Microsoft 365 – Page 4

Find your shared files in OneDrive

2022-02-28/in Employee, English, 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.

Go to www.O365.umu.se and log in with your UmU ID.
In the search box, type OneDrive and klick on OneDrive.
In the left menu, click Shared.
At first you are in the Shared with you – Here you will see files/folders that others share with you.
Select Shared by you – Here you will see files/folders that you share with others.

Restore a shared document library in SharePoint

2022-02-28/in Employee, Okategoriserade, 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.

Go to the SharePoint site you want to restore. Click on the globe, my sites in the menu on the left.
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)
(In Microsoft Teams, go to the Files tab at the top of the channel, select three dots, and then click Open in SharePoint.)
When you’re on the SharePoint page you selected, click on Documents in the menu on the left.
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).
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.)
Choose custom date and time to be specific.
Use the scroll-function to specify time.
Use the other scroll-function to show activity within the document library to identify documents that you may want to restore.
When you are done, scroll down an click on restore.

Syncronize files from OneDrive, Teams or SharePoint to your computer

2021-12-29/in Microsoft 365, Okategoriserade, OneDrive, Sharepoint, Teams

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

Select Start on your computer and find the OneDrive app.
Log in to OneDrive with your account, umuid@ad.umu.se.
When you are logged in, the blue cloud appears down to the right.
You can set which folders you want to sync by clicking on the OneDrive cloud and then the gear at the top right
Gå sedan till Konto och Välj mappar, bocka i de mappar du vill synkronisera och klicka sedan på OK.
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 an entire Team to your computer

Select the Team you want to sync files from to your computer.
Select a Team channel and click on Files
Click on Document
Now you will be able to access all files associated with the Team. Then click Sync.
The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
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 a specific channel in a Team

Choose the Team you want to sync files from to your computer.
Click the channel from which you want to sync files to your computer. For example, the Education channel that the picture shows.
Click on Files
Click on Sync
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.
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 your files from a shared SharePoint library

Go to the shared library. The easiest way to do this is by using your OneDrive via: O365.
Choose the shared library from the list that you want to sync (for example, as shown in the pircture – Team Arbetsgrupp).
Select Go to Site.
In the menue on the left, click Documents.
Click on Sync
The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
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.

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

2021-12-06/in Freja eID+, Microsoft 365, Multi-factor authentication

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

2021-11-12/in Employee, English, Sharepoint

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

In the SharePoint team site, select the Documents tab from the left menu.
Click All Documents.
Select Compact List to make your document library more compact. It looks like this:
Select Tiles to turn the documents into larger icons. It looks like this:
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.

Select Create New View

Dialog box appears.

Type a name for your new view.
Choose whether you want list view, calendar view, or Gallery (panel) view.
Check the box to make it public to other members of the SharePoint team site.
When you’re done, click Create.
Your views are collected under the same All Documents tab. The image below shows that I have created three views.
Select your view
Click Save view as to save your view.
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).
Click Edit current view to edit the view (for example, delete view, add, or sort columns).
Click Format current view to format view (for example, row styles and rules).

Make a branch in Forms

2021-11-09/in Employee, Forms, Microsoft 365, Okategoriserade, Student

When you create your forms and tests, you can choose to branch questions. This means that the current questions belongs or depends on another questions in the quiz.

Open the form where you want to make a branch.
Choose the questions that you want to branch, click on the three little dots and then Add Branching.
Click on the arrow. In de accordion menu that pops up, choose which question you want to branch the question with.
When you’ve chosen, click on Back to keep editing other question or to finish.

Customize settings for files, maps and library in Sharepoint

2021-11-08/in Employee, Microsoft 365, Sharepoint

This manual describes how you as an administrator or owner of a library, list, or survey, can change permissions to let the right people access the data they need while restricting others.

Adjust access to files and maps in SharePoint

If you are the owner of a SharePoint Website you can adjust the settings on maps and files.

Go to the library in SharePoint where you want to adjust the settings.
Click on documents in the left menu.
Mark the files/maps where you want to adjust the settings.
Click on the three dots and then Grant access.

5. A menu to the left will be shown. Scroll down and click on Members and then the arrow.
6. Choose Can edit if you want the members to be able to make changes.
7. Choose Can see if you don’t want the members to be able to edit. The members can only see.
8. Choose Stop Share if you want to remove their access to the files or maps.
9. Choose Advanced if you want to setup advanced settings (For example if you want some of the members to be able to edit, but some of them should only be able to see).

