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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 red button New to create a new map or file.
  7. 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

Move or copy files in SharePoint

In this manual, we decribe how to move and copy files within and between SharePoint websites. 

  1. Open the SharePoint website and select Documents in the left menu.
  2. Hover the pointer on the file/folder you want to move or copy to see a hidden menu.
  3. Select the three dots.
  4. Select Move to if you want to move the file to another place (the file will be deleted from existing place).
  5. Select Copy to if you want to move and copy the file to another place. (the file will remain on the existing place).
    Move or copy files in SharePoint
  6. A menu will open to the left of the screen, select where you want to move or copy the file/folder to and then click Move here.
    Move or copy files in SharePoint - select place

Upload files and folders in SharePoint

In this manual, we decribe how to upload files and folders in SharePoint document library. If you want to create a new document library see: Create a document library in SharePoint

  1. Open the SharePoint document library you want to upload files to.
  2. Select Upload.
  3. Select if you want to upload a file, folder, or template.
    upload files in sharepoint - upload - select files folder template
  4. Your File Explorer (Windows) or Finder (Apple) will open.
  5. Select a file or folder to upload.

Drag files to SharePoint

  1. Open a SharePoint document library you want to drag files to.
  2. Open your File Explorer (Windows) or Finder (Apple).
  3. Choose a file from your computer.
  4. Drag it from your File Explorer/Finder and drop it in SharePoint document library.
    drag and drop files in sharepoint

Create a document library in SharePoint

In this manual, we show how to create a document library in an existing SharePoint groupwebsite.

  1. Go to www.o365.umu.se and sign in with your Umu-ID.
  2. Select SharePoint in the left menu, if you cannot find it, select All applications and then SharePoint.
  3. Select the globe in the left menu to see your websites.
  4. Select the site where you want to create a document library.
    Create a document libearty in sharepoint - the globe - choose site
  5. Select New in the upper menu, and then select Document library.
    Create a document library in SharePoint - select document liberary
  6. A menu to the left of the screen will open.
  7. Enter a name and a description.
  8. Select Show in site navigation if you want the document library in the left menu of the site.
  9. When you are done, select Create.
    create document liberary name and decription
  10. If you chose to show the document library in the site navigation, you will see it in the left menu. Otherwise, you will find it by selecting Site content.
    Create a document library in SharePoint - new liberary show in menue or site contents

 

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.

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.

Frequently asked questions about Forms

How do I find Microsoft Forms?

  1. To access Forms go to www.o365.umu.se.
  2. Sign in with your Umu-ID.
  3. Select Forms in the left menu. If you cannot find it there, select All applications and then Forms.

What is the difference between a form, quiz, and poll?

A form is a traditional survey where you collect data on people’s opinions and experiences.

A quiz reminds of a survey but allows you to choose right or wrong answers for the questions.

A poll consists of shorter questions that can be used before, during or after a Teams meeting (Link to “Make a planned poll in a Teams meeting” & “Make a spontaneous poll in a Teams meeting”) or in a channel in Teams (Link to “Make a poll in a channel in Teams”).

What is preview?

The purpose of a preview is to see what your form/quiz looks like before you share it. When previewing the form, you can try to fill it out to make sure it looks and works the way you want.

See manual: Preview and share a form

What is branching and how can I use it?

With branching you can add a subsequent dependency on the previous answer. If you were to branch question 1 in your form to question 3, it would mean that the respondents who answered question 1 would be moved to question 3. Question 2 will in turn be skipped.

You can add branching to all questions, but also to sections or options in a question.

What is a section?

Sections are used to group your questions in categories or themes such as work environment, equality, and safety. Sections are useful when you are creating a large form with many questions.

What questions can I use in a form or quiz?

