Teams – Page 2

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.

Book a meeting in Teams or Outlook

2021-09-28/in Microsoft 365, Teams

Book a meeting in Teams

Open the calendar and select New meeting in the upper right corner.
Meeting view appear, follow these instructions to make a good meeting:

A) Add a title of the meeting

B) Add attendees by writing their name or email adress.

C) Adjust date and a start and end time.

D) Add a physical location if the meeting is on an physical location or conference room.

E) Write a description/agende/purpose of the meeting so the participants can prepare.

When you’re done with the booking, select Send.

Book a meeting in Outlook

Open the calendar and select New Teams meeting in the upper menu.
Add a title, attendees, date, starting and ending, a location and a description what the meeting is about. You will now see a link to the meeting.
Select Meeting options in the upper menu to make settings for the lobby, like if the attendees will be allowed to use their camera or microphone, or be able to chat and give reactions.
When you’re done, select Send.

Stop share files in Microsoft 365

2021-09-24/in Microsoft 365, Sharepoint, Teams

To share files or folders, change settings for sharing or to stop share files you use o365.umu.se. There you can choose if you want to stop sharing files or folders from SharePoint (i.e., Teams) or OneDrive. This manual shows you how to stop share files/folders in SharePoint, but the same settings works for OneDrive as well.

Open m365.umu.se and sign in using your Umu-id.
Click on the icon for SharePoint in the left menu.
Select the SharePoint team where the files/folders you want to stop share are located.
Select Documents in the left menu to view all existing folders and documents in the Sharepoint team. A channel in Teams is viewed as a folder in SharePoint.
Go to the folder or file that you want to stop share.
Place the pointer on the file/folder to view a hidden menu.
Click on the three dots and then Manage access.
Below Manage access you can see a list of the people you have shared the file with. Click somewhere in the area shown in the picture below.
To stop share with one or several people, click on the X next to the name.
When you click on X you will receive a control question. If you’re certain that you want to remove the access from the ones you’ve chosen, click Remove, otherwise select Cancel.
The access is now removed, and you have stopped sharing your files/folders.

Create Breakout rooms during a Teams meeting

2021-09-22/in Microsoft 365, Teams

This manual will show you how to create breakout rooms directly into an Teams meeting and interact with meeting participants through breakout rooms. (If you want to prepare your Breakout rooms before the teams meeting – see this manual)

It can be hard to have an open discussion and meaningful exchange of ideas with several participants. With breakout rooms you can create smaller groups for better conversations and brainstorming sessions.

Create breakout rooms

Start the meeting.
Select the icon with two squares, Breakout rooms.
Select the number of rooms you want, 1-50 and whether you want Teams to assign participants Automatically or if you want to assign the participants yourself Manually. This is the only time you can choose to have people automatically assigned to breakout rooms.
Select Create rooms.

Assign participants to breakout rooms manually

If you chose Manually in the previous procedure, follow these steps. If you chose Automatically your participants will be assigned to a breakout room as soon as you open the rooms.

Select Assign participants.
Choose the people who will share a breakout room by selecting the check boxes next to their names.
Select Assign and then select a room for those people.
Repeat steps 2 and 3 until everyone has been assigned to a room.

Rename the breakout rooms

You can rename each breakout room if you want it to reflect the people in it or what they’re doing.

Point to the room, select More options (the three dots) and then Rename room.
Enter the new name and select Rename room.

Set a time limit for the breakout session

A timer will be visible in each breakout room when you set a time limit so that the participants are aware of when the session will end. When time is up the room will close and your participants will return to the main meeting.

Select More options (the three dots) at the top of the breakout room pane, and then select Rooms settings.
Select Set a time limit, and then select the down arrow and chose for how long time you want.
Select Settings to return to the main Breakout rooms pane.

Open the breakout rooms

To open all the rooms at the same time, select Start rooms. By default, meeting participants are moved to their assigned rooms as soon as you open the room.
To open a single room, press on the three dots next to the room and Open room.

You can open and close breakout rooms more than once during a meeting.

Turn off automatic entry

By default, meeting participants are moved to their assigned rooms as soon as you open the room. By turning off the automatic entry your participants will receive a message asking them to join a breakout room.

Click on the three dots at the top of the Breakout room pane and then select Rooms settings.
Switch the toggle next to Automatically move people into opened rooms to off.

Interact with participants

As the meeting organizer you can join any of the breakout rooms, write in the chat or send announcements to everyone.

Select More options*** next to the room and then Join room.
Select Return to leave a room, then you return to the main meeting.
Back in the main meeting, select Resume.

Make an announcements to all breakout rooms

Select More options at the top of the breakout rooms pane and select Make an announcement.
Enter your announcement.
Select Send.

Participants will receive a notification in their meeting chat to check for your announcement.

Close breakout rooms

The participants will return to the main meeting when you close the breakout rooms. You can either close rooms individually or all at the same time.

To close rooms individually, select More options next to the room and then Close room.
To close all the rooms at the same time, select Close rooms.

When everyone is back to the main meeting, select Resume.