How to setup advanced settings

As administrator or owner to a document library you can adjust the settings on a whole document library so that the right people have access and can edit but the rest who shouldn’t is not able to.

Go to the library where you want to control the settings.
Click on the settings wheel in the right corner and choose Library settings.
Under Permissions and management, chose Permissions for this document library.
You will then be sent to the site Permissions.
A yellow message might pop up. Here we list what the messages mean:

Some objects in this list may have unique permissions that’s not controlled from your page. Choose This means that one simple object has earlier been shared with others. If you click on Show these objects you will see a list of these objects. You can click on Handle access if you’re the owner and then make the changes that is necessary.
• There are members with limited access on this site. The members may have limited access if an object or document under the site has been shared with them. This means that if an object has been shared with users, but not the entire list or library, the members permissions is limited to the object that’s been shared with them. Click on Show users to see who they are.
• When you share an object with a user they will get limited access to the webpage to get full access to the object. If you stop share the object the user will still have limited access to the website (and you will see this message), but they don’t have access to any objects that’s not shared with them.
• This library inherits permissions from the superior level (name of the library will be shown). This means that the inherit still hasn’t been broken for the list or library. More information on how you do this will follow in this manual.

Stop inheriting permission in Sharepoint

When you break the inherit permissions for a list, library or survey and then define new permission settings for the library, the library will then inherit the objects in it. The objects under the superior object till now get the same settings for permissions and access as the superior object. Do these steps to break the inherit and to share unique permissions instead.

Go to Permissions with help from the steps above.
If you want to break the permissions from the superior object, choose Stop inherit permissions.
A safety box will pop up. Click OK if you want to succeed, or click Stop if you’ve changed your mind.
You have now stopped inheriting the permissions for this document library. The menu Permissions will now get more options.
Click on Delete unique permissions in the same menu if you want to reinstall inherit permissions again.

Assign unique permissions in SharePoint

You need to break inheritance from the superior site before you can grant unique permissions. Once you’ve broken inheritance like we showed above, you follow these steps to grant unique permissions.

Open the library where you want to assign unique permissions.
Go to the site Permissions with help from the steps above.
Choose Grant permissions. (If the list/library inherit from the superior object, this choice will not be shown).
In the Share dialog box make sure the header Invite people is selected. Then you can start to type the names of the people or group you want to grant access to. You can add a personal message if you’d like. Check or uncheck the box Share everything in this folder, even items with unique permissions depending if you want to limit or grant the access to the objects that you already set unique permissions for.
By default, they will get the access to edit. Which means that the people you invite can make changes in the library. If you want to give them another permission level, click on Show options and then Select a permission level. An e-mail will be sent to everyone that’s named in she square Invite people. If you don’t want everyone to receive an email, click on Show options and then uncheck the box Send an email invitation.
When you’ve made all the choices in the Share dialog box, click Share.

Change permissions settings in SharePoint

You need to break the inherit from the superior site before you can change unique permissions. Once you’ve broken the inherit like the steps above you follow these steps to change unique permissions.

Open the library where you want to change permission levels.
Go to the site Permissions for the library.
In the list Names, check the boxes next to the name of the users/group that you want to change access for.
When you’re done, click on Edit user permissions.
Under Permissions, mark the box for the permission level you want for the users/groups you’ve chosen.
Click OK when you’re done.

Remove user permission in SharePoint

To remove permissions from users or groups that you have granted access to, follow these steps.

Go to the library where you want to remove user permissions.
Go to the site Permissions for the list or library (see above if you don’t remember how to).
In the list Name, mark the box next to the name of the user/group that you want to remove permission from.
Choose Remove user permission.
The permission site will be updated and show that the user/group will no longer have permission to the lists.

Create a new site in a current SharePoint webpage

2021-11-04/in Employee, Microsoft 365, Sharepoint

This manual describe how to create a new site in a current SharePoint webpage.

Go to the SharePoint webpage where you want to create a new site.
Click on +New and then site.
Choose a form and then Create site.

Build your SharePoint site

Here we show you how to build your SharePoint site and how to adjust header, sections and webb.

Adjust header

Mark the text header to edit it.
Hover your mouse on the header and four choices will show.

Choose the first icon (a pen) if you want to edit the header. Choose picture to choose a new picture. You can also choose a new focus for the picture.
Choose the second icon (picture) to change picture on the header.
Choose the third icon (focus) to adjust the focus of the picture in the header.
Choose the fourth icon (return) to restore to the standard format of the header.

