Activate MFA (multi-factor authentication)
In this guide, we describe how to activate MFA for your Umu ID using your computer and mobile.
Record meetings in Teams
In this manual, we describe how to record digital meetings in Teams, and where to find the recording when the meeting is over. Please note that it is important that you notify the participants in the meeting beforehand so they can decide whether it is okay to be recorded.
Think before you record a meeting
Ideally, avoid recording meetings unless you absolutely have to. Rather, write memos to document the meeting. If you still want to record a meeting, you should:
- Inform the participants in the meeting before so they can decide whether it is okay to be recorded.
- Ensure that the information recorded does not contain sensitive data.
Join a Teams meeting
- After you start or join a teams meeting, click More, and then click Record and Transcribe.
- Now you will bring up another box, click Start recording when you are ready. Here you can also choose to Start transcription, if you want to transcribe the meeting.
- When you want to end the recording, do the same as when you started recording. You go to More and then Record and Transcribe, then click Stop recording. Recording also stops automatically when the meeting ends.
- Now you have made a recording of your Teams meeting. It may take a few minutes for the recording to be saved. The recording will be automatically saved in the meeting chat after the meeting is finished. Depending on the type of Teams meeting you recorded, the recording will be saved in different places
– Channel meeting: The recording is saved in a folder under “Files” in the channel’s SharePoint, where all members of the team have access to it.
– Regular meeting: The recording is saved in the “Recordings” folder on OneDrive for the one who started the recording.
Automatic recording
Before the meeting begins, you can choose to have it recorded automatically. Go to Meeting Options, and then check Record automatically. If you choose to do this, it is important that the participants in the meeting agree before the meeting starts that it is okay to be recorded.
Transfer a call
1. When you’re in a call, select More actions > Transfer in your call controls.
2. Start typing the name of the person or phone number you want to transfer the call to and select them when they appear.
3. If you are transferring to another Teams user, turn on Ring back if there’s no answer to send the call back to you if the recipient doesn’t answer. If this setting is not turned on the call will be transferred to the recipient voicemail if there is no answer. If you get the call back the popup toast will show that the recipient was not reached.
4. Select Transfer to complete the transfer.
Consult then transfer
You may want to check in with someone before you transfer a call.
Note: Consult then transfer is not available in Teams for the web.
1. When you’re in a call, select More actions > Consult then transfer.
2. Under Choose a person to consult, start typing the name of the person you want to reach or a phone number and select them when they appear.
3. Consult with them by calling or using chat. Click on the chat button to start a chat, or select Teams audio call from the drop down options.
4. When you’re ready, hit Transfer to complete the transfer.
Log-in/log-out from Call Queues in Teams
When you are assigned as an agent in a Teams Call Queue, it is possible to opt-in (sign in) and opt-out (sign out). It is only when you are in opt-in status that you will get calls from the Call Queue routed to your Teams client.
Call Queues can be configured so you only get calls when you are in the status “Available” (Green).
The option to sign out and in can be disabled for some Call Queues, talk to the owner of the Call Queue if you are not able to use this function.
1. Open Settings in Teams by clicking on the three dots next to your profile image and select Settings.
2. Open Calls in the left hand menu in settings and scroll down and you will see all Call Queues that you are assigned to. Click on the toggle switch to opt-in or opt-out.
Opt-in status 
Opt-out status 
If the Call Queue you are using is attached to a Teams channel you can opt-in / opt-out directly from that channel in Teams.
1. Open the channel your Call Queue is connected to and select the Calls tab.
2. Next to your name click on the toggle switch to opt-in / opt-out.
3. You can also see other users assigned to the same Call Queue and if they have opted-in or opted-out.
Create a booking site in Bookings
Bookings is a digital booking tool where you can both book other people’s services and create your own pages where people can book your services. For example, it can be tutoring times, counseling, meetings, or other services of your choice. Below you can see a description of how to create your own booking page.
Go to the portal at o365.umu.se
- Go to “the waffle” in the top left corner, and then click on Bookings.
- Now, you are on the Bookings start page. To create a new booking site, click on Create.
- Now you can choose if you want to create a new booking site, or if you want to clone an existing calendar (booking site). To create a new, you click on Create from scratch.
- Now you choose a name for your booking site, the display name can be changed afterwards, however, the address name cannot be changed, so remember that if you change the name on your booking site, only the display name changes. You can also add a logo that will be shown on the start page of your booking site. On “Business type” you choose whatever fits your service the most.
