Inviting multiple users to a team in Teams

2020-10-22/in Employee, English, Microsoft 365, Student, Teams

Here are two tips on how to invite members to join a team themselves. Note that these options only work for users with an account at Umeå University.

Invite with a code

All teams have a code that can be used to join the team. The person using the code will join the team immediately. Please note that only people with Umu accounts can connect with a code and that everyone that has access to the code can connect with the team without your permission.

Get the team code

Go to your team. Select the three dots to the right of the team name.
Click Manage Teams.
Go to Settings.
Select Team Code.
Click Generate to generate the code that you can copy and share to the people you want to invite to your team.

Join teams with a code

Go to Microsoft Teams and select the Team tab.
Click Join or create a team.
In the next screen you will get the option to create a team or join with a code. Paste the code to join the team.

Invite with link

You can also invite members to your team by sending them a link to the team. With this alternative, the owner of the team needs to accept or deny access to the team.

Go to your team. Select the three dots to the right of the team name.
Click on Get link to team.
You will then receive a link to copy and send to the members.
When they click on the link they can ask to join the team. The owner receives notifications in Teams and by email and can decide to accept or deny access to the team.
You can also find pending request by going to your team, clicking Manage teams and looking in the Pending requests tab.

Frequently asked questions about Teams

2020-10-22/in Employee, English, Microsoft 365, Student, Teams

Meetings in Teams

How many people can you see at the same time during a meeting in Teams?

It is possible to see 49 people at a time during a meeting.

Does the meeting automatically end when the meeting goes over time?

No, the meeting only ends when someone chooses to end the meeting or all participants have left it.

How many can participate in a Team Meeting?

250 people can attend a meeting.

Can I book a Teams meeting via Outlook?

Yes, you can schedule a Teams meeting directly in Outlook. To do this, you need to have Teams installed on your computer.

Can I raise my hand during a Teams meeting?

Yes, it is possible to raise your hand during a meeting.

Raising your hand during a Teams meeting

Can I use Whiteboard during a Teams meeting?

Yes, you can use Whiteboard during a Teams meeting. To start a whiteboard, click the share screen button. Once you click there, you can select Whiteboard.

If you want more features, it is recommended to download Microsoft Whiteboard to your computer.

Frequently asked questions about Whiteboard

Can I moderate a meeting in Teams?

Yes, you can choose to mute participants’ microphones, invite more participants or remove participants during an ongoing meeting. You can also choose whether participants should have the opportunity to activate their microphone during the meeting and whether the chat should be available.

Can I set up a lobby for Teams meetings?

Yes. You can choose to exclude all, external or none at all. You as the creator of the meeting will always be able to join the meeting.

Change participant settings for a Teams meeting

Is it possible to divide the meeting into breakout rooms?

Yes, it is possible to divide the meeting into smaller groups (breakout rooms). Only the booker of the meeting can create breakout rooms.

Can I invite an entire team to a meeting?

Yes, if you book the meeting via Teams, you can add the meeting to a channel in a team.

Schedule a meeting in Teams

Can I record a meeting?

Yes, if you click on the three dots in a meeting, you can choose to record it. It is important that you always inform the participants beforehand so that they can decide whether it is okay to be recorded or not. All participants in the meeting will get a popup telling them that the meeting is being recorded.

Record a meeting in Teams

Team

What is the difference between a private and a public team?

There are some differences between having a private and a public team.

Private team: A private team is only available to the people you invite or approve. In most cases, you should choose a private team.

Public team: A public team is available to everyone at Umeå University. This means that when someone searches for teams, they can find your team in a list and can then join without your approval. All files and content in a team is searchable for members of a team.

Both students and staff can see and join public teams.

How many channels can I create?

You can create 200 standard channels and 30 private channels in a team.

What is a private channel?

A private channel is only available to the people you specify should have access to the channel. The people must be participants in the team. It does not work to only invite one person to a private channel but not to the team in general.

Create a private channel

Can everyone in a team create channels?

It depends on the attribute set by the team owner. Under Manage teams the team owner can choose whether a member can create and delete channels. There are also more settings that can be customized.

Manage team settings and permissions in Teams

When I create a team, what type should I use?

Of the four options provided (Class, PLC, Personal, Other), the last type “Other” is to be used. This is without formatting and gives you the opportunity to build your team completely according to your needs.

