Office 365 for staff

All members of staff have access to Office 365 from Microsoft. These pages contain information on how to use the various applications in Office 365.

Office 365 contains several applications that can be used to save and store files, process documents, communicate and collaborate with colleagues within and outside of the University.

Upload and store your files in OneDrive

OneDrive allows you to upload and store your own files and folders. 1 TB of personal storage is included.

Learn more about OneDrive

Collaborate with your groups in Teams

Teams is a social collaboration tool in Office 365 that groups can use to get organised, chat and collaborate in various forms.

A group can be an entire department or office, a project group or simply a set of people sharing the same job tasks and have the need to collaborate.

Learn more about Teams

Create a website in Sharepoint

  • Create, store and share content online
  • Build web pages, document folders and lists to share information with others
  • Create feeds such as orders or applications
  • Create a joint calendar for the group/office

Learn more about Sharepoint, Microsoft Support

Work together on digital whiteboards

Whiteboard is a complement to the university's tools for digital meetings. The application facilitates digital collaborations as it makes it possible to create digital whiteboards where you can do post-its, write text, draw and mount pictures and documents. You can use it for example in:

  • Workshops
  • Project planning
  • Group discussions

Learn more about Whiteboard

Word, Excel and Powerpoint

Office 365 also includes the traditional office suite containing Word, Excel and PowerPoint. The applications are linked to your account, not to your device, which means that you can use the applications from any device you like, wherever you are.

More applications in Office 365

Planner allows you to structure and distribute work tasks. OneNote is a digital notebook in which you can write and collect all your notes.

When you log in to Office 365, you will also find other applications available. You are unlikely to use most of these applications, but it can be of use to know that they are there.

If you want to learn more about everything Office 365 has to offer, please go to Microsoft Support.

Office Help & Training

Sensitive data and sensitive personal data

Do not publish sensitive data or sensitive personal data

You are not allowed to store sensitive personal data or information that is bound by secrecy in Office 365. For instance, this includes data such as information about a person's health status, protected personal data, tenders and procurements, information about individuals' ethnic origin, political standpoint and sexuality.

Read more about personal data

If you have any questions regarding information security and storage, please contact the IT security function at Servicedesk.

 

Frequently asked questions about Office 365

How do I login to Office 365?

Go to o365.umu.se and login with you Umu-id and password.

What is Office 365? 

Office 365 is Microsofts name for their cloud services. It is a collection of programs that exists on an Internet server – i.e they are not installed on your computer.

You can use the programs via your web browser from anywhere as long as you login. For programs installed on your computer, Microsoft uses the termination called desktop app. All Office 365 services and programs have the same name and functionality as their corresponding desktop applications, but the desktop apps may have more features.

Can I log in to Office 365 via my telephone and tablet?

Yes, you can log in to Office 365 via your web browser in your mobile phone or tablet. You can also download that apps via Google Play Store or AppStore directly to your phone or tablet.

Where do I save my documents?

You can save your documents in OneDrive. You can upload them and save them into folders. As a staff member at the university you have 1 TB of personal space.

Is there anything I can't save in Office 365?

You are not allowed to save any files that contain sensitive personal or confidential information in OneDrive. This includes, for example, health information, addresses, tenders and procurements, information on a persons ethnic origin, political opinion or sexual orientation.

Umeå University offers a service for storing files that require high security.

If in doubt, start by doing an information classification on your material before deciding where to store it.

Can I save research data in Office 365?

No, you may not save sensitive or confidential information. If your research material require high security it should not be stored in Office 365. If in doubt, start by doing an information classification on your material before deciding where to store it.Umeå University offers a service for storing files that require high security. Secure storage space. 

If you have questions regarding information security and data contact ITS.

Can I use Teams with people outside the University?

You can invite guests to teams at Umeå University. Anyone who has an email account (example, Outlook, Gmail or similar, can be invited as a guest in Teams.

Can I access my Teams files via a computer instead of via a browser?

Yes, you can choose to synchronize your teams files to your OneDrive and make your OneDrive accessible in your file manager. This way you can access and work with your teams files on your computer, whether or not you have access to the internet. When your computer has an internet connection, files will automatically synchronize to the cloud.

Should I choose Teams or SharePoint?

It depends on what you want to use them for. If your focus is discussion, communication and collaboration with documents, then Teams is a better alternative.

If you want a more complex solution with different permissions on your documents and files, different types of lists and workflows, then Sharepoint is a better alternative for you.

Is Teams a new learning platform?

No. Teams, Sharepoint and other parts of Office 365 are not intended to be used as learning platforms. You can read more information about our learning platforms here.

LOG IN TO OFFICE 365

Log in using your Umu-id and password.

Log in to Office 365

Support

Learn more about Office 365 with the Office 365 user forum.

Användarforum för Office 365

You will find instructions about how to use Office 365 on the university's website Manual.

Office 365, Manual

Microsoft offers lots of self-help user support online. At the bottom of the support page, you can choose between a long list of languages.

Office Help & Training, Office 365

Elin Sköld
10/27/2021