- Here you can choose if you want to invite another person to manage your booking site. In the search bar you can search for people in the organization. Afterwards, you can add more people that get access to the booking site. The one that creates the booking page, get the title: “Administrator”, and can manage and edit the site. The people you invite, is “guests”, and do not have the permissions. This can be changed when the site is created. You can also set up room and resources as staff if you want a booking calendar for them.
- Here you can adjust your times for your service. Click on Change if you want to change the pre set times. This can also be changed once you have created your booking site. Click on Next to continue creating the site.
- Now you can choose who are going to be able to book your services. When you have chosen, click on Create.
– No self-service: This means that only staff can book appointments.
– People in my organization: This means that a Umu-id is required to be able to book.
– Anyone: This means that anyone can book your services both inside Umea University and externals.
- Done! Now your booking site is created.
Install VPN client
Manuals that describe how to install the VPN client on different systems/devices.
Create and edit authority records in DiVA
When registering a publication in DiVA, you can easily retrieve information about an author at Umeå University by searching for the author’s authority record and linking it to the publication. Since the authority record contains information such as name, UMU ID, ORCID and organisation, you don’t need to enter this information manually each time.
Edit your authority record
Log in to DiVA with your UMU ID. You can edit your authority record via the “My authority record” entry on the first page of the DiVA administration interface.
In your own authority record, you can add or change
- year of birth
- e-mail address
- academic title
- biography
- links (e.g. to your website or blog).
You can also set whether you want your authority record to be hidden from public view. By default, the authority record is active and public. If you don’t want your record to be public, click on the small box next to “This record is searchable in the public search interface” at the top of the page under “Public authority record”.
You cannot change names or add names/alternative names. Contact the library if you, for example, change your surname.
Update the authority record from the registration form
When you register a new publication or modify an existing record, you can update your personal record directly in the edit form.
- Go to “Add new publication / Upload files” or find an existing record to edit.
- Enter your name or UMU ID under author.
- Link your authority record to the publication by clicking on “Connect authority record”.
- Fill in the information you want to change. The following are possible:
- add alternative name forms
- change year of birth
- add an organisation (by clicking on “Select organisation” and searching or scrolling to the right department or unit)
- change e-mail address.
- Click on “Update authority record”.
Create an authority record
If you don’t have an authority record in DiVA, you can create one when registering a publication. To create an authority record, you need to have either an UMU ID or an ORCID. You create the authority record when you register a new publication and enter your author details.
First, check if you have an authority record by entering your name or UMU ID and then click on “Connect authority record”. If you cannot find an authority record, click on cancel. Remember to fill in all author details before creating the authority record itself.
- Fill in the following information under author:
- first name and last name
- UMU ID
- ORCID
- e-mail address
- organisation (choose from the list of organisations).
- Click on “Create authority record”.
You can edit your authority record according to the instructions above if you want to add information afterwards. Please note that you will need to log out and then log back in to edit your authority record via the “My authority record” entry on the home page.
ORCID
An ORCID is a persistent identifier (PID) linked to your person and distinguishes you from other researchers. Read more about ORCID and other identifiers for researchers:
Contact the library
Contact the library if you need help making changes to your authority record and cannot edit it yourself. Select Publishing, theses and research data as the subject area.
Register compilation thesis in DiVA
Before publicly posting your thesis, all parts (articles and manuscripts) and the comprehensive summary of the compilation thesis must be registered in DiVA. The registration includes filling in details of the thesis and of your defence or presentation of the thesis. You will also upload a full text version of the comprehensive summary and, for doctoral theses, the posting sheet (“spikblad” in Swedish).
1. Log in to DiVA
Log in to DiVA with your UMU ID.
2. Check all parts of your thesis
Check if your articles and papers have been registered in DiVA and that all details are correct. All parts of your project, both published articles and manuscripts, must be registered in DiVA and linked to the comprehensive summary (“kappa” in Swedish).
Published papers, including articles accepted for publication in a journal, are registered as journal articles. Unpublished works are registered as “Manuscript (preprint)”.
Published papers
Published papers can be manually registered or imported from other databases. You can find instructions in separate manuals:
Register scholarly publication in DiVA
If you need to edit or add any details about your papers:
- Click “Edit/Delete record” and find your papers.
- Click on your publication, make your changes, and save the record.
Please contact the library if you cannot access the record to make changes.
Manuscripts
When registering a manuscript, fill in the following sections:
- all authors
- title
- national subject category.
You can leave other fields and sections blank. Please check that the title and author are consistent with the details of the appended manuscript in the thesis.
Feel free to upload the full text file of the manuscript for archiving. It will not be made publicly available.
Once all papers have been registered in DiVA, and all details are correct, please proceed to the next section.