There are 8 different types of questions:

  1. Choice is used to give the respondents predetermined answer options. You can use it for a yes or no question but also add over 100 options.
  2. Text is used to let respondents write an answer to the question.
  3. Rating is used to let respondents rate a statement. You can choose levels from 1-10.
  4. Date is used to let the respondents answer the question by choosing a date.
  5. Ranking is used to let the respondents evaluate answer options against each other and rank them in the order they want.
  6. Likert is used to measure attitudes and opinions from a predetermined scale.
  7. File upload is used to let the responded answer the question by uploading a file. The files will be gathered in a folder in your OneDrive. The accepted file types are Word, Excel, PPT, PDF, video, and audio.
  8. Net Promoter Score is an index that ranges from 1-10. It is most often used as a standard proxy by organizations to measure customers’ willingness to recommend their products or services to other. (Similar to rating).

See how to create questions in a form (survey) here: Create questions for a form in Forms

See how to create questions in a quiz/test here: Create questions for a quiz in Forms

Can I share a file in a question?

No, you can only share an image or a video. However, you can create question where the respondents upload a file to answer the question.

See how to create questions in a form (survey) here: Create questions for a form in Forms

See how to create questions in a quiz/test here: Create questions for a quiz in Forms

Can I share a form with a colleague?

Yes, you can share a form to collaborate on and as a template (copy).

See how to share a form to collaborate here: Share a form or quiz to collaborate in Forms

See how to share a form as a template here: Share a form as a template in Forms

Can my forms be answered in multiple languages?

Yes. By using the function multilingual, you can add multiple languages to allow the respondents to choose what language they want to read and answer your form in. However, you must translate the form on your own.

To translate the form, select the three dots in the main men and then multilingual. Add a language and then select the pencil to translate the form.

Can I copy an existing form?

Yes, you can copy an existing form.

See how to copy a form here: Copy, delete or move a form or quiz in Forms

You can also share the form as a template (with yourself and others). In that way, you copy the form as a template and can continue working with a new version.

See how to share a form as a template here: Share a form as a template in Forms

Can I delete a form?

Yes, you can delete a form. Select all my forms and place the pointer on the form you want to delete. Select the three dots and then delete.

See how to delete a form here: Copy, delete or move a form or quiz in Forms

Can I restore a form?

Yes, you can restore a form you have deleted. Select all my forms and then deleted forms. Place the pointer on the form you want to restore, select the three dots, and then restore.

See full decription on how to restore a form here: Copy, delete or move a form or quiz in Forms

Can I move a form?

Yes, you can move forms to different Teams or SharePoint sites. Place the pointer on the form you want to move, select the three dots, and then move. You will then see a list where you can choose where to move your team.

See full decription on how to move a form here: Copy, delete or move a form or quiz in Forms

Can someone outside of Umeå University fill out my form?

Yes, you can share your form with anyone. They do not need a Microsoft account or an Umu-ID. To share your form with anyone, go to settings and select Anyone can respond.

See full decription of forms settings here: Adjust setting in Forms

Can I change the color of my form?

Yes, you can change color on or add a theme to your form. You can also upload an image. Go to the form you want to change color on. Klick on theme in the main menu between the share buttom.

Can I use Forms for a course evaluation?

Yes, Forms is an excellent tool for creating course evaluations. Here are some benefits of using Forms:

Can I delete a question from my form?

Yes, you can delete a question by selecting the trash can. This option can be found on each question.

Can I copy a question?

Yes, you can copy a question by selecting this the copy icon between the trash can. This option can be found on each question.

Can I create mathematical questions?

Yes, you can create mathematical questions in a quiz.

  1. Create a quiz and select either the question type choice or text.
  2. Select the three dots.
  3. Then select Math.

Can I disable my form?

Yes, there are two ways to disable a form.

You can set up a start and end date to your form. This is done by selecting the three dots in the main menu. Select settings and then start date and end date.

You can end the form manually by opening settings and unchecking the box Accept answers. There you can also write a message that will be shown to those who try to open the form when it has ended.

See full decription here: Adjust setting in Forms

Review results in Forms

In this manual we show how to review results in Forms. We also show the difference between reviewing results from a form (survey) and questionnaire (test, quiz).

