive

In this manual, we’ll show you how to find the files you share with others through OneDrive, as well as which files are shared to you to your OneDrive.

  1. Go to www.O365.umu.se and log in with your UmU ID.
  2. In the search box, type OneDrive and klick on OneDrive.
    Office portalen sök onedrive välj onedrive
  3. In the left menu, click Shared.
  4. At first you are in the Shared with you – Here you will see files/folders that others share with you.
    Find your shared files in onedrive - shared tab choose shared with you
  5. Select Shared by you – Here you will see files/folders that you share with others.
    Find your shared files in onedrive - shared tab choose shared by you

Restore a shared document library in SharePoint

In this manual, we’ll show you how to restore a shared document library in SharePoint. If many of your SharePoint or Teams files are deleted, overwritten, corrupted, or infected with malware, you can restore a fully shared library to a previous time.

 

  1. Go to the SharePoint site you want to restore. Click on the globe, my sites in the menu on the left.
  2. In the list you will see your websites. Choose the site that holds the SharePoint document library that you want to restore. (e.g., Arbetsgrupp)
    restore shared document liberary - chose sharepoint site
  3. (In Microsoft Teams, go to the Files tab at the top of the channel, select three dots, and then click Open in SharePoint.)
  4. When you’re on the SharePoint page you selected, click on Documents in the menu on the left.
    restore shared document liberary - choose documents
  5. Select Settings Icon, and then click Restore library. (Note! If Reset this library doesn’t appear under Settings, you either don’t have permission or you’re looking at a classic library).
    restore shared document liberary - settings and restore this liberary
  6. Click on the arrow and choose for how long you want to restora your liberacy to. (You can restore to a maximum of 29 days ago.)
  7. Choose custom date and time to be specific.
    restore shared document liberary - choose time to restore to
  8. Use the scroll-function to specify time.
  9. Use the other scroll-function to show activity within the document library to identify documents that you may want to restore.
    restore shared document liberary - custom time, choose time
  10. When you are done, scroll down an click on restore.

Manage notifications in OneDrive

In this manual, we’ll show you how to manage your notifications in OneDrive. For example, if you want to turn off notifications if someone is typing in a Word document, etc.

  1. Log in with your umuID via O365.umu.se. Next, open OneDrive in the left menu.
  2. OneDrive in the web now opens up in your browser. Click the settings icon in the upper right corner.
  3.  Click on OneDrive Settings
    mange your Onedrive notifications - settings icon - choose onedrive settings
  4. You’ll now get your notification settings options menu. The default settings are that everyone is checked. Click off the notifications you no longer want to apply.
    mange your Onedrive notifications - notifications settings

    1. Click off missed email sharing reminders if you want a notification if you fail to share your document (recommended to be on).
    2. Click off email when OneDrive detects that many files are deleted at once if you don’t want to receive email notification if many files from your OneDrive are deleted at once (recommended to be on).
    3. If you don’t want an email notification, click off email notification when others reply to your comments.
    4.  Click off email when others comment on my documents if you don’t want email notification if others comment on your documents.
    5. Click off email notification when the link in a sharing message you sent has been clicked if you don’t want notification if someone has clicked on your link (file).
    6. If you don’t want email notification if others upload files to your shared folder, click off email when others upload files to your shared folder.

Syncronize files from OneDrive, Teams or SharePoint to your computer

You can sync folders, files, and entire libraries from Office 365 to your computer. This means that you can work with the same files you have in Teams, SharePoint or OneDrive. In this manual, we will show you how to sync files from your OneDrive, Team, Team Channel, and a shared SharePoint library. Our recommendation is that you do not sync too many files.

Sync my own files from OneDrive to your computer

  1. Go to O365 and select OneDrive
  2. Click My Files, and then click Sync.
    sync files from onedrive to your computer - select my files and sync
  3. Security box appears, click Open. OneDrive app opens.
  4. Click the box next to “Sync all files and folders in OneDrive” to sync all your files from OneDrive to your computer.
  5. Click white box next to folder name to select specific folders to sync to your computer.
  6. Don’t forget to scroll down.
  7. When you are done, click Start sync
    sync files from onedrive to your computer - Onedrive app starts - choose folders to sync
  8. Syncing from your OneDrive is now complete. A new tab is created in your Explorer/Finder – “OneDrive – Umeå University”. You can now work with these files from your computer. Note that these are the same files that are on OneDrive for the web. It’s just another way of working from the computer.
    sync files from onedrive to your computer - Explorer view

Sync files from an entire Team to your computer

  1. Select the Team you want to sync files from to your computer.
  2. Select a Team channel and click on Files
    sync files from Team to computer - select files
  3. Click on Document
    sync files from Team to computer - select documents
  4. Now you will be able to access all files associated with the Team. Then click Sync.
    sync files from Team to computer - select sync
  5. The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
    sync files from Team to computer - OneDrive app opens - select files to sync - click start sync
  6. Synchronization from an entire team is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your explorer. Note that these are the same files that are in the team. It’s just another way of working from the computer.
    sync files from entire Team to computer - explorer view