3. Register your comprehensive summary (kappa)
When all the papers included in your thesis have been registered in DiVA, it is time to register the comprehensive summary (the introductory summary chapter) and link all papers to that. When registering your comprehensive summary, you must also include details on the defence or presentation of your thesis.
Go to ”Add publication/Upload files”.
Select publication type
- Select publication type. This manual describes the procedure for the following publication types:
- Doctoral thesis, comprehensive summary
- Licentiate thesis, comprehensive summary
- Click “Continue”.
List papers
Search for your papers and link them to the comprehensive summary. You can either find all your papers at once by searching for your name or UMU ID or one paper at a time by searching for the title. The papers you have added are listed under “List papers”.
- Enter your name, UMU ID or the title of the paper in the field “Search paper in DiVA” and click “Search”.
- Select your papers and click “Add”.
- Please verify that all parts of your project are listed.
- Sort the papers in the order they appear in the doctoral thesis. You can edit the order by using the arrows to the left of each paper. If you want to remove a paper, please click the red cross to the right of it.
- Click “Continue”.
Author
Click “Connect authority record” and search for your UMU ID. Select your authority record by clicking your name.
If your name is not listed, you can create an authority record by closing the pop-up window, clicking the “Create authority record” button and filling in the mandatory details.
Fill in any missing mandatory details. The following details are mandatory:
- name
- year of birth
- UMU ID
- department or section
- email address.
Title
Type the title of the thesis and any potential subtitle. Then, select the language of the title from the listed options.
If your thesis has a title in another language, this is to be entered in the field “Alternative title”, and the language must be selected from the listed options.
Other information
Enter the publishing year of the thesis and the number of pages. The number of pages should be the same as the final numbered page in the thesis. Appendices and papers are not included in the number of pages.
Series
If your thesis is part of a series, select the series from the listed options and fill in the number of your thesis in the series. If the series is not listed, please enter the details in the “Other series” section.
Publisher
Specify the place of publication and publisher. For theses published by Umeå University, type ”Umeå” as the place of publication and select ”Umeå University” in the field for publisher.
Identifiers
Enter the ISBN for the electronic version, and select “Electronic” from the listed options.
For the printed version, click “Another ISBN” and select “Print” from the listed options.
National subject category
Click “Choose national subject category” and select the category or categories that best describe the content of your thesis. Choose a category that is as specific as possible (navigate the list by clicking the plus symbol).
If you want to delete a selected category, please click the red cross to the right of the category.
Research subject
Select one or more research subjects (this is not mandatory but it increases the chances to search and find, and hence spread, the publication).
Keywords
Select the language from the listed options and type your keywords in the text field. Separate your keywords with commas.
Click “Keywords in another language” if you want to enter keywords in multiple languages.
Abstract
Enter the abstract of the thesis and select the language from the listed options.
Read through and make sure the text looks correct. Pay particular attention to spaces and paragraphing, and make sure no extra characters have been accidentally included. Paragraphing is correct if there is a space between paragraphs.
Click “Another abstract” if you want to add an abstract in another language.
Supervisor
Fill in details of your supervisors and assistant supervisors. Click “Another supervisor” to add additional supervisors or an assistant supervisor. The following details are mandatory:
- name
- academic title
- UMU ID (for supervisors at Umeå University)
- department or section (if the supervisor works at another higher education institution, use the field “Other organisation”).
External examiner (opponent)
Fill in the details of the external examiner. For doctoral theses, the details must correspond with the details of the external reviewer specified on the posting sheet (spikblad). The following details are mandatory:
- name
- academic title
- department or section.
Public defence or presentation of your thesis
Fill in details of the public defence of your thesis. The details must correspond with the details of the public defence of the thesis specified on the posting sheet (spikblad). If you have written a licentiate thesis, fill in the details about your thesis presentation instead.
- Click the calendar icon to the right of the date field and enter the date and time of the event.
- Select language from the listed options.
- Specify the room for the event.
- Specify the city for the event.
- For doctoral theses, select the university for the public defence of your thesis from the listed options.
Degree
Select the degree from the listed options. For doctoral theses, the selected degree must correspond with the details specified on the posting sheet (spikblad).
When you have entered all the details of the comprehensive summary (kappa), please click “Continue”.
4. Upload files
You must now upload the comprehensive summary (kappa). If you have written a doctoral thesis, you must also upload the posting sheet (spikblad) in this step. If you wish – and there are no copyright issues to consider – you can also upload the front page of the thesis as a preview image in DiVA.
Upload the comprehensive summary
- Select “Make freely available later”.
