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).

6. For example, this might look like if I have chosen to upload a PowerPoint file on my Whiteboard. (Note you can only upload PowerPoint, PDF documents).

7. Select the slides you want to upload.

8. Click Select All to upload all slides.

9. Click Insert.

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.

Whiteboard Frequently asked questions

Who can use Whiteboard?

Whiteboard is currently available to all students and employees. Externals are currently unable to participate in a Whiteboard.

Can I collaborate on Whiteboard?

Yes, you can! Open the Whiteboard you want to collaborate on. In the right corner, click Share Icon. Then select the Deal link  >  copy and send to the person you want to share with.

Observe. Users can currently only collaborate with others within their organization. Microsoft will add options to collaborate with guests outside your organization in the future.

Can I export the result?

Yes, you can export the result to a PNG or SVG. You can also choose to publish to a team, send to a OneNote, or in an email message.

What is the difference between the Whiteboard app and web interface?

Whiteboard has recently been updated. There are no differences between the web and the app.

Where can I find Whiteboard?

There are three ways to use whiteboard. Via app, web or integrated in teams. You can find more information in the manual: Download and install whiteboard app

How do I save my Whiteboard?

All your Whiteboards are automatically saved in your Whiteboard Portal.  Go to the Office 365 portal and select Whiteboard.

Can I use templates in Whiteboard?

Yes, templates are available in Whiteboard. Templates make it easier for you and others to work together in Whiteboard. You can open templates clicking the Templates button in the left menu. This will display the template gallery, where you can browse to browse and select a template.

The following categories are available with more to add as you go:

  1. Brainstorming – exploring creative ideas
  2. Problem solving – analyzing and solving problems
  3. Design and research – deepen customer focus
  4. Strategy – move from strategy to execution faster
  5. Project planning – increase productivity and results
  6. Games – engage and energize groups
  7. Evaluation – reflecting and improving
  8. Workshops – inspire and facilitate groups

Can I use my fingers to use Whiteboard?

Yes, Whiteboard is compatible with touch, computer mouse, and keyboard.

Can I add pictures to the Whiteboard?

Yes, you can insert pictures on your Whiteboard. Click the Create icon, and then click pictures. Unfortunately, you can’t copy or paste pictures into the Whiteboard you have to save the image to your computer and then upload.

Can I react to sticky notes or text boxes?

No, however, you can create reactions and drag and drop them on your sticky notes or text boxes. Click the icon to create and select reactions. There you can choose sometimes heart, thumbs up or down and more. Drag and drop them in the appropriate place to react to text or sticky note.

Can I zoom in and out of my Whiteboard?

Yes, you can – the surface is infinite. With mouse – scroll up and down. With your fingers – pull together or outwards with two fingers.

Can I rename my Whiteboard?

Yes, by going to the Whiteboard portal and then tapping the three dots of the Whiteboard that you want to rename.

Can I remove Whiteboards?

Yes. Go to your Whiteboard portal, click on the three dots of the Whiteboard you want to delete, and then select Delete.

How do I use ink in Whiteboard?

Digital ink is available to everyone, whether you’re using your mouse or pen. The Pen toolbar contains 15 pen colors, 15 highlighters, pen arrows, and different thicknesses.

Features:

  1. Select a pen to see the color and thickness drop-down list.
  2. Select arrow mode from the drop-down list to turn your ink strokes into arrows.
  3. To draw straight lines, hold down the Shift key while you make ink.
  4. To convert things you draw to shapes, select your ink and select the shape icon from the shortcut menu.

How do I create straight lines?

The previous ruler has been removed. In Whiteboard, you can add straight lines using shapes in the gallery to create. You can also hold the shift key while you’re doing ink.

How do I use mouse and keyboard in my whiteboard?

