Manage notifications in OneDrive

In this manual, we’ll show you how to manage your notifications in OneDrive. For example, if you want to turn off notifications if someone is typing in a Word document, etc.

  1. Log in with your umuID via O365.umu.se. Next, open OneDrive in the left menu.
  2. OneDrive in the web now opens up in your browser. Click the settings icon the upper right corner.
  3.  Click on OneDrive Settings
    mange your Onedrive notifications - settings icon - choose onedrive settings
  4. You’ll now get your notification settings options menue. The default settings are that everyone is checked. Click off the notifications you no longer want to apply.
    mange your Onedrive notifications - notifications settings

    1. Click off missed email sharing reminders if you want a notification if you fail to share your document (recommended to be on).
    2. Click off email when OneDrive detects that many files are deleted at once if you don’t want to receive email notification if many files from your OneDrive are deleted at once (recommended to be on).
    3. If you don’t want an email notification, click off email notification when others reply to your comments
    4.  Click off email when others comment on my documents if you don’t want email notification if others comment on your documents.
    5. Click off email notification when the link in a sharing message you sent has been clicked if you don’t want notification if someone has clicked on your link (file) as
    6. If you don’t want email notification if others upload files to your shared folder, click off email when others upload files to your shared folder.

Syncronize files from OneDrive, Teams or SharePoint to your computer

You can sync folders, files, and entire libraries from Office 365 to your computer. This means that you can work with the same files you have in Teams, SharePoint or OneDrive. In this manual, we will show you how to sync files from your OneDrive, Team, Team Channel, and a shared SharePoint library. Our recommendation is that you do not sync too many files.

Sync my own files from OneDrive to your computer

  1. Go to O365 and select OneDrive
  2. Click My Files, and then click Sync.
    sync files from onedrive to your computer - select my files and sync
  3. Security box appears, click Open. OneDrive app opens.
  4. Click the box next to “Sync all files and folders in OneDrive” to sync all your files from OneDrive to your computer.
  5. Click white box next to folder name to select specific folders to sync to your computer.
  6. Don’t forget to scroll down.
  7. When you are done, click Start sync
    sync files from onedrive to your computer - Onedrive app starts - choose folders to sync
  8. Syncing from your OneDrive is now complete. A new tab is created in your Explorer/Finder – “OneDrive – Umeå University”. You can now work with these files from your computer. Note that these are the same files that are on OneDrive for the web. It’s just another way of working from the computer.
    sync files from onedrive to your computer - Explorer view

Sync files from an entire Team to your computer

  1. Select the Team you want to sync files from to your computer.
  2. Select a Team channel and click on Files
    sync files from Team to computer - select files
  3. Click on Document
    sync files from Team to computer - select documents
  4. Now you will be able to access all files associated with the Team. Then click Sync.
    sync files from Team to computer - select sync
  5. The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
    sync files from Team to computer - OneDrive app opens - select files to sync - click start sync
  6. Synchronization from an entire team is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your explorer. Note that these are the same files that are in the team. It’s just another way of working from the computer.
    sync files from entire Team to computer - explorer view

Sync files from a specific channel in a Team

  1. Choose the Team you want to sync files from to your computer.
  2. Click the channel from which you want to sync files to your computer. For example, the Education channel that the picture shows.
    sync files from specific Team channel to computer - choose team channel
  3. Click on Files
    sync files from specific Team channel to computer - select files tab
  4. Click on Sync
    sync files from specific Team channel to computer - click sync
  5. OneDrive app starts. Make sure the correct files are selected (as you can see, these are the same folders as the image in step 4). When your are done, click Start Sync.
    sync files from specific Team channel to computer - OneDrive app opens - control if right folders are included in the sync - click sync
  6. Synchronization from a specific Team Channel is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your explorer. Note that these are the same files that are in the Team Channel. It’s just another way of working from the computer.
    sync files from specific team channel to computer - Explorer view

Sync your files from a shared SharePoint library

  1. Go to the shared library. The easiest way to do this is by using your OneDrive via: O365.
  2. Choose the shared library from the list that you want to sync (for example, as shown in the pircture – Team Arbetsgrupp).
  3. Select Go to Site.
    sync files from shareed sharepoint liberar - select team - click go to site
  4. In the menue on the left, click Documents.
    sync files from shareed sharepoint liberar - select documents
  5. Click on Sync
    sync files from shareed sharepoint liberar - click on sync
  6. The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
    sync files from Team to computer - OneDrive app opens - select files to sync - click start sync
  7. Synchronization from a shared document library is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your Computer. Note that these are the same files that are in SharePoint. It’s just another way of working from the explorer.
    sync files from entire Team to computer - explorer view

 

 

Log in with multifactor authentication, Freja eID+ and Microsoft Authenticator

This manual shows how to log in with multifactor authentication at Umeå Universitys system.