- Click the calendar icon to the right of the date field, enter the date of the public posting of your doctoral thesis, and set the time for 07:00.
- Set the file type as “fulltext” and the format as “pdf” in each section. The file does not need to be named.
- Click “Bläddra” (browse) and upload your comprehensive summary.
Select “Make freely available now (open access)” if you have written a licentiate thesis.
Please note! You must only upload the comprehensive summary. No papers or manuscripts must be included in the uploaded file.
Upload the posting sheet
- Click “Upload more files”.
- Select “Make freely available later”.
- Click the calendar icon to the right of the date field, enter the date of the public posting of your doctoral thesis, and set the time for 07:00.
- Set the file type as “spikblad” and the format as “pdf” in each section.
- Click “Bläddra” (browse) and upload your posting sheet.
Upload a preview image
If you do not want to upload a preview image, proceed to the next step, “Accepting the publishing conditions”.
- Click “Upload more files”.
- Select “Make freely available later”.
- Click the calendar icon to the right of the date field, enter the date of the public posting of your doctoral thesis, and set the time for 07:00.
- Set the file type as “preview image” and the format as “jpeg” or “png” in each section.
- Click “Bläddra” (browse) and upload the front page of your thesis.
Select “Make freely available now (open access)” if you have written a licentiate thesis.
Accepting publishing in DiVA
When you have uploaded all files, you must approve that they will be published in DiVA.
- Click and read the publishing conditions.
- Check the box to accept the publishing conditions.
- Click “Continue” to review your details and submit the registration.
5. Review/publish
Before submitting your thesis, you must check your registration.
- Check that all details are correct. If you wish to edit anything, please click “Edit information” at the top left or click “Back” to return and make changes.
- Check that the comprehensive summary (kappa) and the potential posting sheet (spikblad) have been uploaded and that each file is openable (click the link for each file).
- Click “Submit”.
Please note that once you have submitted your thesis, you can no longer edit the record yourself. Please contact the library if you need to edit or add any details.
After registration
When you have submitted your thesis, you will receive confirmation of the registration in DiVA by email. This confirmation email also contains the permanent link to your thesis in DiVA (this is the link to use in a potential press release). Please note that the link will not become active until the thesis is published in DiVA.
The library will review your registration before publishing your thesis in DiVA. We will contact you if we have any questions or if any details need to be added.
Your doctoral thesis will be published and visible in DiVA on the day of the public posting of your thesis (spikning). If you have written a licentiate thesis, it will be published and visible directly after review.
Frequently asked questions and contact
Contact the library if you have any questions about your registration. Select “Publishing, theses and research data” as the subject area.
Register monographic thesis in DiVA
Before publicly posting your doctoral thesis, you must register it in DiVA. The registration includes filling in details of your thesis and of the defence or presentation of your thesis. You will also upload a full text version of the thesis and, for doctoral theses, the posting sheet (“spikblad” in Swedish).
1. Log in to DiVA
Log in to DiVA with your UMU ID.
2. Register your thesis in DiVA
Go to ”Add publication / Upload files”.
Select publication type
- Select publication type. This manual describes the procedure for the following publication types:
- Doctoral thesis, monograph
- Licentiate thesis, monograph
- Click “Continue”.
Author
Click “Connect authority record” and search for your UMU ID. Select your authority record by clicking your name.
If your name is not listed, you can create an authority record by closing the pop-up window, clicking the “Create authority record” button and filling in the mandatory details.
Fill in any missing mandatory details. The following details are mandatory:
- name
- year of birth
- UMU ID
- department or section
- email address.
Title
Type the title of the thesis and any potential subtitle. Then, select the language of the title from the listed options.
If your thesis has a title in another language, this is to be entered in the field “Alternative title”, and the language must be selected from the listed options.
Other information
Enter the publishing year of the thesis and the number of pages. The number of pages should be the same as the final numbered page in the thesis. Appendices are not included in the number of pages.
Series
If your thesis is part of a series, select the series from the listed options and fill in the number of your thesis in the series. If the series is not listed, please enter the details in the “Other series” section.
Publisher
Specify the place of publication and publisher. For theses published by Umeå University, type ”Umeå” as the place of publication and select ”Umeå University” in the field for publisher.
Identifiers
Enter the ISBN for the electronic version, and select “Electronic” from the listed options.
For the printed version, click “Another ISBN” and select “Print” from the listed options.
National subject category
Click “Choose national subject category” and select the category or categories that best describe the content of your thesis. Choose a category that is as specific as possible (navigate the list by clicking the plus symbol).