Do one of the following:

  1. To pan the workspace, click it, and then drag the canvas with your mouse. You can also hold down the Ctrl key on the keyboard and use the arrow keys.
  2. To quickly zoom in on the workspace, scroll the mouse wheel up or down (if applicable).
  3. To select an item, click it with your mouse. You can also press the Tab key multiple times until the desired item is selected.
  4. To insert an object, such as a picture or text, click the + icon on the toolbar, and then click the item you want to add. You can also use the shortcut menu by clicking Shift+F10. Use the arrow keys to select the item you want to add, and then press Enter.
  5. To draw or delete ink, click the ink icon on the toolbar, select a pen or eraser, and then use the mouse to draw on the canvas or remove ink strokes. To use the keyboard to select tools, press the Tab key several times until the pen icon is selected on the toolbar.
  6. To move the ruler when it appears, click it, and then drag the ruler with your mouse. To use the keyboard, click the ruler, and then move with the arrow keys.
  7. To change the angle of the ruler, hover over the ruler, and then use the scroll wheel — or click to select the ruler, and then hold the Alt key while you press one of the arrow keys on the keyboard.

 

How do I select, move, and resize content?

  1. When finger painting mode is turned off, you can move objects by selecting it with your finger and easily moving around the canvas.
  2. Select content with your finger or pen — or use the Lasso Selection tool on the toolbar to select multiple items at once. Turn on lasso selection and use the pen to circle the content you want to select. When finger painting mode is enabled for devices that are passive or don’t have a pen, you can turn on Lasso Select and use your finger to dial in content.
  3. If the active pen has a cylinder button, hold down the button to temporarily switch to Lasso Select mode and circle the content to be selected.
  4. When the content is selected, you can move it with your finger or pen. To resize, use two fingers to stretch or minimize the content.

Can I use Whiteboard in the classroom?

Yes, Whiteboard has been designed both for remote learning and in the classroom. In the classroom, students can leave class with a digital version of the whiteboard so they can focus on listening and learning instead of copying content from the whiteboard during class. Teachers can hold more interactive lessons with a shared whiteboard where students can add content or react to content added by others. Whiteboard is a fantastic tool for group projects. All project members can get involved and teachers have the opportunity to observe and provide feedback.

Can I share a Whiteboard where no one else can edit it?

Yes, if you choose whiteboard presentation mode (read-only mode) in Teams meetings, the meeting organizer can choose how to interact with the board. If you choose read-only mode, all other participants will see the whiteboard but without being able to edit. At any time during the meeting, the meeting organizer can switch between read-only mode or allow collaboration from others from the settings menu.

Can I use Whiteboard in a Team meeting?

Yes, Whiteboard is integrated into Teams but can also be used in other digital meeting tools such as Zoom.

Find, create, and delete team sites in SharePoint

This manual describes how to find, create and delete team sites in SharePoint. Note, if you have a Team in Microsoft Teams, you and your team members already have a team site in SharePoint. Team Site=Team

Find SharePoint teams sites

  1. Open your browser and go to the address www.o365.umu.se
  2. Find your way to the panel on the left with all applications. Click at the bottom More applications.
  3. Choose SharePoint
  4. In the menu on the left, click the globe (My Sites). In the list, you’ll see your Team sites.
    Find, create, and delete team sites in SharePoint - choose team site

Create Team site in SharePoint

  1. In the left upper-corner click on the house icon, and than click + Create Site.
    Create Team site in SharePoint - click create site
  2. There are two different types of websites you can create. If the purpose is to create a collaboration area for, for example, a workgroup or project, select Team Site.
    Create Team site in SharePoint - choose team site type
  3. Next, enter the name and description for the team site. Here you also choose whether the site should be private or public and at the bottom which language should be the primary.
  4. Please note that in a private group, you invite the people who will be involved in working on the site. In a public group, everyone at Umeå University can visit the document website. This means that all affiliates, employees and students can connect to public websites without invitation.
    Create Team site in SharePoint - write in name and decription of team site
  5. Invite members and add any additional owners to your team site. You also have the option to do this later.

