Microsoft 365 – Page 5

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.

Create files and maps in SharePoint

2021-10-18/in Employee, Microsoft 365, Sharepoint, Student

This manual describes how you create new documents, files and maps in a current SharePoint group website.

Open your browser and go to www.m365.umu.se.
Search for SharePoint among all the applications in the panel to the left. Click on More applications if you don’t see the app.
Click on SharePoint.
Click on the globe, My Applications, in the menu to the left. In the list that pops up you’ll se all of your group websites. Click on the group website that you want to create maps and files in.
When you’re in the group website that you’ve chosen, click on Documents in the menu to the left.
Click on the button New to create a new map or file.

Here you can choose what kind of file you want to create (for example Word, Excel or PowerPoint) or if you want to create a map.

Work with multiple organizations in Teams

2021-10-18/in Employee, Microsoft 365, Teams

If you work in multiple organizations that use Teams (for example Umeå University and Region Västerbotten) and want to use Teams for each organization, these are instructions that may facilitate your work.

One way to make it easier when you’re a member of multiple organizations is to use different interfaces for different organizations. For example, you can use the Teams app on your computer when you work in the organization Umeå University and the web interface for Teams when you work in the organization Region Västerbotten. This will make it easier to keep the two organizations separated. You need to be signed in to both of your accounts at the samt time for this to work.

Sign in to the organization Umeå University on your computer.

Open Teams on your computer. If you haven’t installed Teams yes, go to o365.umu.se to install it.
Sign in with your Umu-id (umu-id@ad.umu.se) and password.
You can now work in Umeå Universitys organization in your desktop app.

Sign in to another organization in the web interface

Open a new incognito/InPrivate window in your browser by clicking on your browser and select New InPrivate window or New Incognito window (depending on which browser you use).
Go to www.office.com and sign in with your e-mail and your password.
Select Teams and use it via the bowser when working on your secondary account.

Work as a guest of a team in an external organization

If you’ve been invited as a guest to a team that belongs to an external organization, for example Region Västerbotten, you will not see these teams among your teams that belong to the organization Umeå University. You need to switch between the different organizations to work with teams that belong to an external organization.

Click on your profile picture in the upper right corner.
You will now see a list of the organizations you’ve been invited to. In the example below you can see what it looks like if you’re a member in both Umeå University and Microsoft.

Move or copy files in SharePoint

2021-10-15/in Employee, English, Microsoft 365, Sharepoint, Student

In this manual, we decribe how to move and copy files within and between SharePoint websites.

Open the SharePoint website and select Documents in the left menu.
Hover the pointer on the file/folder you want to move or copy to see a hidden menu.
Select the three dots.
Select Move to if you want to move the file to another place (the file will be deleted from existing place).
Select Copy to if you want to move and copy the file to another place. (the file will remain on the existing place).
A menu will open to the left of the screen, select where you want to move or copy the file/folder to and then click Move here.

Upload files and folders in SharePoint

2021-10-15/in Employee, English, Microsoft 365, Sharepoint, Student

In this manual, we decribe how to upload files and folders in SharePoint document library. If you want to create a new document library see: Create a document library in SharePoint

Open the SharePoint document library you want to upload files to.
Select Upload.
Select if you want to upload a file, folder, or template.
Your File Explorer (Windows) or Finder (Apple) will open.
Select a file or folder to upload.

Drag files to SharePoint

Open a SharePoint document library you want to drag files to.
Open your File Explorer (Windows) or Finder (Apple).
Choose a file from your computer.
Drag it from your File Explorer/Finder and drop it in SharePoint document library.

Create a document library in SharePoint

2021-10-15/in Employee, English, Microsoft 365, Sharepoint, Student

In this manual, we show how to create a document library in an existing SharePoint groupwebsite.

Go to www.m365.umu.se and sign in with your Umu-ID.
Select SharePoint in the left menu, if you cannot find it, select All applications and then SharePoint.
Select the globe in the left menu to see your websites.
Select the site where you want to create a document library.
Select New in the upper menu, and then select Document library.
A menu to the left of the screen will open.
Enter a name and a description.
Select Show in site navigation if you want the document library in the left menu of the site.
When you are done, select Create.
If you chose to show the document library in the site navigation, you will see it in the left menu. Otherwise, you will find it by selecting Site content.

Book a live event in Teams

2021-10-06/in Microsoft 365, Teams

Open the calendar and select the arrow to the right of New meeting. Then select Live event.
To the left you can add a title, a location, a date, time and a description of what the event is about.
To the right you can invite people to the event group. The eventgroup consists of the organizer, producers and presenters. The organizer can choose to be a producer or presenter during the event.
Organizer – Schedules the event and sets up permissions for the event group and the participants.
Producer – Makes sure that the participants can view the event without any problem and starting and ending the event.
Presenter – Shares audio, video, screen and also answering questions.
When you’re done, select Next.
Now you choose the permissions for the event. You can either choose that only specified people can watch the live event, or that the entire organization can watch it. Both options require sign-in with Umu-id.
Then you choose how to produce the event. You can either choose to produce it through Teams by sharing content from presenters webcams and screens, or to use an external app or device.
Select Schedule when you’ve chosen how to produce.
A new window will open where you can invite attendees by selecting Get attendee link.

