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.

Upload and share videos in Stream

Stream is a service where you can upload, view and share videos within Umeå University. Sign in on Stream by visiting Streams webpage. Log in by using your Umu-id and password.

Create a group

By using this function you create a group for your class/course where only students in the specific class/course have access to the material. Note that if you have a team in Microsoft Teams, you and the members already have a group in Stream. You can find your existing groups by clicking on My content and then Groups.

  1. Select Create and then Group.
  2. Select a group name and enter a description of the group.
  3. By default, the group is set to private, and members can contribute with videos to the group. You can change these settings under Edit.
    Private group – only invited members can access the material.
    Public group – the entire university can access the material.
  4. Select Create. Now you can add members by enter a name in the field. When you add a member, you can choose if they will be a member or owner of the group. You can also add members later on.
  5. When you’ve selected members to the group, select Add.

Upload a video

When you’ve created the group, you can upload videos.

  1. Select Create and then Upload video.
  2. Enter a name and a description on your video. You can also enter timecodes which are clickable when viewing the video. For example, 05:25 Reading instructions. This helps to skip between certain parts of the video.
  3. Select video language and optionally a thumbnail.
  4. Next, use the menu that says Permission to select permissions of the video.
  5. Remove the group as owner of the video. Otherwise, the group members can edit the video, change access etc. In Options, you can also remove the ability to comment the video if you like.
  6. Select Publish.

Share videos

  1. Select My content and then Videos. Here you can see all the material you have uploaded.
  2. To share a link to a video, click on the three dots ans then Share.
  3. Here you can Copy the link to the video and place it in a document or on the learning platform. This way, the recipients can easily click on the link and access the video.

Note that the recipients have to be members of the group to see the video. The recipients need to sign in with their Umu-id and password to gain access.

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.
  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 +.
  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.

Make a poll in a channel in Teams

  1. Go to the channel where you want to create a poll.
  2. Select New conversation.
  3. When you create your post, click on the three dots and select Forms.
  4. Enter your question, the answer option and decide if it should be possible to choose more than one answer etc.
  5. Select Save when you’re done with your question.
  6. You will now see a preview and can choose to send or edit your question.
  7. Select Send if you’re satisfied with your question. Now your colleagues can answer your poll directly in your channel.

Set up your notifications in 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

  1. Click on the three dots next to you profile picture in the upper right corner in Teams.
  2. A menu will appear, select Settings.
  3. 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

  1. Go to the channel where you want to adjust your settings, and click on the three dots.
  2. Select Channel notifications.
  3. In the next menu, you can choose how you want to be notified when something happens.
  4. Select Custom to get more options for the notifications.

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 the Teams channel but not in the Planner channel you have to disable notifications from the Planner channel.

Make a spontaneous poll with Forms in a Teams meeting

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

  1. When you’re in the meeting, select the three dots among the meeting tools.
  2. Select Add an app.
  3. Select Forms. If you can’t fint it in the list, you can search for it.
  4. A new icon will be added among the meeting tools. Click on it.
  5. Select Create new poll.
  6. In the next window, you can choose between two types of polls – Multiple choice poll or Multiple choice quiz.
  7. 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.
    Multiple choice poll – you want to know what the meeting participants think about a particular topic. 
    Multiple choice quiz – questions where there is a right or wrong answer. Here you need to mark which answer is correct.
  8. Select Save when you’re done. Your question is now saved as a draft under the Polls tab.
  9. If you want to add more questions, select Create new.

Edit a question

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

Publish a question in the meeting

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

End the poll

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

See results from polls

Results in Teams
  1. Go to Teams and select Chat in the left menu.
  2. Search for the meeting where the poll was held.
  3. Select the Polls tab.
Results on 0365.umu.se
  1. Go to o365.umu.se.
  2. Select Forms in the left menu.
  3. 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

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

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

 

Create a new poll

  1. Select the tab Polls.
  2. The first time you create a poll, select Create new poll.
  3. 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.
  4. A new window till appear. Here you can enter your question, the answer options, decide if it should be possible to choose multiple answers and make settings for your vote. If you have selected the Multiple choice quiz you also have to mark which answer is correct.

  5. Select Save when you’re done.
  6. Your question is now saved as a draft in the poll. If you want to add a new questions to your poll, select Create new.

Edit a question

  1. Click on the arrow next to Launch.
  2. You will now get two options. Select Edit poll to edit your question or select Delete poll to remove the questions from the poll.
  3. Edit the question and select Save when you are done.
  4. To change the order of the questions – drag and drop them in the order you want. This makes it easier for you to ask the right question at the right time.

Publish a question in a meeting 

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

End the poll

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

See results from the poll

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

 

Move files between channels or teams in Teams/Sharepoint

This manual will show you how you move individual files in Teams, how to move multiple files or folders and how to move files from a private channel.

Move individual file directly in teams:

  1. Find the file you want to move.
  2. Click on the three dots and select Move.
  3. A new window will appear where you can choose where you want to move your file. By clicking on the arrow you can browse folders, channels or select another team that you have access to.
  4. Select Move. Done!

Move multiple files or folders:

You need to use SharePoint when you move multiple files och folders.

  1. Go to the team where the files you want to move are located. Select Files.
  2. At the top right, click Open in SharePoint.
  3. Select the files of folders you want to move.
  4. Select Move to.
  5. Now a new window will appear to the right. There you can choose where you want to move your files or folders. If you want to move the folders to another channel in the team – click on Current library and select the folder you want to move them to. If you want to move the folders to another team – choose the team you want to move them to.
  6. Done!

Move files from a private channel:

You need to use SharePoint when you move from a private channel.

  1. Go to the private channel where the files you want to move are located. Select Files.
  2. At the top right, click Open in SharePoint.
  3. Select the files you want to move, click on the three dots and select Move to.
  4. If you want to move the files to another team, then select that team. If you want to move the files to another channel in the current team, then select the current team (in this case Project A) and click on the channel you want to move the files to. Note that you should not select “Current library” as it means the private channel.

  5. Select Move here. And you’re done!