  6. Your Team site is created.

Delete team site

  1. Go to the site you want to delete. Click the gear wheel in the right corner and select Site information.
    Delete team site - choose site information
  2. A dialog box on the right appears. Select Delete Site.
    Delete team site - choose delete site
  3. A security box appears warning that you are about to delete a SharePoint page. Check the box under “Yes, delete this group and all associated resources” and than click Delete. 
    Delete team site - confirmation box
  4. The SharePoint team site has now been deleted.

Remove an external organization in Teams

  1. Go to https://myapps.microsoft.com and sign in with your Umu-id@ad.umu.se
  2. Click on your profile picture in the upper right corner and select View account.
  3. In the left menu, select Organizations.
  4. Find the organization you want to remove and select Leave organization.
  5. Select Leave in the pop-up window.
  6. You will soon receive a confirmation e-mail.

Use Google Drive app to export files to your Mac computer

This manual shows how to use Google Drive App to download (copy) your Google Drive files to your Mac computer.

Log in to Google Apps

  1. Log in to Google apps here.
  2. Click on the blue button Log in with Umeå University.
  3. Write your google apps e-mail adress and password (Umu-id@gapps.umu.se)

Step 1. Find Google Drive files in Finder

  1. All of your files that you have in Google Drive on your browser are located in Finder.
  2. Go to finder and search in the menu to the left for Google Drive.
  3. Click on My drive to see your saved files in your Google Drive.
  4. Click on Shared Drives to see shared files in Google Drive.
  5. If you don’t find the Google Drive map, go to the activation bar at your desktop and click on Google Drive app. (If the icon is blurry you first need to log in).
  6. Click on the icon for Settings and then Preferences.
  7. Under the file My MacBook Pro you can upload files or maps to your Google Drive from your computer.
  8. Choose Google Drive to see what files your Google drive contains.

The difference of Stream and Mirror files

  • Choose Stream files if you only want to store your files in the cloud. This means that you can’t open the files on your computer, only in a browser.
  • Choose Mirror files if you want to store your Drive-files both on your computer and in the cloud. This means that you can reach your files from Finder, and also be available offline.
  • When you’ve decided which option you will chose, choose Open in Finder to get access to the map with your Google Drive-files in Finder.

Step 2. Download files from Google Drive app to your computer

Observe, you can’t download files with Google Drive that’s created within Googles apps. If you have files that’s created within Google Apps we instead recommend you to use Google Takeout (manual is linked to the left).

  1. Go to Finder -> This computer -> Google Drive -> My unit
  2. The picture below shows how to see the difference between Google files and Microsoft files.
    Square A represent Google, Documents, Forms and Presentation. You can’t download these.
    Square B represents a PowerPoint (Microsoft), a PNG-file, (other), an Excel document (Microsoft). You can download these files.
    Square C represents a map. You can download this if it doesn’t contain files that’s created in Google.
  3. To download a document from Google Drive, drag and drop Microsofts files from your Google Drive map to a suitable place on your computer.
    Observe, when you drag and drop you copy the file. Make sure that no one changes something in the document after you’ve moved it. Also, make sure your have enough space on your computer.
    If you accidentally try to download something you’ve created in Google, you will get a message saying it’s impossible.
    Tip! Make a structure and sort when you drag and drop. Create a map on your desktop and put all of your files there.

Step 3. Upload files in OneDrive

After you have copied your files from Google Drive map to your computer it’s suitably to upload them to Microsoft OneDrive. This step shows how you easily to that. Observe, if you have information that’s sensitive or personal, you can’t upload it on OneDrive. Read more about information security here.

