Get started with Microsoft 365

Email is part of the Outlook app, which is part of Microsoft 365.

You can access Outlook via the Outlook desktop app, the M365 portal or outlook.cloud.microsoft.

You can find more information about email at the University here.

Personal data

How to handle personal data when sending emails.

There is a calendar in Outlook. 

You can access Outlook via the Outlook desktop app, the M365 portal or outlook.cloud.microsoft.

Guides

• Log in to webmail – The Support Centre
• Book a meeting room – The Support Centre
• Book meeting rooms with Room Finder – The Support Centre
• Share a Calendar – The Support Centre
• Work hours and location – The Support Centre
• Open shared calendar – The Support Centre
• Introduction to the Outlook Calendar – Microsoft.com
• Follow a meeting in Outlook – Microsoft.com

Please note: Many meeting rooms at the university are booked via TimeEdit, not via Outlook.
Book a meeting room with TimeEdit

NB. Do you handle research data? If so, please read more on the Research Data Management page.

OneDrive, Teams, SharePoint

OneDrive is your personal storage space in Microsoft 365. In Teams, you can store files for your workgroup or ongoing projects. In SharePoint, you can store documents that need to be accessed by, for example, the whole department or division. (Not research data!)

The files are stored securely in the cloud. You can access, share and work on your files from a computer, mobile phone or tablet, regardless of where you are working.

Remember to review, delete and, if necessary, archive files when you have finished a project in Teams. Teams that have not been used for 180 days are automatically deleted. The owner receives several reminders before the team is deleted, but once this happens, the team and documents are completely gone.

Overview

Guides

OneDrive help & learning – Microsoft.com

Lund University has purchased Copilot as a generative AI tool. Copilot is part of Microsoft 365, so you can use smart AI features across all applications.

Copilot at Lund University

Outlook is used for email and as a digital calendar. But the app can also be used for:

• to-do lists
• contacts
• diary and meeting notes
• file management.

You can access Outlook via the Outlook desktop app, the M365 portal or

• outlook.cloud.microsoft

To-do lists

In Outlook, you can create to-do lists using To Do. This allows you to gather assignments in one place and organise them into different lists, such as ‘Today’, ‘This week’ or your own custom lists. You can add assignments directly in Outlook, set due dates and reminders, and mark assignments as complete. The assignments are visible in both Outlook and the Microsoft To Do app.

Contacts

In Outlook, you can manage contacts under People. There, you can add and edit contact details, save contacts from emails, and create contact lists for things like group emails.

Agenda and meeting notes

In Outlook, you manage the agenda directly within the calendar event. 

For Teams meetings, there are shared meeting notes linked to the meeting, containing the agenda, notes and follow-ups that participants can view and edit.

The notes are saved automatically and remain available after the meeting. You can find them by opening the meeting in the Calendar or the meeting chat and selecting Notes.

The paid version of Copilot adds extra features, such as automatic meeting summaries, but is not a requirement to use standard meeting notes.

File management

In Outlook, you can manage files directly within email and the calendar. You can either

• send an attachment, which is a copy of the file, or 
• share a link to a file stored in OneDrive or SharePoint. 

With links, everyone works on the same file and always sees the latest version, which facilitates collaboration and reduces the number of attachments.

Guides

Outlook help & learning – Microsoft.com

The Teams app is great for, for example

• chatting and collaborating in real time
• holding digital meetings
• working together on files
• bringing teams and projects together
• tracking work.

You can access Teams via the Teams desktop app, the M365 portal or

• teams.microsoft.com

Guides

Microsoft Teams help & learning – Microsoft.com

How to set up transcription

1. Open the meeting in the Teams calendar or Outlook.
2. Go to Meeting options.Select Recording and transcription.
3. Under the heading Record and transcribe automatically, you can choose between
   1. Record and transcribe. The meeting is recorded and transcribed.
   2. Transcription only. The meeting is not recorded but is transcribed.
   3. Off. The meeting is neither recorded nor transcribed.

Many people are familiar with Word, PowerPoint and Excel. These are also part of Microsoft 365. This means you can use them both as standard desktop programmes and directly in your web browser. In Microsoft 365, files are saved in the cloud, so you can access them wherever you are. This also makes it easier to collaborate with others.

Word

Word is a programme where you write and edit texts, such as letters, reports and other documents.

You can access Word via the desktop app, the M365 portal or

• word.cloud.microsoft

Guides:

• Word help & learning – Microsoft.com
• Track changes in Word – Microsoft.com

PowerPoint

PowerPoint is a programme that allows you to create presentations using images, text and graphics to present information clearly.

You can access PowerPoint via the desktop app, the M365 portal or

• powerpoint.cloud.microsoft

Guides:

• PowerPoint help & learning – Microsoft.com

Excel

Excel is a programme that allows you to work with numbers in tables to calculate, track and sort information.

You can access Excel via the desktop app, the M365 portal or

• excel.cloud.microsoft

Guides:

• Excel help & learning – Microsoft.com

OneDrive is your personal storage space in Microsoft 365 where you can save files to the cloud so you can access them from all your devices.

Use OneDrive to save, organise and share your own work files, and collaborate on them with others without having to send emails back and forth.

The easiest way to access OneDrive is via the M365 portal. You can also manage OneDrive files in your File Explorer/Finder.