Multi-factor authentication (MFA) is a service that gives you increased protection when logging in to some of the university’s systems. With multi-factor authentication, you log in in two steps, which gives you extra layer of protection on top of your Umu-id and password. Umeå university uses both Microsoft Authenticator and Freja eID+ as multifactor. This means that the log-in site can look different depending on which system you’re logging in to.

Freja eID+

Freja eID plus is a free, government approved digital ID card that helps you login in some system at Umeå university. You can prove your identity in an application on your phone instead of showing a physical legitimation card.

Follow this manual to log in with Freja eID+.

Microsoft Authenticator

The app Microsoft Authenticator means that you log in on some services with your Umu-id and password, and then you approve the log in on your app Microsoft Authenticator on your phone or hardware token.

Follow this manual to log in with Microsoft Authenticator.

The difference of how to log in with either Freja eID+ or Microsoft Authenticator

When you log in on some of the University’s system, for example Skyddade dokument, you need to choose wether you want to log in with Freja eID+ or Microsoft Authenticator. It will look like this after you’ve typed your Umu-id and password:

Choose the alternative Sign in with Microsoft authenticator if you log in with a hardware token. You also choose this alternative if you use the Microsoft authenticator app on you mobile unit.

The only alternative for log in at Office 365 is Microsoft Authenticator. After you’ve typed your Umu-id and password you will directly be asked to accept the login in your Microsoft Authenticator-app. You don’t have to choose which method you want to log in with.

 

Download and install Microsoft Office 365 (Windows)

As a student or employee of Umeå University you have access to the Microsoft Office 365 package. Included in the package are Word, Excel, PowerPoint as well as other programs.
This software is for Windows, MacOS as well as telephone/tablet.

 

  1. In your internet browser, go to o365.umu.se and login with your UmU-id@ad.umu.se
  2. When your logged in into Office 365, click on Install Office and then Office 365 applications.

  3. Click on Save file (can sometimes say Drive, depending on which browser). See instructions at your screen.
  4. Click Yes when you get asked if it’s okey for Microsoft to be installed.
  5. Wait for Office to get downloaded and installed.
  6. When it’s finished, this will pop up:
  7. To activate Office, you need to open an app in Office on your computer.
  8. When you’re asked to log in, write your Umu-ID and password.
  9. Important! You will get asked if you want to be logged in on all apps, click on No, only on this app.
  10. Click on Accept.

Change dokument liberary view in SharePoint

This manual shows you how to change document library view in SharePoint.

  1. In the SharePoint team site, select the Documents tab from the left menu.
  2. Click All Documents.
    Change document liberarty view i SharePoint - document - all document
  3. Select Compact List to make your document library more compact. It looks like this:
    change documentliberary view in sharepoint - compact list
  4. Select Tiles to turn the documents into larger icons. It looks like this:
    change documentliberary view in sharepoint - Tiles
  5. Observe! If you change the view within a document library and click on a folder in the same document library, that view will remain enabled. If you click down/update the Internet window instead, the view will return to the default view, i.e. List. This means that if you want to see your documents in for example a panel view all the time, you need to click All Documents and change each time you open a document library. To get the view by default, you must be the adminstrator of the SharePoint team site – create a new view – select the view and click Set Current View by Default. (See next heading).

Create new view

You can also create your own views and make them public to all members of the SharePoint team site.

  1. Select Create New View
    change documentliberary view in sharepoint - create new view

Dialog box appears.