  1. Go to www.o365.umu.se and click on OneDrive i the menu to the left.
  2. In OneDrive under My files, click on Upload and then Map.
  3. Finder will pop up. Choose Desktop and then click on the map with your files from Google Drive, click then Upload.
  4. A security box may appear, click Upload.
  5. Your upload is now starting. Depending on how many files you have the export can take either a few minutes or hours.
  6. When all of your files are uploaded, make sure the export went well by clicking on some of the files and check if you can open them and the documents contain all the information.
  7. Go to your desktop and delete the map that you just uploaded to avoid confusion and to save space on your computer.
  8. Done!

Export Google data with Google Takeout – user guide

Follow this manual if you want to export files from Googles products to your own computer with Google Takeout, so that you later on can upload your files to a safe space. 

What is Google Takeout?

Google Takeout is a service that makes it possible for Googles users to export the data to their own computer or other cloud-space. You can export and download data from Google products like:

  • e-mails from Gmail
  • files from OneDrive
  • tasks from Calendar
  • Photos from Photo
  • Videos from YouTube

When is it appropriate to use Google Takeout?

There are several reasons for why you should use Google Takeout.

  • If you have used Googles own products like Google Documents, Presentation or Spreadsheet, Google Takeout is very useful because it converts data from Googles own form to Microsofts form. For example, a Google Document can convert to Microsoft Word. If you’ve created a lot of Google files, Google Takeout makes it possible to convert all documents in only one export.
  • If you have a large amount and different kinds of files that’s not created within Google, we recommend you to use Google Drive application. With this app you can transfer files to the destinations you’ve chosen, for example OneDrive or Protected documents depending the information classification.
  • If you have a small amount of material we recommend that you download your files from Google Drive on your browser to your own computer. Observe, you can only export one file at a time with google Drive on the browser. If you have a lot of files, chose Google Takeout to save time.

How do I use Google Takeout?

This manual consist of six steps and helps you avoid usual mistakes in the export.

Log in

  1. Log in to Google apps here.
  2. Click on the blue button Log in with Umeå University.
  3. Write your google apps e-mail adress and password (Umu-id@gapps.umu.se)

Step 1. Find Google Takeout and log in with the right account

  1. Go to Google Takeout.
  2. Chose your Gapps-account in the list. Observe, if you have several accounts it’s very important to chose the one you want to export files from.
  3. If you don’t find your account in the list, chose Use another account and log in with your Umu-id@gapps.umu.se.

Observe, if you’re already logged in to a Google account when you click on the browser to log in to Google Takeout, make sure your logged in to the right account.

  1. Click on the symbol for your Google account in the upper right corner.
  2. Make sure your logged in with your Umu-id@gapps.umu.se
  3. If you’re not, choose that adress in the list among logged out accounts.
  4. If you don’t find the right adress at all, click on Add another account and log in with Umu-id@gapps.umu.se. You will now be send to Umu-login site. Write Umu-id and password and click Sign in.
  5. Now your logged in to the right account.

Step 2. Chose which products that you want to include in the export

  1. Before you chose products, start by scrolling in the list to se which products you can export data from.
  2. Each product has a check box. Check the box at the product you want to export data from.
    Observe, make sure you only check the boxes you want to export data from. Otherwise, the export takes more time than it needs to, and you will get a lot of extra product to your computer.
    Observe, if you want to export data from Gmail, contact servicedesk.
  3. If you want to export data from all products, there is a button at the top that makes it possible to check all boxes.
  4. When you’ve chosen the products you want to export data from, click Next step.

Step 3. Chose what kind of file, frequency and next destination

The first thing you decide is how and where you want to export your files. Takeout makes you chose between a few options. We recommend – Send a link to email.

Why?

  • If you chose Add to Drive your data will disappear because we’re going to shut down Google Drive.
  • I you chose Add to Dropbox you export data from gApps to a private Dropbox account and your data will be saved in American servers and that means that you don’t follow the General Data Protection regulation.
  • If you chose Add to OneDrive you export from gApps to a private Microsoft account, you can’t export directly to your Umu Microsoft 365 account.
  • If you chose Add to Box you export data from gApps to a private Box account and your data will be saved in American servers and that means that you don’t follow the General Data Protection regulation

By choosing Send a link to email you will be send a link when the files are ready and exported, then you will have seven days to download the files.