• onedrive.cloud.microsoft

Use OneDrive when you

• are working on your own files
• want to share a document with a few people
• need to access your files from different devices
• want to collaborate on a document on a small scale.

Do not use OneDrive when you

• need to store shared documents for a group or department (use SharePoint/Teams instead)
• need a shared, long-term storage space
• are working on a larger project where many people need access to the same files.

Guides

• OneDrive help & learning – Microsoft.com

See also the training tips at the bottom of the page.

SharePoint is a collaborative workspace in Microsoft 365 where teams and organisations can store, organise and share documents and information in one place.

Use SharePoint to collect and share shared documents, create information pages (such as project pages) and collaborate on files that multiple people need to access.

Use SharePoint when you

• share documents within a group, department or project
• need a shared space for information that several people will use
• want to store documents long-term (e.g. regulatory documents, templates)
• need structure, order and control (e.g. access rights and versions)

Do not use SharePoint when you

• are working on your own drafts or private files (use OneDrive instead)
• only need to share a document with a few people
• need quick communication and discussion (use Teams instead)

Guides

• SharePoint help & learning – Microsoft.com

See also the training tips at the bottom of the page.

To Do is an app in Microsoft 365 for creating and managing assignments and to-do lists. This is where you can organise your own schedule.

You can access To Do via the M365 portal or

• to-do.office.com

Use To Do when you:

• want to keep track of your own assignments and to-do lists
• need reminders and deadlines
• want to plan what you’re going to do today or this week

Don’t use To Do when you:

• are working on projects with lots of people (use Planner or Teams)
• need structure for documents or information (use SharePoint)
• want to have a conversation or communicate (use Teams)

Guides

• To Do help & learning – Microsoft.com

Planner is a tool in Microsoft 365 for planning and tracking work in teams, where assignments are organised into shared plans. You can also use it for your own to-do list, but in that case, To Do is often sufficient.

You can access Planner via the M365 portal or

• planner.cloud.microsoft

Use Planner when you:

• are working on projects with others
• need to assign assignments and track who is doing what
• want an overview of status and progress

Do not use Planner when you:

• just need to keep track of your own assignments (use To Do)
• have very complex project management (use Project)
• just need to collect information or documents (use SharePoint)

Guides

• Planner help & learning – Microsoft.com

Lists is a tool in Microsoft 365 for collecting, organising and tracking information in lists (like a simple database). Use Lists to keep track of information – such as tickets/cases, resources, contact lists or activities – and share it with others.

You can access Lists via the M365 portal.

Use Lists when you:

• need to organise and track information (such as tickets/cases or inventory)
• want to collect data in lists with columns (like Excel, but shared and smarter)
• need an overview with different views (list, calendar, and so on)

Do not use Lists when you:

• only have simple personal assignments (use To Do)
• are working on project assignments in a team (use Planner)
• only need to store documents (use SharePoint)

Guides

Microsoft Lists help & learning – Microsoft.com

OneNote is a digital notebook where you can collect notes, images, links and checklists in one place. Use OneNote to gather and organise information – such as meeting notes, project materials, ideas and to-do lists – and share them with others.

You can access OneNote via the desktop app, the M365 portal or

• onenote.cloud.microsoft

Use OneNote when you

• are taking notes (for example, for meetings or projects)
• want to collect ideas, links and materials in one place
• need to organise and share notes with others.

Guides

OneNote help & learning – Microsoft.com

Forms is a tool in Microsoft 365 that allows you to create surveys, questionnaires and quizzes to collect responses from others.

You can access Forms via the M365 portal or

• forms.cloud.microsoft

Use Forms when you

• want to collect feedback, opinions or responses from a large number of people
• need a simple survey, poll or registration form
• want results to be automatically compiled.

Guides

• Microsoft Forms help & learning – Microsoft.com

Use Whiteboard to brainstorm, visualise ideas and work creatively together – for example, in meetings or workshops.

You can access Whiteboard via the M365 portal or

• whiteboard.cloud.microsoft

Use Whiteboard when you:

• want to gather ideas and brainstorm as a group
• need to visualise thoughts (such as workflows, sketches or mind maps)
• are holding meetings where several people need to contribute at the same time

Do not use Whiteboard when you:

• need structure, follow-up or accountability (use Planner or Lists)
• need to document finished material (use Word or SharePoint)
• are working on detailed planning or decisions that require a clear structure

Guides

Whiteboard help & learning – Microsoft.com

Use Loop to create and collaborate on notes, lists and plans that are updated instantly across Teams, Outlook and other apps.

You can access Loop via the M365 portal or

• loop.cloud.microsoft

Use Loop when you:

• want to collaborate on the same content at the same time (e.g. meeting notes or ideas)
• need something that is dynamic and updates across multiple apps simultaneously
• want to combine notes, assignments and information in one place

Do not use Loop when:

• you need a finished and stable final version (use Word)
• you need clear task management with assigned responsibilities (use Planner)
• you want to store documents or files long-term (use SharePoint)

Guides

Microsoft Loop help & learning – Microsoft.com

The following is installed by default:

• Microsoft Office (Word, Outlook, Excel, PowerPoint)
• Teams
• OneDrive

You can install other apps as needed via Self Service.

The following are installed by default:

• Microsoft Office (Word, Outlook, Excel, PowerPoint)

You can install other apps as needed via Self Service.