  1. Type a name for your new view.
  2. Choose whether you want list view, calendar view, or Gallery (panel) view.
  3. Check the box to make it public to other members of the SharePoint team site.
  4. When you’re done, click Create.
    chanAge documentliberary view in sharepoint - create new view - choose type of view
  5. Your views are collected under the same All Documents tab. The image below shows that I have created three views.
  6. Select your view
  7. Click Save view as to save your view.
  8. Click Set current view as default to make the view by default when the SharePoint document library is opened. (Note that you must be an administrator to do this).
  9. Click Edit current view to edit the view (for example, delete view, add, or sort columns).
  10. Click Format current view to format view (for example, row styles and rules).
    Change document liberarty view i SharePoint - document - all document - controll your new view

Change color and theme on your form in Forms

Change color on your form

  1. Go to the form you want to change.
  2. Click on Theme.
  3. Then you can choose among different colors or backgrounds. You can also click on + to choose a color by yourself or to upload a your own pictures or files.
  4. You can for example upload a picture on Campus if it matches the theme of the form.

Change theme in the form

The difference between test or form is that a test has themes.

  1. Click on Theme and scroll down in the list to find some you like.
  2. Scroll all the way to the bottom to fins the same theme as a regular form.

Make a branch in Forms

When you create your forms and tests, you can choose to branch questions. This means that the current questions belongs or depends on another questions in the quiz.

  1. Open the form where you want to make a branch.
  2. Choose the questions that you want to branch, click on the three little dots and then Add Branching.
  3. Click on the arrow. In de accordion menu that pops up, choose which question you want to branch the question with.
  4. When you’ve chosen, click on Back to keep editing other question or to finish.

Customize settings for files, maps and library in Sharepoint

This manual describes how you as an administrator or owner of a library, list, or survey, you can change permissions to let the right people access the data they need data while restricting others.

Adjust access for files and maps in SharePoint

If you are the owner of a SharePoint Website you can adjust the settings on maps and files very easy.

  1. Go to the library where you want to adjust settings.
  2. Click on documents in the left menu.
  3. Mark the files/maps where you want to adjust the settings.
  4. Click on the three dots and then Grant access.
  5. A menu to the left will be shown. Scroll down and click on Members and then the arrow.
    • Choose Can edit if you want the members to be able to make changes.
    • Choose Can see if you don’t want the members to be able to edit. The members can only see.
    • Choose Stop Share if you want to remove their access to the files or maps.
    • Choose Advanced if you want to setup advanced settings (Maybe if you want some of the members to be able to edit, but some of them should only be able to see).

 

How to setup advanced settings

As administrator or owner to a document library you can adjust the settings on a whole document library so that the right people have access and can edit but the rest who shouldn’t is not able to.

  1. Go to the library where you want to control the settings.
  2. Click on the settings wheel in the right corner and choose Library settings.
  3. Under Permissions and management, chose Permissions for this document library.

  4. You will then be sent to the site Permissions.
  5. It may happen that a yellow message will pop up. Here we list what the messages mean:

    Some objects in this list may have unique permissions that’s not controlled from your page. Choose This means that one simple object has earlier been shared with others. If you click one the blue lined Show these objects you will see a list of these objects. You can click on Handle access if you’re the owner and then make the changes that is necessary.
    • There are members with limited access on this site. The members may have limited access if an object or document under the site has been shared with them. This means that if an object has been shared with users, but not the entire list or library, the members permissions is limited to the object that’s been shared with them. Click on Show users to see who they are.
    • When you share an object with a user they will get limited access to the webpage to get full access to the object. If you stop share the object the user will still have limited access to the website (and you will see this message), but they don’t have access to any objects that’s not shared with them.
    • This library inherits permissions from the superior level (name of the library will be shown). This means that the inherit still hasn’t been broken for the list or library. More information on how you do this will follow in this manual.

 

Stop inheriting permission in Sharepoint

When you break the inherit permissions for a list, library or survey and then define new permission settings for the library, the library will then inherit the objects in it. The objects under the superior object till now get the same settings for permissions and access as the superior object. Do these steps to break the inherit and to share unique permissions instead.

  1. Go to Permissions with help from the steps above.
  2. If you want to break the permissions from the superior object, choose Stop inherit permissions.
  3. A safety box will pop up. Click OK if you want to succeed, or click Stop if you’ve changed your mind.
  4. You have now stop inherit the permissions for this document library. The menu Permissions will now get more options.
  5. Click on Delete unique permissions in the same menu if you want to reinstall inherit permissions again.

 

Assign unique permissions in SharePoint

You need to break inheritance from the superior site before you can grant unique permissions. Once you’ve broken inheritance like we showed above, you follow these steps to grant unique permissions.

