When you add a member to a group in Microsoft 365, they get the correct permissions to everything that the group includes using the Microsoft 365 Groups service. Groups should preferably have two owners and it is important to delete groups that are no longer in use.
What is a Microsoft 365 Group and how is it created?
You can gather people you want to collaborate with in a Microsoft 365 group. Within the group you can share different resources.
A Microsoft 365 group is always created “in the background” when you create any of these in Microsoft 365:
- Shared library in your OneDrive
- Sharepoint
- Planner
- Team
The people who have access to e.g. the planner also have access to the M365 group.
Groups you are a part of are visible in the menu on the left in Outlook, under “Groups”, with the exception of your Teams, which are hidden in Outlook.
What can we use the group for?
The members of the group can share different resources, for example a shared mailbox and a shared calendar.
Shared mailbox
The group can use the shared mailbox to send emails within the group.
The email address will be groupname@o365.umu.se. Therefore, the group’s shared e-mail box should not be used to send external e-mails.
You can find the settings for the group’s mailbox in Outlook. Find and click the group under “Groups”, then click the “Group Settings” gear.
Shared calendar
The shared calendar can be used for joint planning within groups, as a digital notice board, joint meetings and more. Only the members of the group have access to it.
Roles in Microsoft 365 Groups
There are three different roles: owner, member and guest.
The owner administers who will be members, therefore it is good if there are at least two who are owners of a group.
Members and guests have largely the same permissions, which are to create, read and edit content.
Remove inactive groups
If you are a member of or own many groups, you may find it difficult to navigate among groups that are no longer in use. Groups can be hidden, which makes navigation easier, but these groups can also pose a threat to information security, especially if there is information that no one owns and takes responsibility for. If you have also invited external guests with accounts that UmU does not manage, these accounts may end up in the hands of people who are not intended to have access to the information.
Therefore, we recommend that you delete groups that are no longer in use. Keep in mind that if you delete a group, all content associated with the group will disappear.
Delete groups in Microsoft 365
Reset computer to factory settings
/in Employee, Okategoriserade /by Linus MarcussonDetta är en kort sammanfattning för återställning av dator innan den skickas till återbruk.
Account for an external person who is foreign
/in English, Guest, Umu-id /by Britta LöfvenbergCreating an account for an external person means that the person will receive a Umu-id and thereby gain access to the university’s systems for a limited time. The head of the department or unit needs to approve the account, ensuring that the assignment and management of permissions are handled correctly. If the person needs to be affiliated, the directory manager can do so after the Umu-id has been created.
The process can also be initiated by the person themselves using BankID, eIDAS or EduID, see the link to the instructions at the bottom of this page.
Create the Account
The manager will receive an email notification that an application has been submitted.
Activation Details
When the head of the relevant department or unit has approved the account creation, the person in question needs to activate their account after verifying their identity. Depending on where the person is, this can be done in different ways.
Option 1: Using eIDAS
Individuals from certain European countries who do not have a Swedish personal number can use their home country’s e-identification via the eIDAS service to activate their account in the activation guide, https://administrationsverktyg.umu.se/KontoAktivering.
Option 2: Using eduID
For individuals who cannot use eIDAS there is another option where you use eduID after you have confirmed your account with help of Freja. Freja is an identity verification platform that works for over 160 countries. You download an app and with your biometric passport you can verify a digital identity remotely.
1. Download the Freja app, https://frejaeid.com/en/get-freja-eid.
2. Register your account using your biometric passport.
3. Create an eduID account, https://eduid.se
4. Verify your eduID using the Freja app on your phone by following the instructions.
5. Finally you should be able to activate your UMU-id using eduID here, https://administrationsverktyg.umu.se/KontoAktivering.
Option 3: Visit Servicedesk
People who are in Umeå can visit Servicedesk and show valid identification to receive an activation code. The person is then directed to activate their account using the activation code in the activation guide, https://administrationsverktyg.umu.se/KontoAktivering. Servicedesk is located in the Universum building next to Infocenter.
Option 4: Via a Three-Party Video Call
People who are not in Umeå can receive an activation code during a three-party video call held with a person from the department/unit (a trusted party) and a Servicedesk employee. Before the meeting, the person needs to send a copy of approved identification documents to Servicedesk (https://www.umu.se/en/servicedesk/contact-us/) which they will also show during the meeting.
During the meeting, the external person will receive an activation code and can proceed to activate the account using the code in the activation guide, https://administrationsverktyg.umu.se/KontoAktivering.
If such a call needs to be booked, contact the Servicedesk, https://www.umu.se/en/servicedesk/contact-us.
If you are looking for instructions on how individuals can initiate the application themselves using e-identification (BankID, Freja, eIDAS, and EduID), the link is here: https://manual.its.umu.se/en/apply-for-guest-account/.