Frequency

Then you chose how often you’d like to export. Since Google Apps will be shut down, chose to only do the export One time.

Filetype and filesize

  1. Click on the arrow. You can either choose .zip or .tgz. If you don’t know what to chose, chose .zip.
  2. Click on the arrow next to 2GB. You can either choose 1, 2, 4, 10 or 50 GB. If you don’t know, choose 2GB.
  3. When you’ve made all the choices, click Export.
  4. The export has now started. A window will pop up that explains approximately how long time it will take. It can take a few minutes or several days.

Safety control

Before the export starts you may receive and e-mail where you have to confirm your identity.

  1. Click on Check identity.
  2. Click on Yes, it was me.
  3. The export will start once you’ve accepted and a link will be sent to you once the export is done.

Step 4. Download your exported files

This step show you how to download your exported files via a link on you e-mail to your computer. Observe, depending on how much material you’ve exported it will take either a few minutes or several days to receive the email.

  1. Go to your e-mail and search for Takeout or look for a mail sent from noreply@google.com.
  2. Click on Download your files.
  3. If you click on Manage exports you will be sent to Google Takeout. If you’ve done more exports, you can see them there. You can see more information about your exports.
    Observe, you need to download within a week after you’ve received the link on e-mail.
  4. Click on the arrow to see what kind of products that were included in the export. If something went wrong and it’s not what you have in mind, no worries. Then you only need to choose different settings in the export and do it again.
  5. Click on Download and the download will start.
  6. If you use Chrome as browser, click on the Zip-file Takeout at the bottom of the browser. If you use Edge, click on Open file under Zip-file at the upper right corner.
  7. Now you have the files on your own computer.

Step 5. Manage your files on your computer

This step helps you sort your files on your computer so that you later on can upload the files on another service. Make sure you have enough space on your computer before you do this step.

  1. Go to Finder/Task Manager -> This computer -> Downloaded.
  2. Chose the zip-file that starts with Takeout.
  3. Invent your files and sort them.
  4. When you’re feeling done, drag and drop the exported map to your desktop. Observe, make sure you have enough space on your computer.
  5. A little box will pop up and show how in percentage how much of the material that is exported. Wait until it says 100 %.
  6. Tip! When it’s done, change the name of the map so you don’t get confused.

Step 6. Upload your files on OneDrive

  1. Go to www.o365.umu.se and chose OneDrive in the menu to the left.
  2. When you’re in OneDrive, click on Upload and chose Map.
  3. Finder/Task manager will pop up. Chose Desktop and your Google takeout export. Click Upload.
  4. A safety window will appear, click on Upload.
  5. Your upload is now running. When it’s done, check some of the files and make sure everything worked properly.
  6. Go to your desktop and delete the map that you uploaded.
  7. Done!

Use Google Drive to export files (Windows)

This manual shows how to use Google Drive on your windows computer to copy and download your files. Have you downloaded and installed Google Drive? If not, follow this manual.

 

Log in to Google Apps

  1. Go to google.se.
  2. In the right upper corner, click on Log in.
  3. Write your google apps e-mail adress and password.

Step 1. Find Google Drive app and your files

  1. Go to Task manager in the lower right corner, click on the arrow and then the Google Drive icon.
  2. You can’t find the icon if your not logged in. Go to the search bar in Windows Task manager and search for Google Drive.
  3. Click on the wheel and chose Preferences.
  4. Under My PC you have the option to upload files or maps from your computer to your Google Drive.
  5. Choose Google Drive to see all of your files.

The difference of Streaming and Mirror files

You can choose how you would like to handle your files. You can choose between Stream or Mirror.