What is the difference between being an owner and a member of a team?

An owner of a team is the one who administrates the team. The owner can add and remove members and decide what the members should have permissions to do in a team. It is possible to have several owners of a team.

Adding members and changing ownership in Teams

What happens if someone accidentally deletes a file?

If someone accidentally deletes files in a team, the files can be downloaded from the team’s trash in SharePoint, where they are stored for 30 days. After 30 days, the files are placed in a secondary trash can for 60 days before disappearing. Your files are stored in the Trash for 90 days.

Delete and restore files in Teams

What is the difference between Chat and Posts in a Team?

The chat function allows you to communicate with individual colleagues or groups in text and conversation.

To create areas for collaboration, you are recommended to create a team. The conversations under Posts in the team are visible to everyone in the team and unlike in the chat, the conversations are tied together in threads to keep the current topic together.

In the chat, you communicate in a constant flow while conversations under Posts in teams are divided into threads for easier follow-up in the collaboration. You can use the chat for everyday talk and short conversations, while Posts in teams can be seen as a more formal forum.

Can I move files to another channel or team?

Yes, you can move files. Click on the three dots and then choose Move. You can also open the files in Sharepoint for easier handling of the files.

Can I create “subchannels”?

No, you can only create channels in a team.

Can I change the name of a team?

Yes, it is possible to change the name of a team. Keep in mind that all teams get their own SharePoint site, these cannot be renamed. This means that when you change the name of your team in Teams, this is just a display name. The SharePoint site will still retain the original name.

Can I rename a channel?

Yes, it is possible to rename a channel. To do this, click on the three dots and then Edit this channel. Here, too, the original name will remain in the associated document library in SharePoint.

Why are the team files in SharePoint?

When you create a team, a Sharepoint is also created in the background. The files are technically stored in SharePoint, but you can manage them directly in Teams. Sharepoint makes it possible to share files in Microsoft 365.

Can I invite an external participant to Teams?

You can add external people as a guest in Teams. Anyone who has an email account, such as Outlook, Gmail or similar, can join your team as a guest.

Add guests to your team

What can an external participant (guest) do in a team?

A guest can do everything that other participants in a team can do, except add tabs. The owner of the team can also set whether the guest should be allowed to create channels or not in a team.

Manage team settings and permissions in Teams

Can you add AD groups to a team?

No, this is not possible at present. We hope to be able to offer this in the future.

Why do I not have the AutoSave feature in Word?

It depends on which version of the office suite you have. If you download Office from the portal (m365.umu.se), you will have the opportunity to use Save automatically in Word, Excel and PowerPoint.

Can I create folders for files?

Yes, you can build your folder structure just like on your computer. Create folders in the file area for each channel exactly as you want.

Is there any difference to edit from the desktop app or directly in teams?

In the desktop app, you have the opportunity to do more advanced functions. Otherwise, it’s the same thing to edit directly in the Teams or desktop app. If you choose to open in the desktop app and save, it will be saved automatically in the team, so you do not need to download a copy, and all members will have access to your changes.

If you work in the desktop app at the same time as your colleagues, we recommend that you download the Office package from the portal so that you get the function “Save automatically”. You will then, just like in the web, see where your colleagues edit (otherwise you need to save regularly for your colleagues to see your changes).

How do I get notified that something is happening in Teams?

You can set notifications in general for the entire program.

You can also set notifications for specific channels in a team. You can choose how you want to be notified for each channel.

Can students use Microsoft Teams?

Yes, students have access to Microsoft 365.

Can I view previous versions of a document?

Yes, you can see previous versions and even revert to previous versions if you want.

View previous versions of a document

Can I move posts between different teams or channels?

No, unfortunately it is not possible to move posts between different teams or channels.

Chat

Can I have a chat with several people?

Yes, it is possible to create a chat with several people. Enter the names one after another when starting a new chat. You can also invite more people to an existing chat by clicking on the plus icon in the top right corner.

Start a chat in Teams

Can I delete a chat?

Yes, you can delete a chat, it will be permanently deleted for you, but not for the person you are chatting with. You can however delete your own instant messages, but only one at a time. To delete a message, click on the three dots on your message and then click on Delete.

Can I leave a chat?