My Pages Tele2
/in Employee, English /by Elin SköldThis guide provides instructions on how to:
Log in to My pages
Buy extra data within the EU/EES or roaming data
See consumption of data, calls, SMS/MMS for your subscription
Tele2 Open 3.0 User Guide for iPhone
/in Employee, English /by Elin SköldTele2 Open is an additional service for you who need coverage beyond the usual. In addition to access to Tele2’s network, you also get the opportunity to use the networks of several Swedish operators. When you activate the service, you can call several operators’ radio networks in Sweden. The phone automatically searches for an operator.
Order the service
To activate the service, you must order Tele2Open, which is a special subscription and requires a new SIM card. This is ordered via teleservice@umu.se.
Once the service is activated, you can log in to Tele2Open according to the following steps.
Log in to Tele2Open, for iPhone
Before you can start using Tele2Open fully, you need to adjust an operator setting as below.
APN: Internet.tele2.se
Username: leave blank
Password: leave blank
APN: internet.tele2.se
MMSC: http://mmsc.tele2.se
MMS Proxy: mmsproxy.tele2.se:8080 Requires iOS version 16.2 or later.
Note! If you log out of Tele2Open and later log in again, you may need, depending on the phone model, to adjust the APN settings according to point 11 above.
Send and collect responses with your form in Forms
/in English, Okategoriserade /by Elin SköldSend and collect responses
When you are done with the form and ready to collect responses, do this.
* Everyone Can Answer – use if you want everyone to be able to answer your form/test. This option ensures that all participants are anonymous and does not require a login.
* Only people in Umeå University can reply – use if you want everyone with an Umu ID to be able to reply. This includes both students and employees.
* Specific people in Umeå University can answer – use if you want to select some specific people or a group to answer. Umu ID is required for this option.
Select distribution method
Step 2 is about choosing how you want to share your form. You can share your form in three different ways. Via invitation to a team or email, QR code and embed code.
Share with link
Share with QR code
Share with embed code
Size of email attachments
/in Email, Employee, Okategoriserade /by Erik ÖhmanInformation on how big files you can send via email.
Device settings in Teams
/in English, Microsoft 365, Teams /by Elin SköldDelay or remove auto-delete of your recordings
/in English, Microsoft 365, Okategoriserade, Stream, Teams /by Elin SköldTo disable automatic deletion of a Teams recording or to extend how long such a recording should remain in M365 (default is 180 days), you as the owner of the recording can go in via Microsoft Stream and change the date of deletion:
Turn on Microsoft editor in the Edge browser
/in Employee, English, Microsoft 365, Okategoriserade, Student /by Elin SköldThis instruction shows how to turn on the Microsoft editor in the Edge browser. To access the add-on, you must have an A5 license in Microsoft 365, all employees and students and affiliates who have purchased it have it.
About groups in Microsoft 365
/in Employee, English, Microsoft 365, Okategoriserade /by Elin SköldWhen you add a member to a group in Microsoft 365, they get the correct permissions to everything that the group includes using the Microsoft 365 Groups service. Groups should preferably have two owners and it is important to delete groups that are no longer in use.
What is a Microsoft 365 Group and how is it created?
You can gather people you want to collaborate with in a Microsoft 365 group. Within the group you can share different resources.
A Microsoft 365 group is always created “in the background” when you create any of these in Microsoft 365:
The people who have access to e.g. the planner also have access to the M365 group.
Groups you are a part of are visible in the menu on the left in Outlook, under “Groups”, with the exception of your Teams, which are hidden in Outlook.
What can we use the group for?
The members of the group can share different resources, for example a shared mailbox and a shared calendar.
Shared mailbox
The group can use the shared mailbox to send emails within the group.
The email address will be groupname@o365.umu.se. Therefore, the group’s shared e-mail box should not be used to send external e-mails.
You can find the settings for the group’s mailbox in Outlook. Find and click the group under “Groups”, then click the “Group Settings” gear.
Shared calendar
The shared calendar can be used for joint planning within groups, as a digital notice board, joint meetings and more. Only the members of the group have access to it.
Roles in Microsoft 365 Groups
There are three different roles: owner, member and guest.
The owner administers who will be members, therefore it is good if there are at least two who are owners of a group.
Members and guests have largely the same permissions, which are to create, read and edit content.
Remove inactive groups
If you are a member of or own many groups, you may find it difficult to navigate among groups that are no longer in use. Groups can be hidden, which makes navigation easier, but these groups can also pose a threat to information security, especially if there is information that no one owns and takes responsibility for. If you have also invited external guests with accounts that UmU does not manage, these accounts may end up in the hands of people who are not intended to have access to the information.
Therefore, we recommend that you delete groups that are no longer in use. Keep in mind that if you delete a group, all content associated with the group will disappear.
Delete groups in Microsoft 365