  1. Open the library where you want to assign unique permissions.
  2. Go to the site Permissions with help from the steps above.
  3. Choose Grant permissions. (If the list/library inherit from the superior object, this choice will not be shown).
  4. In the Share dialog box make sure the header Invite people is selected. Then you can start type the names of the people or group you want to grant access to. You can add a personal message if you’d like. Check or uncheck the box Share everything in this folder, even items with unique permissions depending if you want to limit or grant the access to the objects that you already set unique permissions for.
  5. By default, they will get the access to edit. Which means that the people you invite can make changes in the library. If you want to give them another permission level, click on Show options and then Select a permission level. An e-mail will be sent to everyone that’s named in she square Invite people. I you don’t want everyone to receive an email, click on Show options and then uncheck the box Send an email invitation.
  6. When you’ve made all the choices in the Share dialog box, click Share.

 

Change permissions settings in SharePoint

You need to break the inherit from the superior site before you can change unique permissions. Once you’ve broken the inherit like the steps above you follow these steps to change unique permissions.

  1. Open the library where you want to change permission levels.
  2. Go to the site Permissions for the library.
  3. In the list Names, check the boxes next to the name of the users/group that you want to change access for.
  4. When you’re done, click on Edit user permissions.
  5. Under Permissions, mark the box for the permission level you want for the users/groups you’ve chosen.
  6. Click OK when you’re done.

 

Remove user permission in SharePoint

To remove permissions from users or groups that you have granted access to, follow these steps.

  1. Go to the library where you want to remove user permissions.
  2. Go to the site Permissions for the list or library (see above if you don’t remember how to).
  3. In the list Name, mark the box next to the name of the user/group that you want to remove permission from.
  4. Choose Remove user permission.
  5. The permission site will be updated and show that the user/group will no longer have permission to the lists.

Get started with the new Whiteboard

Find Whiteboard

  1. Open your browser and go to www.o365.umu.se.
  2. In the panel to the left, click on the icon at the bottom More applications.
  3. Choose Whiteboard.

Whiteboard portal

After you’ve clicked on Whiteboard you will get to Whiteboard portal. You’ll se all of your current Whiteboards.

  1. Click on Create a new Whiteboard to create a new.
  2. If you have made Whiteboards before, you can click on them to keep working on them. On the Whiteboards you’ve worked on before, if you click on the three dots you can Delete it or change name. 
  3. If you have a whiteboard with a little blue circle at the corner, you’ve shared the Whiteboard with more people.

Whiteboard settings

  1. Click on the settings wheel in the upper corner on a whiteboard.
  2. Choose Improve the shape of pens automatically (example if you draw a circle, the circle will be adjusted no a nice form automatically).

Whiteboard settings in the left head menu

Before you start using whiteboard it’s good to be familiar with the settings and icons. Here are some of the most used settings.

  1. The arrow is the standard choice. You can move around the canvas, mark and move the objects you’ve created.
  2. If you click on the pen you can choose between different pens on your canvas.
  3. If you click on the + the menu Create will be shown. Here you can choose between different objects that you can place on your canvas. (These will be explained longer down in this manual).
  4. The two arrows next to the little house menas that you can regret something you’ve done. Go backward and then forward if you regret your regret.
  5. Here you can change the name of your Whiteboard.

Whiteboard right menu: Share and settings

In the right corner under your profile there are two icons.

  1. Click on the Share icon to create a link that you can share.
  2. Click on the wheel to see settings. In the menu that pops up if you click on the wheel, you can export your whiteboard as a picture, click on or of automatically lines, change if the participants can edit and more.

Use pen notes

  1. Choose the black pen to make black notes.
  2. Choose the red pen to make red notes.
  3. Choose the multicolored pen to make notes with many colors.
  4. Choose the yellow pen to underline.
  5. Choose the gum to delete your notes..
  6. Choose the ring to mark objects or notes that you want to delete.

Change size, color and create arrows with your notes

  1. Double-click on some of the left pens.
  2. Change size on your notes.
  3. Change color.
  4. Create a one-way arrow
  5. Create a two-way arrow
  6. Stop the arrow.

Create post-it

Go to the right menu, click on the icon to Create and choose Notes.

  1. You can choose simple post-it notes with different colors.
  2. You can create post-it notes in grid with different colors.
  3. Click on Add notes to create more post-is within the grid.