Yes, you can choose to exit a chat by clicking on the three dots that appear if you move the mouse pointer to the chat name and then click Leave.

Instructions for an online defence of doctoral thesis

2020-05-28/in Employee, English, Student, Teams, Zoom

Instructions for an online defence of doctoral thesis (PDF)

These instructions concerns Triple Helix and Aula Biologica.

Preparations for an online defence of doctoral thesis

Select an alternative host

Make sure there is a person on site during your online defence who can moderate and administer the meeting. Selecting an alternative host is a way to make sure that the online defence of your doctoral thesis can be carried out with fewer disruptions. The alternative host can, for example, moderate the chat, turn off the microphone and camera of participants or remove disturbing participants.

Decide which online service to use

In Triple Helix, you have two online services available that are suitable for online defences of doctoral theses: Zoom and Teams. In the list below you can see an overview of the different services.

Functionality in Zoom and Teams

	Zoom	Teams
Hold an audio and video meeting	x	x
Chat	x	x
Show a presentation/share a screen	x	x
Share documents during a meeting	x	x
Manage participants during an ongoing meeting	x	x
Allow active participation	x	x
Record meeting	x	x
Control who accesses the meeting	x	x
Maximum number of participants	500	10000
Maximum number of streamed videos	49	49
Dial-in allowed	x	x

Book your defence of the doctoral thesis in two services

Once you have chosen a service, it is time to book your defence of the doctoral thesis. We recommend that you book with two different services – a primary and a secondary service. This is to make sure that the meeting an be carried out even if one of the services for some reason malfunctions.

For Teams and Zoom, you can create a meeting yourself using your chose service.

Create your digital meeting and managing a waiting room

When using Zoom and Teams, there is a feature for having a digital waiting room for the participants. The digital waiting room can be used for the participants to make sure technology will cope but also to keep track of who has joined the meeting. As a host, you can manually allow participants to join the meeting one by one or let everyone in at once.

You can also post a personal note to all participants in the waiting room containing for instance a description of the agenda for the defence of the thesis or guidelines for audience participation.

Set up a Zoom meeting

Book a meeting in Zoom, Manual

We recommend that you use a waiting room when creating your meeting in Zoom instead of using a password. If you choose to use a waiting room you can also choose Enable join before host, to let the participants connect before you – to be able to test their technology in the waiting room. You can find the setting under Advanced options.

You can also choose if you want the participants’ microphones to be muted when they join the meeting. This option minimizes interference, for example if someone connects late.

Advanced options in Zoom

Set up a Teams meeting

Book a meeting in Teams, Microsoft

When you set up a meeting in Teams with Outlook, you can change your meeting options by clicking the cogwheel symbol. Options can be changed after this, for example before your meeting.

Change an already booked meeting’s settings

Go to your Outlook booking and, double-click the calendar event to see details of the meeting.
Below the link to join the meeting you will find a link labelled Meeting options (Mötesalternativ). Click the link.

You will be shown a view with further settings:

Who can bypass the lobby? (Vilka kan gå förbi lobbyn?) There are a few options.
Allowing dial-in users to bypass the lobby should always be set to No.
Notify the host when a dial-in user leaves the meeting – tick “Yes” if you want to hear a signal each time a participant leaves or joins the meeting.
Who can share their screen? A recommendation is to allow at least a chairperson or host to share their screen beside you. Choose by inviting people into the meeting and choose their names in the list. There are four options:
- Everyone
- Everyone in my organisation
- Some individuals
- Only me.
You can then choose whether the participants should be allowed to activate their microphone and camera, whether the chat should be activated and whether the participants can use reactions, for example raising their hands.
Note, if you select No on the option to allow microphone and camera, the participants will not be able to activate these during the meeting. However, you can activate them for the participants or change this setting afterwards.

Provide information about the defence of the doctoral thesis and share links

Wherever you publish information about your public defence of the doctoral thesis, you must also include the links to the meeting. This because defences of theses are public events that must be open to the public, even if they take place online.

You must also state which online service is primary and which online service is secondary.

