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Add background effects to Teams 

You can download and use images taken at campus as a background image when you are in a meeting in Teams. If you use Teams as an application in your computer and have the Client Management service, the images are already uploaded to Teams. If you do not have Client Management, you must upload the images yourself. 

If you have Client Management

When you are in a meeting in Teams, click on the three dots, More actions and then Apply background effects. 

There are several pictures that you can choose from. If you scroll down, you will find the pictures taken at campus. 

Select image and click Apply. 

If you do not have Client Management

Go to Mediabanken and download the images you want to use. 

When you are in a meeting in Teams, click on the three dots, More actions and then Apply background effects. 

Click Add new and locate the image you want to add, then click Open. 

Select the image and click Apply. 

Inviting multiple users to a team in Teams

Here are two tips on how to invite members to join a team themselves. Note that these options only work for users with Umu accounts.

Invite with a code

All teams have a code that can be used to join the team. The person using the code will join the team immediately. Please note that only people with Umu accounts can connect with a code.

Get the team code

  1. Go to your team. Select the three dots to the right of the team name. Click Manage Teams.
  2. Go to Settings and select Team Code.
  3. When you click Generate, you will get the code and can copy and share it to your members.

Join teams with code

  1. Go to Microsoft Teams and select the Team tab and then Join or create a team.
  2. You get the option to create a team or join with a code, this is where you paste the code and choose to join the team.

Invite with link

  1. Go to your team. Select the three dots to the right of the team name, click on Get link to team.
  2. You will then receive a link to copy and send to the members. When they click on the link, they get access to and membership in the team.

Frequently asked questions about Teams

Meetings in Teams

Will Skype disappear?

Yes, Microsoft will eventually stop updating Skype and instead only invest in Microsoft Teams.

At this time, it is not possible to call external persons directly via Teams. You can do this as usual via Skype, until the changes are made.

How many people can you see at the same time during a meeting in Teams?

It is possible to see 49 people at a time during a meeting.

Does the meeting end automatically when the meeting time ends?

No, the meeting only ends when someone chooses to end the meeting or all participants have left it.

How many can participate in a Team Meeting?

250 people can attend a meeting.

Can I book a Teams meeting via Outlook?

Yes, you can schedule a Teams meeting directly in Outlook. To do this, you need to have Teams installed on your computer.

Can I raise my hand during a Teams meeting?

Yes, it is possible to raise your hand during a meeting.

Can I use a whiteboard in a Teams meeting?

Yes, you can use whiteboard. To start a whiteboard, click the split screen button. Once you click there, you can select the whiteboard.

If you want more features, it is recommended to download Microsoft Whiteboard to your computer.

Can I moderate a meeting in Teams?

Yes, you can choose to mute participants’ microphones, invite more or remove participants during an ongoing meeting. You can also choose whether participants should have the opportunity to activate their microphone during the meeting and whether the chat should be available

Can I set up a lobby for Teams meetings?

Yes. You can choose to exclude all, external or none at all. You as the creator of the meeting will always be able to join the meeting.

Is it possible to divide the meeting into breakout rooms?

Yes, during the meeting there is the function to divide the meeting into smaller groups.

Team

How much storage is there in a team?

In a team there is 1 TB of storage space.

How many channels can I create?

You can create 200 standard channels and 30 private channels in a team.

What is a private channel?

A private channel is only available to the people you specify should have access to the channel. The people must be participants in the team. It does not work to only invite one person to a private channel but not to the team in general.

Can everyone in a team create channels?

It depends on the attribute set by the team owner. Under Manage teams the team owner can choose whether a member can create and delete channels. There are also more settings that can be customized.

When I create a team, what type should I use?

Of the four options provided (Class, PLC, Personal, Other), the last type “Other” is to be used. This is without formatting and gives you the opportunity to build your team completely according to your needs.

How do I know if I should create a private or public team?

In most cases, it is private you should choose. Private teams can only be seen by those you invite, while the public teams are available to everyone at Umeå University.

What is the difference between being an owner and a member of a team?