Adjust your layout

Go to the vertical menu to the left on SharePoint.
Click on the plus if you want to add a section and choose the layout you want. You can create more avsnitts, you do that by click on the + under the created avsnitt.

Add to Webb parts

Click on + within the created section and choose Web parts.
There are more web parts to choose among, for example text, picture, files, videos. Search for a part in the search bar or scroll down to see what parts you want to choose.
When you’ve chosen a web part you can edit or adjust if how you want.
In the left menu:

Choose the first icon (pen) to edit the web part.
Choose the second icon (navigation) to move web parts by drag and drop.
Choose the third icon (duplication) to copy a web part.
Choose the fourth icon (trashcan) to delete a web part.

5. In the right horisontal menu:

Choose the first icon to adjust size on the web part.
Choose the second icon to crop the web part.
Choose the third icon to adjust length and width.
Choose the fourth icon to adjust the place of the web parts.
Choose the fifth icon to restore a web part to how it looked from the beginning.
Choose the sixth icon to save a web part.

When your done with your site choose Publish or Save as draft if your now ready to publish yet. If you want to keep edit, click Edit.

Whiteboard Frequently asked questions

2021-11-02/in Employee, English, Student, Whiteboard

Who can use Whiteboard?

Whiteboard is currently available to all students and employees. Externals are currently unable to participate in a Whiteboard.

Can I collaborate on Whiteboard?

Yes, you can! Open the Whiteboard you want to collaborate on. In the right corner, click the Share Icon. Then you can type in the name or email of the person you want to share and collaborate with, or choose to copy the link, and send to the person.

Observe that users can currently only collaborate with others within their organization. Microsoft will add options to collaborate with guests outside your organization in the future.

Can I export the result?

Yes, you can export the result to a PNG or SVG. You can also choose to publish to a Team, send to a OneNote, or to an email.

What is the difference between the Whiteboard app and web interface?

Whiteboard has recently been updated. There are no differences between the web and the app.

Where can I find Whiteboard?

There are three ways to find and use Whiteboard. Via the deskapp, the web or integrated in teams. You can find more information in the manual: Download and install whiteboard app

How do I save my Whiteboard?

All your Whiteboards are automatically saved in your Whiteboard Portal. Go to the Office 365 portal and select Whiteboard.

Can I use templates in Whiteboard?

Yes, templates are available in Whiteboard. Templates makes it easier for you and others to work together in Whiteboard. You can open templates by clicking the Templates button in the left menu. This will display the template gallery, where you can select a template.

The following categories are available with more to add as you go:

Brainstorming – exploring creative ideas
Problem solving – analyzing and solving problems
Design and research – deepen customer focus
Strategy – move from strategy to execution faster
Project planning – increase productivity and results
Retrospective – get an overview over different catagories
Games – engage and energize groups
Evaluation – reflecting and improving
Workshops – inspire and facilitate groups
Learning – teflecting, comparing and brainstorming

Can I use my fingers to use Whiteboard?

Yes, Whiteboard is compatible with touch, computer mouse, and keyboard.

Can I add pictures to the Whiteboard?

Yes, you can insert pictures on your Whiteboard. Click the Create icon, and then click pictures. Unfortunately, you can’t copy and paste pictures into the Whiteboard you have to save the image to your computer and then upload.

Can I react to sticky notes or text boxes?

No, however, you can create reactions and drag and drop them on your sticky notes or text boxes. On the rightside menu, select reactions. Then you can choose heart, thumbs up or down etc. Drag and drop them in the appropriate place to react to text or sticky notes.

Can I zoom in and out of my Whiteboard?

Yes, you can – the surface is infinite. With the mouse – scroll up and down. With your fingers – pull together or outwards with two fingers.

Can I rename my Whiteboard?

Yes, by going to the Whiteboard portal and then tapping the three dots of the Whiteboard that you want to rename.

Can I remove Whiteboards?

Yes. Go to your Whiteboard portal, click on the three dots of the Whiteboard you want to delete, and then select Delete.

How do I use ink in Whiteboard?

Digital ink is available to everyone, whether you’re using your mouse or pen. The Pen toolbar contains 15 pen colors, 15 highlighters, pen arrows, and different thicknesses.

Features:

Select a pen to see the color and thickness in the drop-down list.
Select arrow mode from the drop-down list to turn your ink strokes into arrows.
To draw straight lines, hold down the Shift key while you make ink.
To convert things you draw to shapes, select your ink and select the shape icon from the shortcut menu.