Sync files from a specific channel in a Team

  1. Choose the Team you want to sync files from to your computer.
  2. Click the channel from which you want to sync files to your computer. For example, the Education channel that the picture shows.
    sync files from specific Team channel to computer - choose team channel
  3. Click on Files
    sync files from specific Team channel to computer - select files tab
  4. Click on Sync
    sync files from specific Team channel to computer - click sync
  5. OneDrive app starts. Make sure the correct files are selected (as you can see, these are the same folders as the image in step 4). When your are done, click Start Sync.
    sync files from specific Team channel to computer - OneDrive app opens - control if right folders are included in the sync - click sync
  6. Synchronization from a specific Team Channel is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your explorer. Note that these are the same files that are in the Team Channel. It’s just another way of working from the computer.
    sync files from specific team channel to computer - Explorer view

Sync your files from a shared SharePoint library

  1. Go to the shared library. The easiest way to do this is by using your OneDrive via: O365.
  2. Choose the shared library from the list that you want to sync (for example, as shown in the pircture – Team Arbetsgrupp).
  3. Select Go to Site.
    sync files from shareed sharepoint liberar - select team - click go to site
  4. In the menue on the left, click Documents.
    sync files from shareed sharepoint liberar - select documents
  5. Click on Sync
    sync files from shareed sharepoint liberar - click on sync
  6. The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
    sync files from Team to computer - OneDrive app opens - select files to sync - click start sync
  7. Synchronization from a shared document library is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your Computer. Note that these are the same files that are in SharePoint. It’s just another way of working from the explorer.
    sync files from entire Team to computer - explorer view

 

 

Log in with multifactor authentication, Freja eID+ and Microsoft Authenticator

This manual shows how to log in with multifactor authentication at Umeå Universitys system.

Multi-factor authentication (MFA) is a service that gives you increased protection when logging in to some of the university’s systems. With multi-factor authentication, you log in in two steps, which gives you extra layer of protection on top of your Umu-id and password. Umeå university uses both Microsoft Authenticator and Freja eID+ as multifactor. This means that the log-in site can look different depending on which system you’re logging in to.

Freja eID+

Freja eID plus is a free, government approved digital ID card that helps you login in some systems at Umeå university. You can prove your identity in an application on your phone instead of showing a physical legitimation card.

Follow this manual to log in with Freja eID+.

Microsoft Authenticator

The app Microsoft Authenticator means that you log in on some services with your Umu-id and password, and then you approve the log in on your app Microsoft Authenticator on your phone or hardware token.

Follow this manual to log in with Microsoft Authenticator.

The difference of how to log in with either Freja eID+ or Microsoft Authenticator

When you log in on some of the University’s system, for example Skyddade dokument, you need to choose wether you want to log in with Freja eID+ or Microsoft Authenticator. It will look like this after you’ve typed your Umu-id and password:

Choose the alternative Sign in with Microsoft authenticator if you log in with a hardware token. You also choose this alternative if you use the Microsoft authenticator app on you mobile unit.

The only alternative for log in at Office 365 is Microsoft Authenticator. After you’ve typed your Umu-id and password you will directly be asked to accept the login in your Microsoft Authenticator-app. You don’t have to choose which method you want to log in with.

 

Change document liberary view in SharePoint

This manual shows you how to change document library view in SharePoint.

  1. In the SharePoint team site, select the Documents tab from the left menu.
  2. Click All Documents.
    Change document liberary view in SharePoint, documents, all documents,
  3. Select Compact List to make your document library more compact. It looks like this:
    change documentliberary view in sharepoint - compact list
  4. Select Tiles to turn the documents into larger icons. It looks like this:
    change documentliberary view in sharepoint - Tiles
  5. Observe! If you change the view within a document library and click on a folder in the same document library, that view will remain enabled. If you click down/update the Internet window instead, the view will return to the default view, i.e. List. This means that if you want to see your documents in for example a panel view all the time, you need to click All Documents and change each time you open a document library. To get the view by default, you must be the adminstrator of the SharePoint team site – create a new view – select the view and click Set Current View by Default. (See next heading).

Create new view

You can also create your own views and make them public to all members of the SharePoint team site.

  1. Select Create New View
    change documentliberary view in sharepoint - create new view

Dialog box appears.

  1. Type a name for your new view.
  2. Choose whether you want list view, calendar view, or Gallery (panel) view.
  3. Check the box to make it public to other members of the SharePoint team site.
  4. When you’re done, click Create.
    chanAge documentliberary view in sharepoint - create new view - choose type of view
  5. Your views are collected under the same All Documents tab. The image below shows that I have created three views.
  6. Select your view
  7. Click Save view as to save your view.
  8. Click Set current view as default to make the view by default when the SharePoint document library is opened. (Note that you must be an administrator to do this).
  9. Click Edit current view to edit the view (for example, delete view, add, or sort columns).
  10. Click Format current view to format view (for example, row styles and rules).
    Change document liberarty view i SharePoint - document - all document - controll your new view