Elin Sköld

Email notifications to group forms

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When you create group forms in Forms, and want to receive email notifications when a response is submitted in the form, you need to make additional settings than just in the form. In this manual, we describe how you can receive notifications to a group email, when you create group forms in Forms.

  1. Go to Microsoft Forms
  2. Go to the bottom of the page and find the group/team form you want notifications from
  3. Click on the team you want to set up email notifications for
  4. Up in the right corner you see the members of the Team. Click on the button that says how many members the team has
  5. Bild som visar där man ser hur många medlemmar teamet har
  6. Now Outlook on the web opens. At the top left of the menu, click Edit
  8. In the box that now opens, check Allow people outside the organization to send email to the group (you may need to scroll down a bit in the box)
  9. Then click Save.
  10. Done! You have now set your group forms to be allowed to receive email notifications. Make sure you also set in the group form that you want to receive email notifications for each submitted answer.
Elin Sköld

Get started with your personal booking page with Bookings with me

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Bookings with me is a digital personal booking tool that integrates with your free/busy time in your Outlook calendar. The service can be used, for example, when you need to schedule employee meetings or want to offer tutoring sessions or coaching to students and colleagues. This manual guides you on how to get started with your personal booking page. If you want to know how to create and get started with a shared booking page, I recommend you to look at this page: Create a booking site in Bookings

  1. Go to the portal at m365.umu.se
  2. Go to the menu in the top left corner and then click on Bookings.
  3. You are now on Booking’s home page.
    *  To create an appointment type in Bookings for me, click Create appointment type.
    * To create a new shared booking page, click Create booking page.
  4. Choose a title or a name for the meeting that can be booked and a short description if desired. Enter the location and how long the meeting should be
  5. Also choose whether the meeting should be of the type Public or private. You can read about the differences in Frequently Asked Questions about Bookings
    Please note that your personal booking page is automatically added to your email signature unless you click out of it (during the selection of public and private)

  6. Under “Schedule adaptation” you specify when you should be able to book
    1: Use my usual meeting times: Suggested times to the booker are displayed based on your availability in the calendar. If you have a gap between two bookings in your calendar, that gap will appear as an available option on your booking page.
    2: Use customized availability hours: Here you specify the date range during which it should go and book alternatively if there are any special time frames. Maybe it is only on Mondays that you want it to be possible to book?
  7. Under advanced settings, you can set lead and buffer time as well as reminders and whether automatic follow-up messages should go out after the meeting. Read more about what this means under FAQs
  8. Click save at the top right when you’re done.
  9. You can now share a link to your booking page or meeting type and receive bookings. Depending on whether your meeting is private or public, you share in different ways. If it’s a public meeting, you use the Share button at the top, while if it’s a private meeting, you click the share button directly on the meeting type. Good luck!
Elin Sköld

Scheduling Assistant in Outlook

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In this manual, we describe how to do a scheduling poll in Outlook. You can use scheduling poll to agree on a meeting time, where the meeting participants can vote on a time that suits them. This feature is available for Windows and on the web. The manual will be based on the web to also suit those who use, for example, Mac.

  1. Go to the portal (m365.umu.se) and open Outlook.
  2. Go to the calendar and click New Event, and select Event.
    Bild som visar hur du kommer till schemaläggningsomröstningen
  3. Now you get a box where you invite the meeting participants and set a title for the meeting.
  4. Then go to Scheduling Poll in the menu bar
  5. Bild som visar schemaläggningsomröstningen i menyradenNow you get a box on the right. Here you can choose how long the meeting should be, and what date it is. Below you can see suggestions for times when it would suit all meeting participants, or one of the meeting participants. Once you have selected which proposals you want to send out, click Next.
    Bild som visar antalet tillgängliga mötesdeltagare
  6. Now you see a box with an overview of the times you selected. Here you can also choose a place, or check in Teams meeting. Under “Manage voting settings” you get options you can choose to check or uncheck:

– Schedule when the participants reach consensus: Tick this if you want the meeting to be booked automatically in the Outlook calendar when you have agreed on a time.

– Block selected times in my calendar: Add placeholders to your calendar for all of the selected times.

– Notify me of poll updates: Receive an email when a meeting attendee casts a vote.

– Require participants to verify their identity: Participants who vote must be logged in, so it is possible to identify who voted.

– Lock poll for participants: Participants cannot propose new times. When you feel ready, click Create Poll.

Bild som visar inställningar i omröstningen

7. Now you see an overview of what you send in your poll, and can write a message in the email. When you’re ready, click Submit.

8. When you send the scheduling poll, placeholders will be created in your and the recipients’ calendars, for the selected times.

9. Done! When they vote, you get an email, and if everyone agrees on the same time, a booking is added to the calendar for that time, and the placeholders disappear.