An owner of a team is the one who administrates the team. The owner can add and remove members and decide what the members should have permissions to do in a team. It is possible to have several owners of a team.

What happens if someone accidentally deletes a file?

If someone accidentally deletes files in a team, the files can be downloaded from the team’s trash in Sharepoint, where they are stored for 30 days. After 30 days, the files are placed in a secondary trash can for 60 days before disappearing. Your files are stored in the Trash for 90 days.

What is the difference between Chat and Posts in a Team?

The chat function is the replacement for Skype and allows you to communicate with individual colleagues or groups in text and conversation. You can also share screen.

To create areas for collaboration, you are recommended to create a team. The conversations under Posts in the team are visible to everyone in the team and unlike in the chat, the conversations are tied together in threads to keep the current topic together.

In the chat, you communicate in a constant flow while conversations under Posts in teams are divided into threads for easier follow-up in the collaboration. You can use the chat for everyday talk and short conversations, while Posts in teams can be seen as a more formal forum.

Can I move files to another channel or team?

Yes, you can move files. Click on the three dots and then choose Move. You can also open the files in Sharepoint for easier handling of the files.

Can I create “subchannels”?

No, you can only create channels in a team.

Can I change the name of a team?

Yes, it is possible to change the name of a team. Keep in mind that all teams get their own Sharepoint site, these cannot be renamed. This means that when you change the name of your team in Teams, this is just a display name. The Sharepoint site will still retain the original name.

Can I rename a channel?

Yes, it is possible to rename a channel. To do this, click on the three dots and then Edit this channel. Here, too, the original name will remain in the associated document library in Sharepoint.

Why are the team files in Sharepoint?

When you create a team, a Sharepoint is also created in the background. The files are technically stored in Sharepoint, but you can manage them directly in Teams. Sharepoint makes it possible to share files in Office 365.

Can I invite an external participant to Teams?

You can add external people as a guest in Teams. Anyone who has an email account, such as Outlook, Gmail or similar, can join your team as a guest.

What can an external participant (guest) do in a team?

A guest can do everything that other participants in a team can do, except add tabs. The owner of the team can also set whether the guest should be allowed to create channels or not in a team.

Can you add AD groups to a team?

No, at present this is not possible. We hope to be able to offer this in the future.

Why do I not have the AutoSave feature in Word?

It depends on which version of the office suite you have. If you download Office from the portal (o365.umu.se), you will have the opportunity to use Save automatically in Word, Excel and PowerPoint.

Can I create folders for files?

Yes, you can build your folder structure just like on your computer. Create folders in the file area for each channel exactly as you want.

Is there any difference to edit from the desktop app or directly in teams?

In the desktop app, you have the opportunity to do more advanced functions. Otherwise, it’s the same thing to edit directly in the Teams or desktop app. If you choose to open in the desktop app and save, it will be saved automatically in the team, so you do not need to download a copy, and all members will have access to your changes.

If you work in the desktop app at the same time as your colleagues, we recommend that you download the Office package from the portal so that you get the function “Save automatically”. You will then, just like in the web, see where your colleagues edit (otherwise you need to save regularly for your colleagues to see your changes).

How do I get notified that something is happening in Teams?

You can set notifications in general for the entire program.

You can also set notifications for specific channels in a team. You can choose how you want to be notified for each channel.

Can students use Microsoft Teams?

Yes, students have access to Office 365.

Can I view previous versions of a document?

Yes, you can see previous versions and even revert to previous versions if you want.

Instructions for an online defence of doctoral thesis

Instructions for an online defence of doctoral thesis (PDF)

Preparations for an online defence of doctoral thesis

Chairperson and host

Make sure that a person can participate to chair and host the meeting in the online service chosen.

Technician on site

The Campus Services Office will always supply a technician onsite who will help you with the technology during the start of the meeting.

It is beneficial if you have checked out the room and the technology a couple of days before the meeting to make sure that all equipment is present and working properly.