Review results from a Form (survey)

  1. Enter your Forms portal and select the form you want to view the results from.
  2. Select the Responses tab.
    review results in form - responses tab
  3. Select the three dots to delete all responses, print a summary, or create a summary link.
  4. Select Open in Excel to see the results in Excel. The questions will become columns and the responses will become rows.
    • Note that if you change anything in Excel, it will not change in Forms.
  5. Select View results to see each respondents’ answers.
    review results in forms - responses tab decriptions
  6. Select the arrows to view another respondent’s answers.
  7. Select the three dots and then Delete response to delete the respondents answers or Print response to print them out.
  8. Select Back to return to the responses tab.
    reveiw results from a form - reveiw tab decription
  9. There you can see all questions and a summary of the answers. Select More details below each question to see a list of all the answers to that specific question.
    review results from a form - more details
  10. The list shows the respondents ID, name and response. review results from a form - more details - specific question

Review results from a qestionnaire (test, quiz)

Here we will show the differences between reviewing a questionnaire and a form (survey).

  1. Click three dots to delete all answers, print a summary or create a summary link.
  2. Click Excel Icon to open results in Excel
    • In Excel, each question will become a column and each answer will be a row.
    • The columns show start / end times, names, questions and answers.
    • NOTE! If you change something in Excel, it is not reflected in Forms.
  3. Click Review Answers to review each person’s answers individually. (go to heading review answers)
  4. Click Post scores to select which results you want to publish. (go to the heading post scores).
    review results from a questionnare (test, quiz)
  5. Scroll down in the answer file to see all the questions and answers, in a graphical layout.
  6. Click on the link more details on each question, to see each person’s answers.
    review results in a questionnare - answer file
  7. A list of all participants’ answers to the selected question appears.
    review results from a questionnare - more details

Review results

  1. Click on questions to change the review mode from questions instead of person.
  2. Click on the arrows to change the person/question you want to check results on.
  3. Click on the chat bubble with question marks to give feedback (maximum 1000 characters) on the selected person/question.
  4. Click on the three dots and delete or print answers or publish results on the selected person / question answer.
  5. Click Back to return to the answer file.
    review results in a questionnare - induividual review

Post scores

You can only publish results if you have created a questionnaire (test, quiz).

  1. Select which person’s answer you want to publish by clicking in the checkbox.
  2. Click on preview to review the response you will send to that specific person.
  3. Click Publish scores to send the results to the person. Note: If you publish scores, respondents can view test feedback and results. The respondents can display the result with the same link that they use to start the test.
  4. Click Back to return to the answer file.
    Review results questionnare - grading

Install eduroam for Android (Manually)

This manual will guide you how to connect to eduroam after manual installation of the required certificates.

NOTE! Due to the different implementations of Android because of many manufacturers this manual might not work for your phone but hopefully it can give you some idea on how to connect to the eduroam network.
The manual is written with the help of an Samsung Galaxy S20 FE 5G, Android 11, Samsung One UI 3.1 and Chrome 92.

Step 1

You need to be connected to the internet. If you have 4G/5G you are all set but if you need a temporary internet connection we recommend you connect to the network UmU wlan.

Step 2

Open Chrome and go to https://www.eduroam.umu.se/ and click Login.
You will be forwarded to the Umeå University login page. Sign in with you UMU-id and password.

Step 3

To create your certificate click on Create certificate. On the page after that you need to give it a comment 1️⃣. Type whatever you want, for example Android, and then click the Create certificate button 2️⃣. A circular progress animation will let you know that your certificate is being created.

Step 4

The next page will look something like the screenshot below. Here you have a password for your personal certificate 1️⃣, a link to download you personal certificate 2️⃣ and a link to download the root certificate 3️⃣.

Step 5 – Download and install personal certificate

Copy the password for the personal certificate 1️⃣ and click on the link Download personal certificate 2️⃣.
The system/browser wants to install the certificate and the first thing you need to do is to extract it, do do this paste the password 4️⃣ you copied and click OK 5️⃣.
The next thing to do is to choose the type of the certificate, click Wi-Fi certificate 6️⃣ and then click OK 7️⃣.
The certificate will be given a long and random name but we recommend you change that to your UMU-id 8️⃣ and click OK 9️⃣.

