Microsoft Teams

Accessibility-adapted list for recommended systems (PDF)

Real-time written communication (chat) with:

• Single employees: Teams
• Organizational unit (Line organization): Teams
• Collaborative groups, working groups, projects: Teams
• The entire university: Not applicable
  
• External parties: Teams
• Students: Canvas

Written communication that does not take place in real time (e-mail):

• Outlook (regardless of recipient)
• Students: Outlook or Canvas

 Digital meeting:

• Zoom (regardless of recipient)

Information (one-way communication) to:

• Individual employees: Not applicable
  
• Organizational unit / line organization or role (eg doctoral student): Personal start page
• Collaborative groups, working groups, projects: Teams
• The entire university: Personal start page
• External parties: Web
• Students: Canvas or Web

Simultaneous editing in files:

• Teams (regardless of counterpart, but not applicable to the entire university and students)

 Make files available for collaboration:

• Individual employees: Teams
• Organizational unit (line organization): Teams
• Collaborative groups, working groups, projects: Teams
• The entire university: Web
• External parties: Teams or Outlook
• Studenter: Canvas

The communication between teachers and students connected to a course must take place in Canvas.

In education and in communication with students, Zoom and Canvas should continuously be used.

All team names must follow the set standard as below so that it is easy to find out where the team belongs and who is the responsible. The team owner may not change the name of the team without checking that it conforms to the naming standard.

Organizational team

Organizational team is named by following standard:

<Overlaying organizational unit>-<Department name>

For example:

• VS-IT
• A1-Ingenjörsvetenskap

Non-organizational team

Non-organizational teams, eg projects or collaborations must be named according to the following standard:

<name of project / collaboration> - <category> - <Overlaying organizational unit> - <Department name>

Category indicates type of team:

• PROJ (projekt)
• SAM (collaboration)
• UTB (Education-related)
• FORSK (Research-related)
• STÖD (Related to Professional Services)

Example:

• Projekt Blå-PROJ-VS-IT
• Nätverk Y-SAM-A1-Ingenjörsvetenskap

If several departments are part of a project / collaboration, it is the “main owner” organizational affiliation that decides which department name should be included in the team name.

Team owner

The team owner is responsible for the information in each team and the team owner's manager is main responsible, regardless of whether this person is part of the team or not. When new members are added to the team, regardless of whether they are university employees or external parties, it is the team owner's responsibility to inform about the university's storage rules and other necessary rules for processing information in the team.

The team owner is responsible for ensuring that information in the team is culled / deleted continuously according to established routines and that information is archived according to the current information management plan. See also Archiving and culling below.

The team owner is the one who adds members to the team and thus also the rights. To make it the administration easier, two team owners per team are recommended. Everyone in the team has access to all the information in the team. However, the underlying channels can be limited to fewer people than those included in the team.

The files that are uploaded to a team or in a channel can be accessed from everyone who is part of the team or channel.

Team member or guest

As a member of a team, regardless of whether you belong to the University of Borås or are invited as a guest, you are responsible for following the rules that the university has regarding the storage and processing of information.

• If a member of the team ends his employment, the person disappears from the team, but all posts, comments, etc. will remain.

It is important to note that there are restrictions to what information that may be processed or stored in Teams. For more information, see the university's storage rules, but note in particular that only harmless personal data and information of minor importance may be processed and stored in the service.

When participating in other organizations' team areas, the university's storage rules for information must be followed and rules in the other organization must also be taken into account.

Teams are only intended for temporary storage of information, and is not designed for or permitted to be used as archives, as the tool does not meet current security requirements, for example in the form of backup management.

The information that is handled must be regularly archived or culled / deleted according to instructions in the university's preserving and archiving plan.

For teams that have been inactive for one year, a request to review whether the team should remain active or be deleted will be sent to the team owner. When a team is deleted, all information disappears, so an assessment needs to be made as to whether there is information that needs to be archived or stored elsewhere.

If there is no team owner, the information goes to the responsible manager of the team in accordance with the department specified in the team name.

In Teams you can start a chat with one or more users. See the steps below to start a chat.

1. Go to the Chat tab
2. Click on the pen icon.
3. Enter the user you want to chat with in the field and select (You can add more people by entering several names in the field)

1. Click on the Calendar tab in the menu
2. Click on Meet now
3. 
4. Enter the name of the meeting room
5. Click on Start meeting
6. Select whether you want to activate the microphone and camera via the controls.
7. 
8. Click on Join now
9. 
10. Select Copy meeting link if you want to send the link manually.
11. Select Add participants if you want to invite the user directly to the meeting via Teams.
12. Enter the user's name in the field and click on request to join to invite the participant to the meeting.

1. Click Calendar and then New meeting
2. Fill in information about the meeting such as title, participant, date.
3. You can also click on Scheduling assistant to see if the participants are busy.
4. 
5. You can see via the scheduling assistant when the meeting participants are busy. Via the slider, you can move the meeting to suit everyone invited.
6. 
7. Click on Send

You can upload your files to your personal OneDrive storage space in teams. OneDrive is Microsoft's solution that is an equivalent system to Box. Guides for OneDrive can be found under OneDrive guides.

Keep in mind that you are aware of storage rules on cloud services before uploading personal data files.

1. Open the Teams app
2. Click on Files in the menu to the left
3. Select OneDrive in the menu
4. Click on Upload
5. Select Folder or File depending on which file you want to upload
6. Select the file you want to upload and click on Select
7. You can now see the file or folder in the list and you can now open the file in Teams

You can order a collaboration area for, for example, a project or a work group where you can work together with conversations and files.

There are certain criteria's you need to keep in mind when creating a team:

• Agree with the group that you create the team for you to use as a collaboration area and how your way of working should be.
• Remember to build a good and clear folder structure for the files you upload to the team.

Private or public team

The default setting for a team is that the team is private, which means only those who are added as members can participate in the team. This setting should only be changed after thorough consideration, as public teams mean that anyone can join the team and take part in all the information contained in the team and also in the underlying channels.

You can upload files in teams to easily work simultaneously in the files with your colleagues in real time.

1. Open Teams
2. Click on teams
3. Select your team
4. Click on Upload
5. Select Files or Folder depending on whether you want to upload a file or folder