Okategoriserade – Page 3

Insert an image in the graphic design tool

2023-08-17/in Employee, Graphic design tool, Okategoriserade

Settings may differ slightly between the different templates in the tool.

The form for the document template looks like this:

Document template for images.

Click the empty white box to select image and the following field will pop up:
Under “Search”, you can search and select an image from the University’s image database, Mediabanken. The easiest way to search among available images is to go to Mediabanken, find the ID number and paste it in the graphic design tool search field. Always check that you have the right to use the image. You can also choose to upload your own image.
After selecting an image, there are some settings you can make.
- “Position” determines what part of the image is shown. Try your way forward.
- “Zoom” allows you to zoom in and out of the image within the available area.
- “Height” is available in some templates and allows you to alter the height of the image.
- In the field labelled “Author”, you must specify the photographer or illustrator of the photo or illustration.

Block or release quarantined email

2023-05-09/in Email, Microsoft 365, Okategoriserade, Student

When an email has ended up in the spam filter, you will receive an e-mail from the sender noreply@umu.se that you have an email in quarantine. If you believe the message to be safe, you can choose to let it through so it ends up in your inbox. If the message is spam, you don’t need to do anything, it will be automatically deleted in 30 days.

This is what the message looks like:

Select Release to send the message to your inbox.

Select Block sender to block the sender.

Select Review Message to review the message to decide whether or not to let it go through. You will then see this view:

Select the message and whether you want to release or delete it.

Register voucher Umu-print

2023-01-30/in Okategoriserade, Umu-print

This guide helps you register vouchers for the Umu-print printing solution.

Follow the steps below:

Enter the code you received on your voucher. All symbols must be filled in including hyphens.
Click on “Register Voucher”
When the amount has been registered, you will see a text that tells you that your amount has been inserted. Please note that an administrative surcharge is charged for top-up with vouchers. The actual value is written on the voucher.
To check your new balance, click on “Transaction history” in the menu on the left.
You can now see exactly what you deposited into your account and when, as well as the current balance.

Install Umu-print

2023-01-30/in Okategoriserade, Umu-print

This guide will help you install Umeå University’s printing solution Umu-print.

Forward calls in Teams

2022-11-28/in Employee, Microsoft 365, Okategoriserade, Teams

If you can’t or don’t want to receive calls in Teams, you can forward your calls in a few different ways.

Select the “Do not disturb” status

Select the “Do Not Disturb” status to forward calls and temporarily turn off notifications.

Click on your profile in the upper right corner, then click on the status and select “Do not disturb”.

Do not disturb status

Under “Duration” you can choose how long you want the status to be displayed.

In your Calls settings in Teams, you decide what happens in case of unanswered calls, by default the call goes to voicemail.

Choose to forward calls

In the Calls settings in Teams, you can choose “Forward my calls” and what happens when forwarding, for example forwarding to voicemail.

Forward calls in Teams

Remember to change the setting back when you want to be available again.

In case of longer absence, for example vacation or leave of absence

If you have scheduled yourself as “Out of office” in your calendar in Outlook, you will also appear with the status “Out of office” in Teams.

You can supplement your absence in Teams with a status message. Click on your profile in the upper right corner and then select “Set status message”. You can also choose how long the message should be displayed.

When you’re away from Teams, your calls are directed to voicemail by default.

Out of office greeting in Teams

In the Calls settings in Teams, under “Configure voicemail”, you can enter your own out of office greeting and choose when you want it to be played, for example when you have an auto-reply in Outlook or an out of office event in your calendar.

Delete groups in Microsoft 365

2022-06-13/in Employee, Microsoft 365, Okategoriserade, Sharepoint, Teams

Delete groups in the tool

You can delete groups in the respective tools where the group is located, such as Planner, SharePoint, and Teams. Note that if you delete a group, you delete everything that belongs to the group. For example, if you delete a group in Planner, you delete the SharePoint site and possibly the Team that belongs to the group.

Delete group in Planner

Go to Hubben – Planner (office.com), it lists all planners you have authorization to.
To delete, go under the three dots and select Plan settings.
At the bottom of the Plan Settings dialog window, you can find the button to delete the group.

Delete group in SharePoint

It’s not easy to find all of your SharePoint sites. That’s why you need to search for them, and you can do so with the following link that includes a search query: SharePoint
Select the site you want to administrate. If you are an owner, then under the gear you will receive website information. At the bottom of that window is the Delete option.

Skärmdump site information Sharepoint

Delete group in Teams

Go to your Teams client and select Team on the menu to the left.
In the listing of teams, you can click on the three dots of the desired team. If you are the owner, you have the option of clicking on Delete team at the bottom of the menu.

Administrate groups through Outlook (Office 365)

If you’ve moved your email to Office 365, you can easily administer the groups you belong to or own through Outlook.

Open Outlook and go to your email box.
Select Groups on the menu to the left.
It lists the groups that you have permission to and that are configured to be visible in Outlook.
Select Group, then open Group Settings in the top menu. In the menu presented, you can administer your group.

Skärmdump som visar Gruppinställningar i Outlook

Frequently asked questions SharePoint

2022-02-28/in Okategoriserade

What is SharePoint?

SharePoint is a free cloud-based application, primarily used to create websites. You can use it as a secure place to store, manage, share, and access information from a unit. Everything you need is a browser.