Calendar view in Microsoft Lists

2021-10-06/in Microsoft 365

Use Microsoft Lists to create a simple list of events, and then add the calendar view.

Create a new list

Create a new list as a blank list and create all columns from scratch. You can save it to a SharePoint site that you have access to.

From the List app, select +New list. If you’re on a SharePoint page, Select +New and then List.
Under Create a list, select Blank List.

Rename a column

Click on Title.
Select Column settings in the accordion menu.
Click Rename.
Type in the name you want and select Save.

Add date column and other columns you need

Press +Add column.
Select the type of column you want in the accordion menu. At least you need one column for date and time.
In the Create a column panel, enter a title under Name.
Fill in information about the type of column you’ve selected.
Repeat these steps until you have all of the columns that you want.

Create new content

To create the calendar view: Click on All items in your list.
In the accordion menu, select Create new view.
Name the view.
Where is says Show as, select Calendar.
Start and end dates must be set by the date in your column list, make sure that date are chosen for both.
Click on Makes this a public view to make sure that everyone using the list can see that view.
Click Create.

Overview of calendar view

The calendar is to the left and the event pane is to the right, and that’s all the events you’ve selected for the day. The pane will change if you click on different days in the calendar. The pane to the right is foldable, you can hide it if you’d like.

Use the arrows to move forwards and backwards, or the monthly calendar next to the arrows to switch month.

You can open up events and see more detail by clicking on them. You can choose to edit all, edit one och just add a comment if you’d like.

You can also add new items straight from your calendar.

You can switch back to the list view. Just go to the view menu and select All items the accordion menu again.

Make calendar view the default view of the list

To set the calendar view by default so that it appears each time you open it, select the schedule view, and then Set the current view by default.

How to use Microsoft Lists

2021-10-06/in English, Lists, Microsoft 365

This manual describes the different uses for Microsoft Lists and how to create your lists.

Microsoft List is an app in Microsoft 365 that helps you sort your information and organize your work. In Lists you can see favorites, recently worked lists, search all your lists, create new lists, customize colors and icons for the lists titels as well as add comments.

Access Lists through Microsoft 365

You can get started with Microsoft 365, Microsoft Teams or SharePoint. When you’re signed in to office.com, click on the app window. If you can’t find Lists, you can search for Lists in the search-bar. Now you have access to Lists. You can see your existing lists and your favorites, select and uncheck, and create new lists.

Create a list

Click +New List in the upper right corner of the screen.
You can choose to start with a template, an Excel file or from scratch. If you start with a template you can choose among a lot of different ones. If you start with an excel file you can easily convert an existing file. And if you start from scratch, choose Blank list.
If you clicked Blank list, you can write a title, describe what the list is for and select an appropriate color and icon.
Under Save to, you can choose where you want to save the list. Select My lists to either keep the list private or just share it with a few people. To automatically save the list to a team or SharePoint-site, you can select it here and the list will then be saved in that team or site.
Click Create when you’re done with the settings.

To create a new favorite list:

Hold the mouse over the list.
Click on the star in the right corner.

New item to list

Your list has been created and you want to fill the list with items.

Go to the list you just created.
Select a new item in the left corner to create an item for the list.
Fill in the title of the issue (mandatory). You can formulate a problem description, choose to set a priority, assign a person or team, add images and so on. When you’re feeling done, click Save.

Inside the list, you can get different views by clicking All items. Here you can filter problems grouped by the person that’s assigned, by priority or by date.

Assign content to attendees

How to create the content before you share it.

Click Share in the meny for your list.
Fill in the email adress or name of the ones you want to share the list with, and choose if they will be able to edit or just view.
Choose if they should receive a notification about the sharing in the box Notify people.
Click grant access to share the list.

Add rules

You can create rules for automating processes based on your list data to simplify your work. You can divide yourself of others when something changes in the list by creating a rule. You can choose to send an alert as e-mail to you or others when a column changes, or when a new item is created or deleted.

Open your list.
Click Automate on the right of your list.
Click Create a rule.
A new box opens with different options for rules. You can choose to have a notification sent to you or others when changing a column, when a column value changes, when a new object is created or when an abject is deleted. Click on the type of rule you want to create.
Select a condition that triggers the rule and what action to perform in the rule. You will get different options depending on the type of rule you’ve chosen. For example you can customize the condition bu selecting a column, the value in the column, and who to notify. Click Create when done.

Templates

When you use templates in Lists, you get lists of predefined formats that you can customize to your work. To see what the templates till be used for and which headings/columns are in the template – click on one of the templates to create a new list.

Desciption of some of the templates:

Issue tracker: With this template, you can follow up, manage and close cases. Set the priority and keep track of the progress of a case in the status column. Keep your team’s productivity going by sending notifications when they’re assigned cases.

2. Event itinerary: Gather all important event information in a single place for successful event planning. Track speaker names and email addresses, start and end times, room capacity, and more.

3. Employee onboarding: The checklist helps manage the onboarding of new employees and helps them succeed during their first few weeks at work. New employees can get tips on relevant contacts and resources.