Give your audience a few advice in your invitation

To create good conditions for your online defence of doctoral thesis, it can be a good idea to send your participants som advice when you publish your invitation. For example:

Ask your participants to download the software necessary for participation in the meeting.
Ask your participants to join the meeting through the assigned services no later than 10–15 minutes prior to the start of the defence so that everyone has time to check their internet connection and technology before the event starts.
Ask participants to turn off their microphones and video when joining the meeting to minimize the risk of unintentional interference. The microphone can be activated later if they want to ask questions or interact in another way.
Encourage participants to activate their video when they connect if the bandwidth allows it.

Check out your booked room

A dew days before the meeting, check the room and the technology a couple of days before the meeting to make sure that all equipment is present and working properly.

Preparations for the online defence of the doctoral thesis

Schedule an hour before the meeting to make sure that all your technology and your digital meeting is working as intended. Use a local area network, i.e. a network cable, instead of wifi.

The Campus Services Office will always supply a technician onsite who will help you with the technology during the start of the meeting.

Start the online defence of the doctoral thesis about 15 minutes before the set time so that the audience can join in the waiting room and test their technology.

During the online defence of the doctoral thesis

Waiting room

Here you will find instructions on how to handle the waiting room once you are in the meeting. You can always go back and change the settings, even after the meeting has started.

Waiting room in Zoom

When someone has joined your waiting room and want to join the meeting, a pop-up box will appear at the bottom of the screen. You can choose to view the waiting room or let the participant join. Viewing the waiting room can be necessary if several people wish to join simultaneously. You can reach the waiting room via the icon labelled Participants.

Participants Zoom

Waiting room (lobby) in Teams

If you have set up a lobby, you will get a box in the middle of the screen that informs you of who wants to join the meeting. You can choose to approve or deny entry or go to the participant list at the top. This can be relevant if there are many people who wants to connect at the same time.

Lobby in Teams

Manage participants

In all three online services the host can manage participants. This means that the host can turn off both microphones and videos for participants who has these turned on (if this disrupts the meeting). The host can also remove a participant if necessary. This option is found under Security in Zoom.

Depending on what setup you have for the online defence of the thesis, the host may need to keep an eye on the chat in case the audience wants to ask questions. Both Zoom and Teams also offers an option to raise your hand, or to contribute with reactions.

Any questions?

Please contact Servicedesk or Infocenter so we can help you with the online solutions.

Inviting members to a team or channel in Teams

2020-03-17/in Employee, English, Microsoft 365, Teams

In this manual we describe how to invite members to your team using different methods. Please note that it is possible to invite both internal and external members at the same time. We also describe how an external can join a team.

Inviting an internal member

Find the team that members will be invited to.
Choose the 3 dots to the right of the Team name.
Click Add member.
Search for and choose the persons name from the list and then click on Add. If you wish to add more than one member at the same time, just keep typing in the names.
When you have chosen your members you must give them rights and permissions. Click on them individually and choose: Owner or Member.

Remember that all students are also in our system. To be sure that you invite the right person, use the Umu-id or email address.

Inviting external members

There are two ways in which to invite external members. Alternative 1 is preferable.

Alternative 1:

Choose the 3 dots to the right of the Team name and then choose Add member.
Choose Add member. Write in the persons email address in the window and then choose Add. The person will automatically be added as a Guest.

Alternative 2:

Choose the 3 dots to the right of the Team name.
Choose ”Get link to team” > Send to the external person.

Connect as an external

If you, as an external person are invited to a team in an UMU environment, it is easiest to open an incognnito window and open the invitation link from there. This is to avoid conflicts if you already work with Teams in your own organization.

When you’re asked to sign in, you can do so using your UMU-email address or you UMU-id (umu-id@ad.umu.se).

You wont see the team among your other teams in your organization’s environment. You will find the team in your profile i Teams, and will then need to log into UMU’s environment.
Image showing how to se your external teams

Creating a channel in Teams

2020-03-17/in Employee, English, Microsoft 365, Teams

In this manual we will show you how to create a channel in Teams.

Go in to the team you wish to create a channel in.
Choose the 3 dots to the right of the name.
Choose Add channel
Note that your Teams can look different, especially in colour and layout
Choose a name and description for your channel.
Choose a channel type.
Standard: Every member in the team has access to this channel.
Shared: You can invite people that is not a member in this team to access this channel. (You can only invite people whwo works in Umea University)
Private: Only specific people who you invite have access to this channel. (You can only invite people who already is a member in the team)
Click on Create. You have now successfully added a channel to your team.