In SharePoint you can:

Build intranets and create sites, document libraries, and lists.
Add web parts to customize the content.
View important visuals, news, and updates with a team or communications site.
Discover, follow, and search for websites, files, and people throughout the company.
Manage your daily routines with workflows, forms, and lists.
Sync and store files in the cloud to let everyone work with you.
Get the latest new wherever you are with the mobile app.

How do I find SharePoint?

Go to www.m365.umu.se and sign in with your Umu-ID. You will enter your personal Office 365 portal. Select SharePoint in the left menu or select All applications and then SharePoint.  

What is a team site?

With a SharePoint team site, you and your team can share and manage content. Use a team site to store and collaborate in files or to create and manage lists. You can also:

Follow and stay updated on project statuses.
Organize and edit shared content.
Connect to a Microsoft 365 group to access group resources.
If you need a website to share information with others, you can create a communication site instead.

Want to learn more? See: Find, create, and delete team sites in SharePoint

What is a document library?

A document library is a secure place for file storage where you and your employees can easily find your files, work together, and access them from any device. For example, you can use a document library in a SharePoint site to store all files related to a specific project or client. Moving files between folders is easy – just drag them from one place and drop them where you want.

Can I add files from my computer to a SharePoint document library?

Yes, you can add files from your computer by dragging them from your computer and dropping them in SharePoint. You can also upload a file by browsing your computer. See more here: Upload files and folders in SharePoint

Observe! If you want to create and upload files to a library, you must have permission to participate in the library. If you do not know what permissions you have, contact your SharePoint administrator.

Can I copy files in SharePoint?

Yes, you can copy and move files and folders from a SharePoint library.

See more here: Move or copy files in SharePoint

Can I stop sharing a file in SharePoint?

Yes, you can share and stop sharing files if you have permission for it in a SharePoint group.

What is a news post in SharePoint?

A news post is a feature that you can use to spread news within an existing SharePoint site. You can use different “web parts” (information) to mediate your message. For example, text, image, video etc.

Can I delete a SharePoint team site?

Yes, you can delete a SharePoint site. However, you need to be the owner of the SharePoint site.

Se more here: Find, create, and delete team sites in SharePoint

Can I delete files and folders in SharePoint?

Yes, you can delete files and folders in your SharePoint library. Keep in mind that if you delete files from a SharePoint library that are connected with a Team, the teams files will also be deleted.

Important: When you delete a folder, the folder and any files and subfolders in it are deleted. You can move or archive the contents of the folder before deleting it. You or your administrator might be able to recover a folder and its contents from the Recycle Bin. (see next question).

How long are deleted items stored in the Recycle Bin?

SharePoint keeps items for 93 days from their original location. They remain in the site’s trash can at all times, unless someone deletes them from there or empties the Recycle Bin. In that case, the items go to the site collection recycle bin where they remain for the 93 days unless:

Site collection recycle bin exceeds its quota and starts emptying the oldest items
The items are manually deleted by the site collection administrator from the site collection recycle bin.

Can I delete a document library or News Post in SharePoint?

Yes, as the owner of the SharePoint team site, you can delete document library and news posts

Can I sync files from SharePoint to my computer?

Yes, you can sync files from SharePoint to your computer.

Se more here: Sync files in M365

Can I make sure some people can’t edit documents in SharePoint?

Yes, as the owner of a SharePoint team site, you can manage permissions on folders and files.

Syncronize files from OneDrive, Teams or SharePoint to your computer

2021-12-29/in Microsoft 365, Okategoriserade, OneDrive, Sharepoint, Teams

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

Select Start on your computer and find the OneDrive app.
Log in to OneDrive with your account, umuid@ad.umu.se.
When you are logged in, the blue cloud appears down to the right.
You can set which folders you want to sync by clicking on the OneDrive cloud and then the gear at the top right
Gå sedan till Konto och Välj mappar, bocka i de mappar du vill synkronisera och klicka sedan på OK.
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 an entire Team to your computer

Select the Team you want to sync files from to your computer.
Select a Team channel and click on Files
Click on Document
Now you will be able to access all files associated with the Team. Then click Sync.
The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
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 a specific channel in a Team

Choose the Team you want to sync files from to your computer.
Click the channel from which you want to sync files to your computer. For example, the Education channel that the picture shows.
Click on Files
Click on Sync
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.
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 your files from a shared SharePoint library

Go to the shared library. The easiest way to do this is by using your OneDrive via: O365.
Choose the shared library from the list that you want to sync (for example, as shown in the pircture – Team Arbetsgrupp).
Select Go to Site.
In the menue on the left, click Documents.
Click on Sync
The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
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.

Make a branch in Forms

2021-11-09/in Employee, Forms, Microsoft 365, Okategoriserade, Student

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.

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

Find, create, and delete team sites in SharePoint

2021-11-02/in Employee, English, Okategoriserade, 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

Open your browser and go to the address www.m365.umu.se
Find your way to the panel on the left with all applications. Click at the bottom More applications.
Choose SharePoint
In the menu on the left, click the globe (My Sites). In the list, you’ll see your Team sites.

Create Team site in SharePoint

In the left upper-corner click on the house icon, and than click + Create Site.
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.
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.
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.
Invite members and add any additional owners to your team site. You also have the option to do this later.
Your Team site is created.

Delete team site

Go to the site you want to delete. Click the gear wheel in the right corner and select Site information.
A dialog box on the right appears. Select Delete Site.
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.
The SharePoint team site has now been deleted.