Decide what online service is to be used

In Triple Helix, you have three online services available that are suitable for online defences of doctoral theses: Zoom, Teams and Starleaf. Browse through the list of functionalities to decide which service best suits you.

Functionalities in Zoom, Teams and Starleaf

Zoom Teams Starleaf
Hold an audio and video meeting x x x
Chat x x
Show a presentation/share a screen x x x
Share documents during a meeting x x
Manage participants during an ongoing meeting x x x
Allow active participation x x
Record meeting x x
Control who accesses the meeting x x
Maximum number of participants 300 250 100
Maximum number of streamed videos 49 9 25
Joining
Dial-in allowed x x x

Book your defence of the doctoral thesis in two services

We recommend that you book the defence of your doctoral thesis through two of these services to make sure the meeting can be carried out even if one of the services for some reason malfunctions.

Book a meeting in Zoom, Manual

Book a meeting in Teams, Microsoft

Instruction video: Book a meeting in Teams

A StarLeaf meeting is booked when making the room booking through Infocenter.

Provide information about the defence of the doctoral thesis and share links

Wherever you publish information about your public defence of the doctoral thesis, you must also include the links to the meeting. This because defences of theses are public events that must be open to the public, even if they take place online.

You must state which online service, and hence link, is the primary service and which one is the backup to be used only if the first one fails.

Give your audience a few advices in your invitation

Everyone is not used to participating in online meetings. Therefore, it can be helpful to pass on some tips when you publish your invitation to the online defence of your doctoral thesis.

  1. Ask your participants to download the software necessary for participation in the meeting.
  2. Ask your participants to join the meeting through the assigned services no later than 10–15 minutes prior to the start of the defence so that everyone has time to check their internet connection and technology before the event starts.
  3. Ask all participants to turn off their microphones and video streams when they join. Video and sound can be turned on later in the event of questions or other interactions.

Preparations for the online defence of the doctoral thesis

Schedule an hour before the meeting to make sure that everything is working as intended in the virtual room you are in. Use a local area network, i.e. a network cable, instead of Wi-Fi.

Start the online defence of the doctoral thesis about 15 minutes before the set time so that the audience can join the Waiting Room and test their technology.

During the online defence of the doctoral thesis

It is beneficial if the meeting has one designated person to keep track of the participants during the meeting – a host. It has occurred that members of the audience have participated only to disrupt the meeting. There are measures to avoid this in the various services.

Waiting room

Zoom offers a waiting room and Teams offers a lobby where the audience can be placed while waiting for the public defence of the doctoral thesis to start. This is a recommended method in order to make sure technology will cope but also to keep track of who is allowed to join. As a host, you can manually allow participants to join the meeting one by one or let everyone in at once. You can also post a personal note to all participants in the waiting room containing for instance a description of the agenda for the defence of the thesis or guidelines for audience participation.

Set up a Zoom meeting

When booking your Zoom meeting, you get to chose whether to require a meeting password or not. You are not recommended to use a password, instead please use a waiting room. These settings are found under Advanced options. You can choose “Enable join before host”, which could be beneficial for people to test their technology in good time. If you have enabled a waiting room, participants will only get so far before they are admitted to the meeting.

You can also choose to mute participants upon entry. This is particularly beneficial for participants who may join late so they do not disturb the ongoing meeting.

Advanced options in Zoom

When someone has joined your waiting room and want to join, a pop-up box will appear at the bottom of the screen. You can choose to view the waiting room or let the participant join. To view the waiting room can be necessary if several people wish to join simultaneously. You can reach the waiting room via the icon labelled Participants.

Participants Zoom

Set up a Teams meeting

Go to your Outlook booking, double-click the calendar event to see details of the meeting. Below the link to join the meeting you will find a link labelled “Meeting options” (Mötesalternativ). Click the link.

You will be shown a view with further settings:

  • “Who can bypass the lobby?” (Vilka kan gå förbi lobbyn?) There are three options: Everyone; everyone in your organisation and federated organisations; or everyone in your organisation. “In my organisation” refers to Umeå University as a whole.
  • Allowing dial-in users to bypass the lobby should always be set to “No”.
  • Notify the host when a dial-in user leaves the meeting – tick “Yes” if you want to hear a signal each time a participant leaves or joins the meeting.