Frequently asked questions about Microsoft 365

2020-03-17/in Employee, English, Microsoft 365, Teams

Tips for a successful team in Teams

2020-03-17/in Employee, English, Microsoft 365, Teams

Create a good base structure

What is the main reason for the team?
What does the group need?
Which channels will you have? ….to start with and why?

Choosing the correct rights and permissions

Decide which rights and permissions each member will have with regards to channels, messages and tabs.
Always create at least two (2) “owners” of a team.

Understanding channels

Discuss the proposed channels with members of your team.
Create a clear and meaningful name.
Describe the channel and what it shall be used for.

Communicate clearly within the team

Use titles that have a clear meaning to make it easier to understand what they are about
Use the @ to to notify a specific person. Otherwise the whole team will get the notification of your post.
To answer a post click on “Answer” so that you do not start a whole new conversation. This way all the threads hang together as well.Click on the A at the bottom of the screen if you wish to change formatting of your post.

Moving Common Files

Create a folder for respective files
Upload shared files to the team and remove them from your existing folders so you don’t have multiple documents in multiple places
Decide together that from a certain date ALL files will be put into Teams and nowhere else (to prevent multiple copies of documents)
If you work a lot with specific files, synchronize your teams files in explorer. That way you can directly access them from your computer.

Notifications in Teams

Set up your personal notifications for the entire application, how you want to be notified when someone sends a message to you, etc.
Set up channel notifications for the teams/channels you are active in and want to know when someone has updated.

Digital meetings

Just as for physical meetings, it is a good idea to prepare an agenda for the meeting.
If there are many participants in the meeting, a recommendation is to mute the microphone when you are not speaking. That way, you will avoid any disturbing background noise. When you need to speak, unmute your microphone. If there are only a few participants in the meeting, it will usually be a more active meeting if everyone has their microphones turned on the whole meeting.
The meeting will also be more active if all participants have their cameras on. However, if someone has a slow internet connection it may be a good idea to only use the microphone.
All participants can use the chat to share documents and links with each other during the meeting. When the meeting is over, the chat is saved, and you can go back to see what was written there.
You can share an entire screen, a window, a PowerPoint file, or a Whiteboard with the meeting participants.

Create a team in Teams

2020-03-17/in Employee, English, Microsoft 365, Teams

In this manual we describe how to create a team in Microsoft Teams.

Open Teams. You will find Teams as an app in your computer, or via att log in to Microsoft 365 in your web browser. Log in with your UMU-id.
Log in to Microsoft 365
From the menu on the left hand side choose Teams
In the menu in the top to the left you clikc on the plus-symbol, and choose Create team
There are five different types of templates. Choose the template that i called “UMU”.
More information on the types of Teams
Once you have chosen your team type it is time to give your team a Name and a Description (you can change either or both afterwards). You can also choose if your new Team will be a Private team or a Public team. We always recommend that ypu create a Private team. This team will be the center for your collaboration. In every team you can later create different channels for more detailed work.

Creating a channel in Teams (swedish)
The last step in creating your team is to invite members. In the box you can write in the name of the person or people from within your organisation (one at a time). Once you have your list click on “Add”. You can then decide the rights and permissions for each member. owner or Private.

More on rights and permissions If you choose to invite external members to your team you must type in their email address. They will then receive an invitation with which they can join as a guest.
Your team is now ready for you to work in.

M365 for iPhone/iPad

2017-06-20/in Employee, English, Microsoft 365, Student

As a student/employee you have access to the Office-package. That package includes, amongst other things, Word, Excel and PowerPoint.

1. The package is available via App Store
2. Download and install the package from App Store (each program must be downloaded separately)
3. When the installation is finished you can start one of the programs (ex Word) by clicking on Login
4. Use your Umu-id@ad.umu.se as a login.

Microsoft 365 for Android telephones/tablets

2017-06-20/in Employee, English, Microsoft 365, Student

As a student you have access to the Office-package during your study time. That package includes, amongst other things, Word, Excel and PowerPoint. The package is available via your apps download program (ex. App Store, Google Play, Windows Store).

Download and install the package (ex. App Store, Google Play, Windows Store)
When the installation is finished you can start one of the programs (ex Word) by clicking on Login
Use your Umu-id@ad.umu.se as a login.