Microsoft 365 – Page 4

Create a vote in your e-mail in Outlook with Microsoft Forms

2022-10-13/in Email, Microsoft 365

In this guide we describe, with the help of Forms, how to create a vote directly in you email from Outlook.

Start by creating a new e-mail. You do this by clicking on New Email.
Write you email as usual.
Go to Insert, and then choose Poll.
To the right in your window, a field is now inserted where you write your question, and the options the receiver can choose between. Choose Multiple answers if they are allowed to choose multiple options.
When you are happy with your question, you click on Next.
In this step you see how the vote will look in the email. If you are ready, you choose Add to email. If you want to make changes, choose Edit.
When you have added the vote to the email, the question, and a link to the form is going to show. Now you can send your vote in the email.
When the receiver has gotten your email, they can answer the question directly in the email. The result can easily be found with your other forms in Microsoft Forms (forms.office.com) or directly in Outlook if you put yourself as a copy. Then choose View result.

Create a board view in Microsoft Lists

2022-10-13/in Employee, Lists, Microsoft 365, Student

Lists is a tool in Microsoft 365 where you can create, share, and track lists. In this manual we describe how you create a board view.

Observe that the appearance can differ whether you are using Mac or Windows.

Create board view

Go to your chosen list in Microsoft Lists you want to create a board view in.
Choose Create new view in the menu bar.
Now you see the window where you can edit and create you new view:
1. Add the name you want for your board view.
2. Then choose Board
3. Choose how you want to organize your board by clicking the arrow to the right in this field. If you don’t already have any completed columns, it will automatically create a column that is named choice1. If you have completed columns, choose the column you want to organize you board view by (Example: by location, status, or date). Your board view will then be sorted and structured by how you have organized your board.
4. If you want your list to be public for others, you tic this box. If you want it to be private, you keep this box empty. If you choose to make it private, you are the only one who can see and edit the board.
5. When you are ready, click Create.
Now your Board view is showing, and here you can Add new buckets and manage your current buckets. You can place your objects to the bucket they belong to and add more object by clicking the Plus-sign in the right corner of each bucket.

Download and install Microsoft 365

2022-07-26/in Employee, English, Mac, Microsoft 365, Student

Information on how to download and install the Microsoft 365 desktop suite.

Outlook 365 email forwarding

2022-07-26/in Email, English, Microsoft 365, Student

Guides users on how to forward emails from Outlook 365.

Email for students FAQ

2022-07-26/in Email, English, Microsoft 365, Student

An FAQ about the student email.

Delete groups in Microsoft 365

2022-06-13/in Employee, Microsoft 365, Okategoriserade, Sharepoint, Teams

You can delete groups in the respective app where the group is located, such as Planner, SharePoint, and Teams. Note that if you delete a group, you delete everything that belongs to the group. For example, if you delete a group in Planner, you delete the SharePoint site and possibly the Team that belongs to the group.

Delete group in Planner

Go to Hubben – Planner (office.com), it lists all planners you have authorization to.
To delete, go under the three dots and select Plan settings.
At the bottom of the Plan Settings dialog window, you can find the button to delete the group.

Delete group in SharePoint

It’s not easy to find all of your SharePoint sites. That’s why you need to search for them, and you can do so with the following link that includes a search query: SharePoint
Select the site you want to administrate. If you are an owner, then under the gear you will receive website information. At the bottom of that window is the Delete option.

Skärmdump site information Sharepoint

Delete group in Teams

Go to your Teams client and select Team on the menu to the left.
In the listing of teams, you can click on the three dots of the desired team. If you are the owner, you have the option of clicking on Delete team at the bottom of the menu.

Administrate groups through Outlook (Office 365)

If you’ve moved your email to Office 365, you can easily administer the groups you belong to or own through Outlook.

Open Outlook and go to your email box.
Select Groups on the menu to the left.
It lists the groups that you have permission to and that are configured to be visible in Outlook.
Select Group, then open Group Settings in the top menu. In the menu presented, you can administer your group.

Find your shared files in OneDrive

2022-02-28/in Employee, English, OneDrive

In this manual, we’ll show you how to find the files you share with others through OneDrive, as well as which files are shared to you to your OneDrive.

Go to www.m365.umu.se and log in with your UMU ID.
In the search box, type OneDrive and klick on OneDrive.
In the left menu, click Shared.
At first you are in the With you – Here you will see files/folders that others share with you.
Select By you – Here you will see files/folders that you share with others.