Sofia Westerlund

Deactivate your units and your account in “My backup” (Crashplan)

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  1. Log in to Crashplan via this page: Login (crashplan.com)Here you will be able to deactivate the units that you have saved in Crashplan. When you deactivate the devices, your account is also terminated. If you have not activated any devices, your account will be terminated anyway.
  2. Log in with your umu ID: umuid@umu.se
  3. Click on “Devices” and then on your computer name under “Device Name”, see the red marks:

 

 

 

3. In this view, click on the gear in the upper right corner and then “Disable”.

 

 

 

 

 

 

 

 

4. A box will appear asking if you want to disable the device. Check the box “I understand that the device archive will be deleted.” and then click OK and you are done!

Sanna Jacobsson

How your files are stored (Files on demand)

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Below, we’ll describe what “Files on demand” means, and how your OneDrive files might be stored on your PC.

What is OneDrive Files on Demand?

  • Files on Demand is a built-in feature in OneDrive that allows you to choose how you want your files to be stored.
  • You can save space on your computer by making files available only online.
  • Make sure files are always available on your device, whether you have internet or not.
  • Files on demand also apply to files you’ve synced to your OneDrive from, for example, Teams, or shared libraries.

Below, you can learn more about what the different symbols mean that you can see on your OneDrive files in your explorer:

On the files and folders you see this blue cloud: Image showing files on demand symbol it means that the files are only available online, and do not take up space on your computer. You’ll see these files directly in Windows Explorer, but won’t download until you open them. You also need to be connected to the internet to open these files. For those of you who use a Mac, the symbol looks like this: Image showing files on demand symbol

The files and folders where you see this green checkmark: Image showing files on demand symbol are files that are online files, but when you open them, they are downloaded and become a locally available file. Right-click on the file and select “free up space”. Thus, these files are both online files and files that are available locally on your device. For those of you who use Mac, you will not see a symbol next to your file.

The files and folders where you’ll see this green checkmark: Image showing files on demand symbol are files that you’ve actively chosen to keep on your device at all times. These files are downloaded and take up space on your device, and you can access them at any time, even without an internet connection. For those of you who use a Mac, the symbol looks like this: Image showing files on demand symbol

Other symbols in your OneDrive

Aside from these three symbols, you may also see other symbols on your files or on your OneDrive icon on your taskbar, such as a pause icon, exclamation mark, or warning triangle. Keep an eye out for symbols on your OneDrive cloud. You can click on your OneDrive icon on the taskbar to see what the error is and how it can be resolved. Here’s what the symbols might look like:
Image showing OneDrive symbol Image showing OneDrive symbol Image showing OneDrive symbol Image showing OneDrive symbol

Do you want to keep your files on your computer at all times?

If you want to keep all your OneDrive files on your computer, and thus always have access to them offline, you can right-click on the OneDrive folder in your menu on the left side of your explorer, and then select “Always keep on this device”. This is not something we recommend, as it is often better to select specific documents and folders that want to be kept on the device. That way, it won’t take up unnecessary space on your computer. Here’s how to keep your OneDrive files on your device.

Sanna Jacobsson

Download your OneDrive files to your device

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In this manual, we’ll tell you how to download all your OneDrive files to your computer, so you can use the files even when you don’t have access to internet.

  1. Open your explorer on your computer
  2. In the menu to the left you will find OneDrive under the blue OneDrive cloud + your name + Umeå University. Right-click on it, and select Always keep on this device. You can also do this on individual folders and files if you only want to keep specific documents on your device.
    Image showing how to download all your files
  3. Done! Once you have done this, you will see that all the content in your OneDrive will have a green check mark next to it (Image showing files on demand symbol), which means that they are now on your device and you do not need to be connected to the internet to open or work with the files.
Erik Öhman

REDCap

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REDCap is a web-based service for data collection in research studies.

Read more
Sanna Jacobsson

Blocked account due to risk use in Microsoft 365

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This manual describes how to handle if your account has been banned due to suspicious activity that indicates a high risk to your account, and you are considered a risky user. To restore your account, you’ll need to reset your password.

If your account is blocked due to risky usage, you will receive a block and will not be able to use Microsoft 365 with your UMU account. Then you’ll see this window below:
Image showing what it looks like when a your account is blocked

To restore your account and recieve access to it you need to reset your password:

  1. Go to administrationsverktyg.umu.se/Settings. Click on “I have forgotten my Umu-ID and/or password”.
    Image showing your settings in the administrator tool
  2. Under Reset password, select the option that’s right for you.
    Image showing where to reset your password
  3. Now, type in your new password, and then click Save.
    Image showing how to reset your password
  4. Done! Now you’ve reset your password and can log in to your UMU-account with your new password.