How do I create straight lines?

The previous ruler has been removed. In Whiteboard, you can add straight lines using shapes in the gallery. You can also hold the shift key while you’re drawing to create a straight line.

How do I use mouse and keyboard in my whiteboard?

You can use your mouse and your keyboard by doing one of the following:

To pan the workspace, click it, and then drag the canvas with your mouse. You can also hold down the Ctrl key on the keyboard and use the arrow keys.
To quickly zoom in on the workspace, scroll the mouse wheel up or down (if applicable).
To select an item, click it with your mouse. You can also press the Tab key multiple times until the desired item is selected.
To insert an object, such as a picture or text, click the + icon on the toolbar, and then click on the item you want to add. You can also use the shortcut menu by clicking Shift+F10. Use the arrow keys to select the item you want to add, and then press Enter.
To draw or delete ink, click the ink icon on the toolbar, select a pen or eraser, and then use the mouse to draw on the canvas or remove ink strokes. To use the keyboard to select tools, press the Tab key several times until the pen icon is selected on the toolbar.
To move the ruler when it appears, click it, and then drag the ruler with your mouse. To use the keyboard, click the ruler, and then move it with the arrow keys.
To change the angle of the ruler, hover over the ruler, and then use the scroll wheel — or click to select the ruler, and then hold the Alt key while you press one of the arrow keys on the keyboard.

How do I select, move, and resize content?

When finger painting mode is turned off, you can move objects by selecting it with your finger and easily moving around the canvas.
Select content with your finger or pen — or use the Lasso Selection tool on the toolbar to select multiple items at once. Turn on lasso selection and use the pen to circle the content you want to select. When finger painting mode is enabled for devices that are passive or don’t have a pen, you can turn on Lasso Select and use your finger to dial in content.
If the active pen has a cylinder button, hold down the button to temporarily switch to Lasso Select mode and circle the content to be selected.
When the content is selected, you can move it with your finger or pen. To resize, use two fingers to stretch or minimize the content.

Can I use Whiteboard in the classroom?

Yes, Whiteboard has been designed both for remote learning and in the classroom. In the classroom, students can leave class with a digital version of the whiteboard so they can focus on listening and learning instead of copying content from the whiteboard during class. Teachers can hold more interactive lessons with a shared whiteboard where students can add content or react to content added by others. Whiteboard is a fantastic tool for group projects. All project members can get involved and teachers have the opportunity to observe and provide feedback.

Can I share a Whiteboard where no one else can edit it?

Yes, if you choose whiteboard presentation mode (read-only mode) in Teams meetings, the meeting organizer can choose how to interact with the board. If you choose read-only mode, all other participants will see the whiteboard but without being able to edit. At any time during the meeting, the meeting organizer can switch between read-only mode or allow collaboration from others from the settings menu.

Can I use Whiteboard in a Team meeting?

Yes, Whiteboard is integrated into Teams but can also be used in other digital meeting tools such as Zoom.

Find, create, and delete team sites in SharePoint

2021-11-02/in Employee, English, Okategoriserade, Sharepoint

This manual describes how to find, create and delete team sites in SharePoint. Note, if you have a Team in Microsoft Teams, you and your team members already have a team site in SharePoint. Team Site=Team

Find SharePoint teams sites

Open your browser and go to the address www.m365.umu.se
Find your way to the panel on the left with all applications. Click at the bottom More applications.
Choose SharePoint
In the menu on the left, click the globe (My Sites). In the list, you’ll see your Team sites.

Create Team site in SharePoint

In the left upper-corner click on the house icon, and than click + Create Site.
There are two different types of websites you can create. If the purpose is to create a collaboration area for, for example, a workgroup or project, select Team Site.
Next, enter the name and description for the team site. Here you also choose whether the site should be private or public and at the bottom which language should be the primary.
Please note that in a private group, you invite the people who will be involved in working on the site. In a public group, everyone at Umeå University can visit the document website. This means that all affiliates, employees and students can connect to public websites without invitation.
Invite members and add any additional owners to your team site. You also have the option to do this later.
Your Team site is created.

Delete team site

Go to the site you want to delete. Click the gear wheel in the right corner and select Site information.
A dialog box on the right appears. Select Delete Site.
A security box appears warning that you are about to delete a SharePoint page. Check the box under “Yes, delete this group and all associated resources” and than click Delete.
The SharePoint team site has now been deleted.