Syncronize files from OneDrive, Teams or SharePoint to your computer

2021-12-29/in Microsoft 365, Okategoriserade, OneDrive, Sharepoint, Teams

You can sync folders, files, and entire libraries from Microsoft 365 to your computer. This means that you can work with the same files you have in Teams, SharePoint or OneDrive. In this manual, we will show you how to sync files from your OneDrive, Team, Team Channel, and a shared SharePoint library. Our recommendation is that you do not sync too many files.

Sync my own files from OneDrive to your computer

Select Start on your computer and find the OneDrive app.
Log in to OneDrive with your account, umuid@ad.umu.se.
When you are logged in, the blue cloud appears down to the right.
You can set which folders you want to sync by clicking on the OneDrive cloud and then the gear at the top right
Then go to Account and Choose folders, mark the folders you want to synchronize and then click OK.
Syncing from your OneDrive is now complete. A new tab is created in your Explorer/Finder – “OneDrive – Umeå University”. You can now work with these files from your computer. Note that these are the same files that are on OneDrive for the web. It’s just another way of working from the computer.

Sync files from an entire Team to your computer

Select the Team you want to sync files from to your computer.
Select a Team channel and click on Files
Click on Document
Now you will be able to access all files associated with the Team. Then click Sync.
The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
Synchronization from an entire team is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your explorer. Note that these are the same files that are in the team. It’s just another way of working from the computer.

Sync files from a specific channel in a Team

Choose the Team you want to sync files from to your computer.
Click the channel from which you want to sync files to your computer. For example, the Education channel that the picture shows.
Click on Files
Click on Sync
OneDrive app starts. Make sure the correct files are selected (as you can see, these are the same folders as the image in step 4). When your are done, click Start Sync.
Synchronization from a specific Team Channel is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your explorer. Note that these are the same files that are in the Team Channel. It’s just another way of working from the computer.

Sync your files from a shared SharePoint library

Go to the shared library. The easiest way to do this is by using your OneDrive via: O365.
Choose the shared library from the list that you want to sync (for example, as shown in the pircture – Team Arbetsgrupp).
Select Go to Site.
In the menue on the left, click Documents.
Click on Sync.
The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
Synchronization from a shared document library is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your Computer. Note that these are the same files that are in SharePoint. It’s just another way of working from the explorer.

Log in with multifactor authentication, Freja eID+ and Microsoft Authenticator

2021-12-06/in Freja eID+, Microsoft 365, Multi-factor authentication

This manual shows how to log in with multifactor authentication at Umeå Universitys system.

Multi-factor authentication (MFA) is a service that gives you increased protection when logging in to some of the university’s systems. With multi-factor authentication, you log in in two steps, which gives you extra layer of protection on top of your Umu-id and password. Umeå university uses both Microsoft Authenticator and Freja eID+ as multifactor. This means that the log-in site can look different depending on which system you’re logging in to.

Freja eID+

Freja eID plus is a free, government approved digital ID card that helps you login in some systems at Umeå university. You can prove your identity in an application on your phone instead of showing a physical legitimation card.

Follow this manual to log in with Freja eID+.

Microsoft Authenticator

The app Microsoft Authenticator means that you log in on some services with your UMU-id and password, and then you approve the log in on your app Microsoft Authenticator on your phone or hardware token.

Follow this manual to log in with Microsoft Authenticator.

The difference of how to log in with either Freja eID+ or Microsoft Authenticator

When you log in on some of the University’s system, for example Secure Storage Space (Skyddade dokument), you need to choose wether you want to log in with Freja eID+ or Microsoft Authenticator. It will look like this after you’ve typed your UMU-id and password:

Choose the alternative Sign in with Microsoft authenticator if you log in with a hardware token. You also choose this alternative if you use the Microsoft authenticator app on you mobile unit.

The only alternative for log in at Microsoft 365 is Microsoft Authenticator. After you’ve typed your UMU-id and password you will directly be asked to accept the login in your Microsoft Authenticator-app. You don’t have to choose which method you want to log in with.

Make a branch in Forms

2021-11-09/in Employee, Forms, Microsoft 365, Okategoriserade, Student

When you create your forms and tests, you can choose to branch questions. This means that the current questions belongs or depends on another questions in the quiz.

Open the form where you want to make a branch.
Choose the questions that you want to branch, click on the three little dots and then Add Branching.
Click on the arrow. In de accordion menu that pops up, choose which question you want to branch the question with.
When you’ve chosen, click on Back to keep editing other question or to finish.