Share files from one team to another

2021-09-22/in Microsoft 365, Teams

Link file as a tab

Go to the team and channel where the files you want to share with people outside of the team are located.
Select Files and Open in SharePoint.
Find the file/folder you want to share in SharePoint. Select the share icon or the three dots and then Share.
You can now review the permission before sharing the file. Click on Umeå University…. to adjust the settings. Then copy the link.
Go back to the team and channel where you want to share the link. Select the +.
Select Website. Enter a name for the tab and paste the link. Members of the team can now view the files you gave them permission to view from the first team.

Remove permissions to a link

If you want to revoke the access to a link you previously shared, return to the original team.

Select Files and then Open in SharePoint.
Instead of selecting the share icon, this time select the three dots and then Manage access.
To remove the link, select the X to the right.
The link is no longer available to anyone other than the original team.

Set up quiet hours for Teams on mobile phone

2021-09-22/in Microsoft 365, Teams

If you use Teams on your mobile phone you can set up quiet hours. This means that you can turn off all notifications for Teams during certain times, for example during evenings and weekends.

Set up and activate quiet hours

Open the Teams application on your phone.
Select the menu in the upper left corner by clicking on your profile picture.
Select Notifications.
Select During quiet time.
Here you can choose if you want quiet hours, quiet days or both. If you have an Android, you can also set exceptions if you want some type of content to always be visible regardless of quiet hours, for example if someone makes a mention.

Switch between public and private team

2021-09-22/in Microsoft 365, Teams

You can choose between two privacy settings in Teams – public or private team. This setting controls who can view and join your team. This instructions will show you how to change a public team to a private, or the other way around.

Two types of privacy for teams

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 join it 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.

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

How to do:

Go to your team and click on the three dots to the right of the teams name. Select Edit team.
To switch between public and private – use the menu that says Privacy.
Click on the arrow to the right and select a new option.
Select Update.

Set up your notifications in Teams

2021-09-21/in Employee, Microsoft 365, Student, Teams

When you want to set up and adjust your notifications settings in Microsoft Teams, there are two options: for the entire application or for each channel.

Set up notifications for the Teams application

Click on the three dots next to you profile picture in the upper right corner in Teams.
A menu will appear, select Settings.
Select Notifications and set up the different notifications under each heading.

If you’ve chosen to receive a notification via email – please note that you will unfortunately not receive this notification if you are signed in or have the application open in the background. This is because you are considered as active and will therefore only receive notifications in the application.

Set up notifications for a channel in Teams

Go to the channel where you want to adjust your settings, and click on the three dots.
Select Channel notifications.
In the next menu, you can choose how you want to be notified when something happens.
Select Custom to get more options for the notifications.
Select the level of notifications
1. Click on the arrow
2. Select Banner and feed if you want both an purple banner in the left corner of the screen when recieving an and an number sign in the activity clock. (see decription below)
3. Select Only show in feed if you want notifications only in the acitivty clock. (see decription below)
4. Select Off if you want to turn off the notifications for that teams channel.
5. Select Include all replies if you want notifications if someone replies on your channels posts.
6. Click Save

Banner = Purple box with little decription of what has happened.

Feed = Red numbers on activity and under team

**Note** that these settings only apply to you and the specific channel, not the entire team. For example, if you are interested in what’s happening in some of the Teams channel enable notifications on them and disable notifications on the other.

Make a spontaneous poll with Forms in a Teams meeting

2021-09-21/in Forms, Microsoft 365, Teams

In this manual we describe how to make a spontaneous poll with Forms in an ongoing Teams meeting. This method is suitable when you are a presenter or organizer of a meeting and spontaneously want to create a poll. If you want to make a planned poll before a meeting, see our other manual.

Create a new poll

When you’re in the meeting, click on Apps.
Select Forms. If you can’t fint it in the list, you can search for it.
In the window that appears, click on Save.
A new icon (Polls) will be added among the meeting tools. Click on it.
Select New poll.
In the next window, you can choose between three types of polls:
- Multiple choice – when you want to know what people in the meeting think about a particular topic.
- Quiz – questions where there is a right or wrong answer.
- Word Cloud – if your want to ask questions that will allow the participants to answer in text.
- Rating – if you want to collect trhe respondents insights
- Ranking – If you want to allow the respondents to rank items
Once you’ve selected a type of poll, a new window will open. There you can enter your question, add or remove answers options, edit the settings for your poll and decide if it should be possible to choose multiple answers. Read more about qestiontypes and question settings here
Select Launch now or Save as a draft when you’re done. Then ypou can find your questions under Polls, either as a draft or as a open poll.
When saved as a draft you can edit your poll, or launch it.
If you want to add more questions, select Create new.

Edit a question

Click on the arrow next to Launch.
You will now get two options. Select Edit poll to edit your question or select Delete poll to remove the question from the poll.
Make your changes and select Save when you’re done.

Publish a question in the meeting

Make sure you’re satisfied with your settings. Otherwise – edit you poll.
When you want to publish you question in the meeting, select Launch.
The question will be marked as Live.
The meeting participants will now see the question on their screens and receive a notification.
The answers of the poll will be shown in percentage.

