Book a live event in Teams

  1. Open the calendar and select the arrow to the right of New meeting. Then select Live event.
  2. To the left you can add a title, a location, a date, time and a description of what the event is about.
  3. 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.
  4. When you’re done, select Next.
  5. 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.
  6. 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.
  7. Select Schedule when you’ve chosen how to produce.
  8. A new window will open where you can invite attendees by selecting Get attendee link.

Book a webinar in Teams

  1. Open the calendar and select the arrow to the right of New meeting. Then select Webinar.
  2. In the current view you will add the information that applies to you and the ones who will present at the webinar. Add a) a title, b) who will present, c) a date and time, d) the location and e) a description what the meeting is about.Tip! Add an earlier time for you and the presenters than the one you will have for the participants. That will allow the presenters to prepare themselves before the webinar begins.

  1. 3. Click on Require registration. Choose if only people in the organization (Umeå University) will be able to register for the webinar, or if anyone should be able to participate.
  2. 4. Select View registration form to create the registration form.
  3. 5. A new window will open. Here you will add the information that applies to the participants.
  4. 6. At the top, you can add a picture that till be shown on the form.
  5. 7. To the left you add a title, the date and time, a description, and who will present and a description of them if you’d like.
  6. 8. To the right you will build the form that the attendees will fill out.
  7. 9. Select Add field to add more questions. Select Custom question to create your own questions.
  8. 10. When you’re done with the form, select Save to show a preview of it.
  9. 11. Select Copy registration link to receive a link that you can send for example via email or social media.
  10. 12.Close the form and send the invitation to the presenters by selecting Send.

Book a meeting in Teams or Outlook

Book a meeting in Teams

  1. Open the calendar and select New meeting in the upper right corner.
  2. 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

  1. Open the calendar and select New Teams meeting in the upper menu.
  2. 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.
  3. 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.
  4. When you’re done, select Send.

Stop share files in Microsoft 365

To share files or folders, change settings for sharing or to stop share files you use 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. 

  1. Open and sign in using your Umu-id.
  2. Click on the icon for SharePoint in the left menu.
  3. Select the SharePoint team where the files/folders you want to stop share are located.
  4. 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.
  5. Go to the folder or file that you want to stop share.
  6. Place the pointer on the file/folder to view a hidden menu.
  7. Click on the three dots and then Manage access.
  8. 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.
  9. To stop share with one or several people, click on the X next to the name.
  10. 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.
  11. The access is now removed, and you have stopped sharing your files/folders.

Create Breakout rooms during a Teams meeting

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

  1. Start the meeting.
  2. Select the icon with two squares, Breakout rooms.
  3. 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.
  4. 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.

  1. Select Assign participants.
  2. Choose the people who will share a breakout room by selecting the check boxes next to their names.
  3. Select Assign and then select a room for those people.
  4. 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.

  1. Point to the room, select More options (the three dots) and then Rename room.
  2. 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.

  1. Select More options (the three dots) at the top of the breakout room pane, and then select Rooms settings.
  2. Select Set a time limit, and then select the down arrow and chose for how long time you want.
  3. 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.

  1. Click on the three dots at the top of the Breakout room pane and then select Rooms settings.
  2. 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

  1. Select More options at the top of the breakout rooms pane and select Make an announcement.
  2. Enter your announcement.
  3. 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

Link file as a tab

  1. Go to the team and channel where the files you want to share with people outside of the team are located.
  2. Select Files and Open in SharePoint.
  3. Find the file/folder you want to share in SharePoint. Select the share icon or the three dots and then Share.
  4. You can now review the permission before sharing the file. Click on Umeå University…. to adjust the settings. Then copy the link.

  5. Go back to the team and channel where you want to share the link. Select the +.
  6. 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.

Other ways to link a file

This method works well when you for example want to link a file in a post in Teams, in an e-mail, OneNote, Word etc.

  1. Follow step 1 to 4 above.
  2. Write a text that describes the content of the link, for example “Meeting times for project A”. Right-click when you’re done.
  3. Select Insert link or Link.
  4. Paste the link in the field and select Save. Done!

Remove permissions to a link

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

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

Set up quiet hours for Teams on mobile phone

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

  1. Open the Teams application on your phone.
  2. Select the menu in the upper left corner by clicking on your profile picture.
  3. Select Notifications.
  4. Select During quiet time.
  5. 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.

Create tags in Teams

A tag is a function that divides a team into smaller groups. This is useful when you want to be able to tag a small group instead of an entire team or to control the groups permissions.

Create a tag in your team

  1. Go to your team and click on the three dots to the right of the teams name.
  2. Select Manage tags.
  3. A new tab will appear, select Create tag.
  4. Choose a name for the tag and who it should include. Select Create.
  5. Your tag is now created! You can use the tag to make a @mention or select a specific group to moderate a specific channel.
  6. If you as the owner want to control who can create and manage tags, you will find this under Manage teams and Settings.

Some ways to use tags

  • You can easily create a group chat based on tags instead of inviting the members one at a time.
  • Instead of @mentioning the whole team or the specific channel you can @mention the specific tag. That way, the people included in the tag gets an extra notification. This can reduce irritation it you use @mentions frequently.
  • You can control who is allowed to publish in channels based on tags.

Switch between public and private team

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:

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

Copy a Planner (Tasks by Planner and To Do)

You’ve created a Planner (Tasks by Planner and To do) that you want to reuse. In this manual we describe how to copy an existing Planner. For example to another team, another channel or if you want a similar Planner in the same channel.  

How to copy your planner

  1. Go to your Planner in Teams and select the globe to open your Planner in the web application.
    Öppna planner i Teams
  2. When you’ve opened the web application, select the three dots.
  3. A menu will appear, select Copy plan.
  4. In the next menu, you can select which parts of the planner you want to copy and to which team. Select Copy plan to create your planner.

Add your new planner to a channel

In order for your new Planner to be visible in your team, you need to add it to a channel.

  1. Go to the channel where you want to add your Planner. Then select the +.
    Lägg till planner i kanal Teams
  2. Select Tasks by Planner and To Do.
  3. A menu will appear, select from the lower list – Use an existing plan from this team. Your new planner will be listed here. Select Save.
  4. Done! Now your Planner is available as a new tab.