Step 6 – Download Root certificate

After the download and installation of the personal certificate you will again see the Certificate created page.
You now need to click Download root certificate 3️⃣. You will however most likely see an error saying it can’t bee installed but that is fine, just click the OK button.

Step 7 – Change Root certificate file extension

To be able to install the Root certificate we first need to make sure the file has the correct file extension.
Open the My Files (or equivalent for your phone) and find the Downloads folder where the file is.
In this example we can actually see that the file (UMU-CAROOT-CA2.cer.crt) has the wrong file extension or rather, it as two (.cer.crt). What we need to do is to remove the .crt part of the file.
Hold down on the file 1️⃣ to mark it and so the options menu is showing.
Click on More 2️⃣ and then Rename 3️⃣.
The file name including the file extension can now be edited. Remove the .crt part so the file name is
UMU-CAROOT-CA2.cer 4️⃣ and click Rename 5️⃣. You will be promoted that the file extension has changed, this is fine and just click Change 6️⃣.

Step 8 – Install Root Certificate

You now need to navigate to Settings > Connections > Wi-Fi. Here you need to find the Advanced settings.
In this example you need to click the three dots 1️⃣ in the upper right corner and then click Advanced 2️⃣.
For other phones you can find it below the Available networks.
At the Advanced settings for Wi-Fi you need to click on Install network certificate 3️⃣.

Open the Download 4️⃣ folder and find the UMU-CAROOT-CA2.cer 5️⃣, mark it and click Done 6️⃣.
You are now prompted to give it a name. Type umu 7️⃣ and click OK 8️⃣. The certificate should now be installed.

Step 9 – Connect to eduroam

Return to the page where you see the Available networks and click on eduroam 1️⃣.
Here you need to make sure the settings are as shown in the example.

EAP method: TLS
Identity: UMU-id@ad.umu.se
CA certificate: umu
Online certificate status: Don’t validate
Domain: eap.ad.umu.se
User certificate: the one called your UMU-id
Auto reconnect: Yes

And then click Connect 2️⃣ and you should now be connected 3️⃣.

Preview and share a form

In this manual we decribe how you preview and share a form or quiz. 

Preview a form or quiz

We recommend that you preview your form or quiz before you share it. This allows you to try to fill it out, and thereby make sure that it looks and works the way you want.

  1. Open the form or quiz you want to preview.
  2. Select Preview in the top menu.
    Preview bottom
  3. Select Computer to view what the form will look like on a computer.
    Preview a form - computer
  4. Select Phone to view what the form will look like on a phone.
  5. Select Back to exit the preview.
    Preview a form - phone

Share form or quiz

  1. Open the form or quiz you want to share.
  2. Select Share in the upper right corner.
  3. A menu will open. Select the arrow below the headline Send and collect answers.
    Share a form
  4. Here you will decide who can fill out the form.
    • Choose Anyone can respond if you want anyone to be able to respond. This option guarantees anonymity for the respondents.
    • Choose Only people in my organization can respond if you want that only people with an Umu-ID will be able to respond. This option allows you to decide if the respondents will be anonymous.
    • Choose Specific people in my organization can respond if you want to choose who, with an Umu-ID, that will be able to respond. Then, you will have to enter their names, email addresses or a group.
      Share a form - send an collect responses
  5. Then you will choose how to share your form. You have four options: link, QR code, embed, or email.
  6. Select the chain to share via link.
  7. Select Copy to copy the link.
    Share a form - share with link
  8. Select the QR icon to share via QR code.
  9. Select Download to download a QR code as an image (PNG).
    Share a form - QR
  10. Select the embed icon to embed the form in a website (e.g., Canvas).
  11. Select Copy to copy the embed code.
    Share a form - embedd
  12. Select the mail icon to share via email.
  13. This will create a popup with the link in Outlook.
    Share a forms - mail