  • Choose Stream files if you want to store all of your Drive-files only in the cloud. This means that you can’t open the files on your computer, you can only open in a browser.
  • Choose Mirror files if you want to store your files on both your computer and in the clouds. This means that you can reach all your Drive-files via Finder offline. You can read more here.
  • When you’ve read and chose one alternative – chose Open in Task Manager (Open in Finder if you have a mac, but the button is the same).

Step 2. Download files from Google Drive to your computer

**Observe** You can’t download files that’s created with Googles products, like Google Documents, Presentations, Spreadsheet or Forms. If you have a lot of files that are created with Googles products we recommend you to use Google Takeout.

  1. Go to Task Manager -> This computer -> Google Drive -> My unit
  2. I the picture below we show you how to see the difference between Google and Microsoft or other apps.
    Square A represents Google, Documents. Forms and Presentation. You can’t download this to your computer.
    Square B represent a PowerPoint (Microsoft), a PNG-file and a Excel document. You can download this.
    Square C represents a map. You can download maps to your computer if it doesn’t contain files from Google.
  3. To download documents from your Google Drive App, drag and drop Microsofts documents from your Google Drive map in Explorer to where you want it on your computer. The picture below shows how to drag and drop, in this example an Excel-file, from Google Drive to Desktop.

    **Observe** that when you drag and drop, you copy it. Make sure that no one works in that file after you have moved it.
    **Observe** Make sure to create a structure for how you drag and drop files. For example: create a map on your desktop called Google Drive-files.
    **Observe** If you have a lot of files, make sure that you have space on your computer before you copy.
    **Observe** If you drag and drop a file in Google form, a message like this will pop up.

Step 3. Upload files in OneDrive

After you’ve copied your files from Google Drive to your computer you can choose to upload them in Microsoft OneDrive, these apps are pretty much the same. This step shows how you easily upload files from your computer to Microsoft OneDrive.
**Observe** Do you store sensitive personal data? First up, you need to do a classification of your files before you can upload it on OneDrive.

  1. Go to www.o365.umu.se and choose OneDrive in the menu to the left.
  2. In OneDrive, under My files, click on Upload and choose Map.
  3. Your explorer will pop up. Choose Desktop and then the map where you have all the files and then klick Upload.
  4. A security box may appear, click on Upload.
  5. Your upload is now started. Depending on how many files you have it can take a few minutes or several days.
  6. When the upload is done, locate your files in OneDrive to make sure the upload was successful. Click on a few files to see if they work and contain the information you have.
  7. Go to your desktop and delete the map that you have uploaded in OneDrive.
  8. Your files are now saved in a safe space. You can always download files from your OneDrive to your computer if you like and synchronize your OneDrive to your computer.

Create files and maps in SharePoint

This manual describes how you create new documents, files and maps in a current SharePoint group website.

  1. Open your browser and go to www.o365.umu.se.
  2. Search for SharePoint among all the applications in the panel to the left. Click on More applications if you don’t see the app.
  3. Click on SharePoint.
  4. Click on the globe, My Applications, in the menu to the left. In the list that pops up you’ll se all of your group websites. Click on the group website that you want to create maps and files in.
    SharePont - choose sharepoint website
  5. When you’re in the group website that you’ve chosen, click on Documents in the menu to the left.
    create files and maps in sharepoint - choose document tab in left menue
  6. Click on the button New to create a new map or file.

  1. Here you can choose what kind of file you want to create (for example Word, Excel or PowerPoint) or if you want to create a map.
    create files and maps in sharepoint - click on new and chose files or filer to create

Work with multiple organizations in 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.

  1. Open Teams on your computer. If you haven’t installed Teams yes, go to o365.umu.se to install it.
  2. Sign in with your Umu-id (umu-id@ad.umu.se) and password.
  3. You can now work in Umeå Universitys organization in your desktop app.

Sign in to another organization in the web interface

  1. 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).
  2. Go to www.office.com and sign in with your e-mail and your password.
  3. 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.

  1. Click on your profile picture in the upper right corner.
  2. 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.