Create text

Go to the right menu, click on the icon for Create and choose Text.

  1. Write your text in the square.
  2. Pull in the lines to make the square bigger or smaller.
  3. Mark the square to:
    -Write in it
    -Change color of the text
    -Delete it
    -Write a text that explains the text in the square
    -Click on the three dots to place the text forward or backward.

Create forms

Go to the right menu, click on the icon for Create and choose Forms.

  1. You can choose between 12 different kind of forms.
  2. Pull in the lines around the form to make the form bigger or smaller.
  3. Mark form to:
    -Change color
    -Delete lines
    -Delete form
    -Write a text to explain the form
    -Click on the thee dots to place it forward or backward.

Create reactions

Go to the right menu, click on the icon for Create and choose Reactions.

  1. You can choose between 8 different kinds of reactions.
  2. Pull in the line to make them bigger och smaller.
  3. Mark the reaction to:
    -Delete it
    -Write a text to explain the reaction
    -Click on the three dots to place it forward or backward.
    Tip! Use reactions to react on post-it notes.

Upload photos

Go to the right menu, click on the icon for Create and choose Photos. Then you’ll choose a photo from your computer.

  1. Pull in the lines to make the photos bigger or smaller.
  2. Mark the photo to:
    -Delete it
    -Write a text to explain the photo
    -Click on the three dots to place it forward or backward.

Use templates

Go to the right menu, click on the icon for Create and choose Templates.

  1. Choose what kind of category you want for your template. You can choose between 9 different categories, and then between 5-10 templates within every category.
  2. Scroll down to se different templates within the category.
  3. When you’ve chosen the template you want, place it on the canvas.

Tip for when using templates

  1. Use the template as a starting point. You can always edit objects like text and colors by mark the object you want to change.
  2. Add object to your template like post-its, text, reactions and forms.
  3. Scroll on you mouse to make the canvas bigger or smaller. You can’t make the whole template bigger och smaller.
  4. Mark an object on your template and press on the delete-button on your keyboard.

Add documents

  1. Go to the right menu, click on the icon for Create, and choose Documents.
  2. A dialog square will show. Here you choose what kind of document you want to upload.
  3. Click on My files to choose files from your OneDrive.
  4. Click on Latest to choose among recent edited files.
  5. Under Quick Access choose what Team/SharePoint document library you want to upload a document from (You can only upload a Powerpoint or PDF).

Create a new site in a current SharePoint webpage

This manual describe how to create a new site in a current SharePoint webpage.

  1. Go to the SharePoint webpage where you want to create a new site.
  2. Click on +New and then site.
  3. Choose a form and then Create site.

Build your SharePoint site

Here we show you how to build your SharePoint site and how to adjust header, sections and webb.

Adjust header

  1. Mark the text header to edit it.
  2. Hover your mouse on the header and four choices will show.
  • Choose the first icon (a pen) if you want to edit the header. Choose picture to choose a new picture. You can also choose a new focus for the picture.
  • Choose the second icon (picture) to change picture on the header.
  • Choose the third icon (focus) to adjust the focus of the picture in the header.
  • Choose the fourth icon (return) to restore to the standard format of the header.

Adjust your layout

  1. Go to the vertical menu to the left on SharePoint.
  2. Click on the plus if you want to add a section and choose the layout you want. You can create more avsnitts, you do that by click on the + under the created avsnitt.

Add to Webb parts

  1.  Click on within the created section and choose Web parts.
  2. There are more web parts to choose among, for example text, picture, files, videos. Search for a part in the search bar or scroll down to see what parts you want to choose.
  3. When you’ve chosen a web part you can edit or adjust if how you want.
  4. In the left menu:
  • Choose the first icon (pen) to edit the web part.
  • Choose the second icon (navigation) to move web parts by drag and drop.
  • Choose the third icon (duplication) to copy a web part.
  • Choose the fourth icon (trashcan) to delete a web part.

5. In the right horisontal menu:

  • Choose the first icon to adjust size on the web part.
  • Choose the second icon to crop the web part.
  • Choose the third icon to adjust length and width.
  • Choose the fourth icon to adjust the place of the web parts.
  • Choose the fifth icon to restore a web part to how it looked from the beginning.
  • Choose the sixth icon to save a web part.

When your done with your site choose Publish or Save as draft if your now ready to publish yet. If you want to keep edit, click Edit.