Who can share their screen? Here are four options: Everyone; everyone in my organisation; some individuals or only me. A recommendation is to allow at least a chairperson or host to share their screen beside you. Choose by inviting people into the meeting and choose their names in the list.

Options meeting Teams

When someone outside of the organisation wants to join the meeting, a pop-up box will appear at the bottom of the screen through which you can choose to show the lobby or admit a participant to join the meeting. To view the lobby can be necessary if several people wish to join simultaneously. You reach the lobby by viewing the list of participants.

Participants

Manage participants

In all three online services, Zoom, Teams and Starleaf, the host can manage participants. This means that the host can turn both microphones and videos off for participants who have not done so (if this disrupts the meeting). The host can also remove a participant if necessary. This option is found under Security in Zoom.

Depending on what setup you have for the online defence of the thesis, the host may need to keep an eye on the chat in case the audience wants to ask questions. Zoom also offers an option to raise your hand, or to ask the presenter to slow down if speaking too fast.

Support and education

The Centre for Educational Development and ITS offer webinars as introductions to Zoom and Teams if you want to learn more about the service prior to the online defence of your doctoral thesis. The dates of these webinars can be found in the calendar of events on Aurora.

Any questions?

Please contact Servicedesk or Infocenter so we can help you with the online solutions.Formulärets nederkant

Tips for a good working “Team”

Create a good base structure

  • What is the main reason for the team? 
  • What does the group need? 
  • Which channels will you have?  ….to start with and why?

Choosing the correct rights and permissions

  • Decide which rights and permissions each member will have with regards to channels, messages and tabs.
  • Always create at least two (2) “owners” of a team.

 Create a new channel if you need to, but understand why you are creating a channel and do you really need it?

  • Discuss the proposal with members of your team.
  • Create a clear and meaningful name.
  • Describe the channel and what it shall be used for. 

Communicate clearly within the team

  • Use titles that have a clear meaning to make it easier to understand what they are about 
  • Use the @ to to notify a specific person.  Otherwise the whole team will get the notification of your post. 
  • To answer a post click on “Answer” so that you do not start a whole new conversation.  This way all the threads hang together as well.


    Click on the A at the bottom of the screen if you wish to change formatting of your post.

Moving Common Files

  • Create a folder for respective files 
  • Upload shared files to the team and remove them from your existing folders so you don’t have multiple documents in multiple places
  • Decide together that from a certain date ALL files will be put into Teams and nowhere else (to prevent multiple copies of documents)
  • If you work a lot with specific files, synchronize your teams files in explorer. That way you can directly access them from your computer.

Create a “team” in Teams

  1. Open Teams.  You will find Teams as an app in your computer, or via att log in to Office 365 in your web browser.   Log in with your Umu-id. 
    Log in to Office 365
  2.  In the menu choose  ”Teams
  3. From the menu on the left hand side choose “Teams”
  4. To Join a team or create a team click on  Join or create team (Top right hand corner)
    Note that your teams can look a little different in colour and theme

  5. There are four different types of themes.  If the goal is to create a workplace for a workgroup or project you can choose “Other”.
    More information on the types of Teams

  6. Once you have chosen your team type it is time to give your team a Name and a Description (you can change either or both afterwards).  You can also choose if your new Team will be a Private team or a Public team.   This team will be the center for your collaboration.  In every team you can later create different channels for more detailed work.

    Creating a channel in Teams (swedish)

  7. The last step in creating your team is to invite members.  In the box you can write in the name of the person or people from within your organisation (one at a time).  Once you have your list click on “Add”.   You can then decide the rights and permissions for each member.  owner or Private.

    More on rights and permissions   If you choose to invite external members to your team you must type in their email address.  They will then receive an invitation with which they can join as a guest.


  8. Your team is now ready for you to work in.