End the poll

Select the arrow next to View options.
Select Close poll.

See results from polls

Results in Teams

Go to Teams and select Chat in the left menu.
Search for the meeting where the poll was held.
Select the Polls tab.

Results on m365.umu.se

Go to m365.umu.se.
Select Forms in the left menu.
You will find your most recent polls Recent. If you can’t see your poll there, select All my forms.

Make a planned poll with Forms in a Teams meeting

2021-09-21/in Forms, Microsoft 365, Teams

In this manual we describe how to make a poll with Forms before, during and after a meeting in Teams. This method is suitable when you in advanced have planned to do a poll. This manual also shows how you can edit or delete a question and how to close your poll.

Add the poll as a tab

Book a meeting in Teams.
Go to your calendar in Teams and select the meeting where you want the poll.
In the meeting view, click on the + to add a tab.
Select Forms to create a tab for the poll.

Create a new poll

Select the tab Polls.
The first time you create a poll, select Create new poll.
In the next window, you will choose between two types of question:
- Multiple choice poll – when you want to know what people in the meeting think about a particular topic.
- Multiple choice quiz – questions where there is a right or wrong answer.
- Word Cloud Poll – if your want to ask questions that will allow the participants to answer in text.

Multiple choice poll

Multiple-choice polling is an alternative question perfect for easily gathering information. To create your multiple choice question, follow these steps:

Select Question and enter your question.
Select the Options box and enter the option you want.
Click Add Options to add more options
Select options and click on trashcan to delete options.
Check Multiple Answers to allow participants to answer with multiple options.
Select Share results automatically after voting if you want all participants to see the results after they have voted.
Select Keep the answers anonymous if you want the answers from the participants to be anonymous.
Select Allow others to co-author if you want participants to be able to see the questions, create questions, edit questions in advance. Please note that if you choose this, the participants will receive a notice that you have created questions and they can see, edit and create questions in advance before the meeting.
Click Save when done.

Multiple choice quiz

Multiple choice quiz is a type of question that allows you to put the right answer to a question. You should use this type of question if you want to do a competition or quiz.

Select Question and enter your question.
Select the Options box and enter the option you want.
Mark right answer on question, by check of the small box on the left side of the optionspane so it turns green.
Click Add Options to add more options
Select options and click on trashcan to delete options.
Check Multiple Answers to allow participants to answer with multiple options.
Select Share results automatically after voting if you want all participants to see the results after they have voted.
Select Keep the answers anonymous if you want the answers from the participants to be anonymous.
Select Allow others to co-author if you want participants to be able to see the questions, create questions, edit questions in advance. Please note that if you choose this, the participants will receive a notice that you have created questions and they can see, edit and create questions in advance before the meeting.
Click Save when done.

Word Cloud Poll

Word cloud Poll is a question type that allows participants to write an answer with text. The answers will pop up on the screen in the form of word clouds hence the name.

Select Question and enter your question.
Check Multiple Answers to allow participants to answer with multiple options.
Select Share Word cloud with respondents if you want all participants to see the results after they have voted.
Select Keep the answers anonymous if you want the answers from the participants to be anonymous.
Click Save when done.

Manage, create new, edit, delete questions

When you have finished your questions, they are saved as drafts. This means that participants can not see your questions (unless you chose co-author). From this view you can manage your questions.

Click Create New to create more questions
Click the arrow to edit or delete the question.
Drag and drop and drop the question and place it in the order you want to ask them.

Publish a question in a meeting

Make sure that you’re satisfied with your settings. Otherwise – edit your poll.
Select Launch. You can do this before, during or after the meeting.
Your will now be marked as Live.
The meetings participants will now get a notification liked this.
The answers of the poll will be shown in percentage.

End the poll

Select the arrow next to View options.
Select Close poll to end the poll.

See results from the poll

Go to o365.umu.se
Select Forms in the left menu.
You will find your most recent polls under Recent. If you can’t see your poll there, select All my forms.

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.

Sign in to the organization Umeå University on your computer.

Sign in to another organization in the web interface

Work as a guest of a team in an external organization

Book a meeting in Teams

Book a meeting in Outlook

Create breakout rooms

Assign participants to breakout rooms manually

Rename the breakout rooms

Set a time limit for the breakout session

Open the breakout rooms

Turn off automatic entry

Interact with participants

Make an announcements to all breakout rooms

Close breakout rooms

Link file as a tab

Other ways to link a file

Remove permissions to a link

Set up and activate quiet hours

Two types of privacy for teams

How to do:

Set up notifications for the Teams application

Set up notifications for a channel in Teams

Create a new poll

Edit a question

Publish a question in the meeting

End the poll

See results from polls

Results in Teams

Results on m365.umu.se

Add the poll as a tab

Create a new poll

Multiple choice poll

Word Cloud Poll

Manage, create new, edit, delete questions

Publish a question in a meeting

End the poll

See results from the poll