If you want to delete a selected category, click the red cross to the right of the category.
Research subject
Select one or more research subjects (this is not mandatory but it increases the chances to search and find, and hence spread, the publication).
Keywords
Select the language from the listed options and type your keywords in the text field. Separate your keywords with commas.
Click “Keywords in another language” if you want to enter keywords in multiple languages.
Abstract
Enter the abstract of the thesis and select the language from the listed options.
Read through and make sure the text looks correct. Pay particular attention to spaces and paragraphing, and make sure no extra characters have been accidentally included. Paragraphing is correct if there is a space between paragraphs.
Click “Another abstract” if you want to add an abstract in another language.
Supervisor
Fill in the details of your supervisors and assistant supervisors. Click “Another supervisor” to add additional supervisors or an assistant supervisor. The following details are mandatory:
- name
- academic title
- UMU ID (for supervisors at Umeå University)
- department or section (if the supervisor works at another higher education institution, use the field “Other organisation”).
External examiner (opponent)
Fill in the details of the external examiner. For doctoral theses, the details must correspond with the details of the external reviewer specified on the posting sheet (spikblad). The following details are mandatory:
- name
- academic title
- university, department.
Public defence or presentation of your thesis
Fill in the details of the public defence of your thesis. The details must correspond with the details of the public defence of your thesis specified on the posting sheet (spikblad). If you have written a licentiate thesis, fill in the details about your thesis presentation instead.
- Click the calendar icon to the right of the date field, and enter the date and time of the event.
- Select language from the listed options.
- Specify the room for the event.
- Specify the city for the event.
- For doctoral theses, select the university for the public defence of your thesis from the listed options.
Degree
Select the degree from the listed options. For doctoral theses, the selected degree must correspond with the details specified on the posting sheet (spikblad).
When you have entered all the details of the thesis, please click “Continue”.
3. Upload files
You must now upload the complete thesis. If you have written a doctoral thesis, you must also upload the posting sheet (spikblad) in this step. If you wish – and there are no copyright issues to consider – you can also upload the front page of the thesis as a preview image in DiVA.
Upload the thesis
- Select “Make freely available later”.
- Click the calendar icon to the right of the date field, enter the date of the public posting of your thesis, and set the time for 07:00.
- Set the file type as “fulltext” and the format as “pdf” in each section.
- Click “Bläddra” (browse) and upload your thesis.
Select “Make freely available now (open access)” if you have written a licentiate thesis.
Upload the posting sheet
- Click “Upload more files”.
- Select “Make freely available later”.
- Click the calendar icon to the right of the date field, enter the date of the public posting of your doctoral thesis, and set the time for 07:00.
- Set the file type as “spikblad” and the format as “pdf” in each section.
- Click “Bläddra” (browse) and upload your posting sheet (spikblad).
Upload a preview image
If you do not want to upload a preview image, proceed to the next step, “Accepting the publishing conditions”.
- Click “Upload more files”.
- Select “Make freely available later”.
- Click the calendar icon to the right of the date field, enter the date of the public posting of your doctoral thesis, and set the time for 07:00.
- Set the file type as “preview image” and the format as “jpeg” or “png” in each section.
- Click “Bläddra” (browse) and upload the front page of your thesis.
Select “Make freely available now (open access)” if you have written a licentiate thesis.
Accepting publishing in DiVA
When you have uploaded all files, you must approve that they will be published in DiVA.
- Click and read the publishing conditions.
- Check the box to accept the publishing conditions.
- Click “Continue” to review your details and submit the registration.
4. Review/Publish
Before submitting your thesis, you must check your registration.
- Check that all details are correct. If you wish to edit anything, please click “Edit information” at the top left or click “Back” to return and make changes.
- Check that the full text of the thesis and the potential posting sheet (spikblad) have been uploaded and that each file is openable (click the link for each file).
- Click “Submit”.
Please note that once you have submitted your thesis, you can no longer edit the record yourself. Please contact the library if you need to edit or add any details.
After registration
When you have submitted your thesis, you will receive confirmation of the registration in DiVA by email. This confirmation email also contains the permanent link to your thesis in DiVA (this is the link to use in a potential press release). Please note that the link will not become active until the thesis is published in DiVA.
The library will review your registration before publishing your thesis in DiVA. We will contact you if we have any questions or if any details need to be added.
Your doctoral thesis will be published and visible in DiVA on the day of the public posting of your thesis (spikning). If you have written a licentiate thesis, it will be published and visible directly after review.
Frequently asked questions and contact
Contact the library if you have any questions about your registration. Select “Publishing, theses and research data” as the subject area.