Office 365 (O365) is a cloud-based platform with tools for working anywhere and on different platforms.

Office 365

Rules and routines for Office 365

Rules for Office 365

Routine description for digital workspaces. The routine is a part of the Mid Sweden University management information system for information security.

E-mail and Teams – archival requirements and GDPR

The General Data Protection Regulation also applies to information in e-mail, chats, etc. In principle, all messages that are accessed or sent from a user account contain at least one personal data (sender / recipient / signature, etc.). Therefore, we must, in addition to following the rules of public documents, also follow the rules of personal data processing.

It is not allowed for employees at Mid Sweden University to activate automatic forwarding of e-mails to another account. This is because you receive e-mail as a representative of Mid Sweden University and the processing of personal data in the e-mail is then subject to Mid Sweden University’s responsibility for personal data. A forwarding of the e-mail to e.g. a private e-mail address means that personal data that lies under Mid Sweden University’s responsibility is processed in a place where the university has no control or transparency. For students, however, it is allowed to activate the function for automatic forwarding as they receive e-mail primarily as private individuals. Private individuals’ processing of personal data for private purposes is not included in the GDPR regulations.

Create: Word, Excel and PowerPoint

Create: OneNote – a digital notebook

OneNote is an alternative to a regular notebook. You have your own place to quickly save your thoughts, ideas and plans. If you are e.g. working in a group, OneNote is useful for the joint meeting notes.

Introduction and training – OneNote

Save: OneDrive – a personal area for saved files

OneDrive is your personal space where you can save files. You own them, but if you want, you can share selected documents with others, and in real time, together and from anywhere, work in the document and update it.

Introduction and training – OneDrive

Save: SharePoint – a common area for saved files

SharePoint is a common area where files from a team are saved. The files are shared within the team and all team members can work with the files in real time.

Introduction and training – SharePoint

Communicate/collaboration: Outlook– E-mail and Calendar

E-mail and calendar.

Please note that it is not allowed for employees at Mid Sweden University to activate automatic forwarding of e-mails to another account. (See above: E-mail and Teams – archival requirements and GDPR)

Introduction and training – Outlook

Communicate/collaboration: Teams – a chat-based collaboration workspace and a meeting tool

Teams is a collaboration workspace where you can create specific groups, e.g. your department (or equivalent) or for a project/work area. The group can share files and collaborate in real time, and the team can e.g. have a common Planner with tasks that need to be implemented and use Forms to create votes in the team. It is also possible to connect other external applications.

In Teams you can make phone calls, chat, participate in calls and online meetings.

Introduction and training – Teams

Instructions for Teams

Create breakout rooms for meetings

You see the function as a button in the meeting panel when you hold a meeting. It is only the organizer of the meeting who can see the group room button and create group rooms.


Communicate/collaboration: Yammer – a discussion forum based on areas of interest

Yammer is best described as a social network for the organization, much like the organization's own Facebook. It is built around open communication and is in many ways inspired by the large social forums we otherwise use. Compared to Teams, Yammer acts more like a discussion forum.

Introduction and training – Yammer

Plan/investigate: To do – to plan your work with to do-lists

When using To do you can plan your time with to-do lists, it is also possible to share them.

Introduction and training – To do

Plan/investigate: Planner – a project board in the cloud

Planner is a digital planning solution where each task is added to and distributed within the group. The data can then be followed up in a simple and clear way.

Introduction and training – Planner

Plan/investigate: Forms – a survey tool

Forms is a tool to create and conduct studies, tests and polls.

Introduction and training – Forms



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