Email and Microsoft 365

• Outlook for email, contacts and calendar
• Teams for collaboration and meetings
• Word, Powerpoint and Excel for word processing, presentations and spreadsheets
• OneNote for notes
• OneDrive for file storage (with a storage limit of 50 GB)
• Lists to smart lists
• Forms for forms
• Stream for videos
• Visio for diagrams
• Whiteboard for interactive surfaces
• Delve to show information on your account
• Copilot (AI driven chat tool)

The Microsoft Outlook app can be downloaded to your iPhone or Android phone. To add the student email in the app, click on Add account and enter your email address and the password for your student account. If there is a question about e-mail provider, choose Microsoft 365. 

If you already have other accounts in the app, you need to do the following to add the student email:

• Tap the round "home" icon at the top left of the screen.
• In the menu that appears, tap the letter icon with the plus sign.
• Select the Add account option in the menu.
• Enter your email address and your student account password to add the account.

Please note that for security reasons you should have a screen lock on your phone to keep your email account protected.

An alternative to using the Outlook app is to forward your email. If you want all email from the university to go to a different email address, you can activate automatic forwarding of your emails. 

To Microsofts information on how to turn on automatic forwarding in Outlook

Microsoft has put together an introductory guide to the various tools within Microsoft 365. Keep in mind that there are some tools in the guide that you do not have access to through your student account.

To Microsoft's guide "Microsoft 365 quick starts"

With your student account, you get access  to the protected version of the AI-powered chat tool Copilot (formerly known as Bing Chat Enterprise). Copilot can summarise information and generate ideas, illustrations and graphs. 

In the Microsoft Edge browser, log in by clicking on the small profile in the upper left corner of the browser, and to unfold the chat, click on the Copilot symbol in the upper right corner. A green "Protected" icon indicates that you are logged in, which means that your user data is protected and cannot be leaked outside the university. 

Remember that you also need to consider how you may use generative AI in your studies: 

To guidance for the use of generative AI in studies

Microsoft Teams is a tool for collaboration and meetings. You can create and participate in one-on-one chats and group chats. You can also create and participate in video meetings. 

You can also be added to collaboration areas, teams, created by employees at the university. Students cannot create their own teams.

Download Teams

You can use Teams directly in the web browser via https://teams.microsoft.com or download the Teams app to your computer via https://microsoft365.com.

Teams is also available as an app for phones and tablets.

To log in:

• Enter your student email address, gus•••••@student.gu.se
• Enter your password and log in. 

Help and support

Visit the Microsoft Teams help pages for help and training on Microsoft Teams

Some things may differ in the university's version of Teams. Things specific to us are: 

• Students cannot create their own teams.
• It is not possible to add apps to Teams from developers other than Microsoft.

Recommendations when contacting others

As a student at the University of Gothenburg, you are recommended to use phone, email or the inbox in Canvas to contact staff and students at the university (if you have not been notified or agreed otherwise). It is not certain that the person you want to contact uses, or wants to use, Teams for communication.

After two consecutive semesters without registration in Ladok at the University of Gothenburg, your student account and student email will be deleted. The email address becomes invalid the moment your student account is deleted, and you will no longer have access to your student email or other tools in Microsoft 365.

Your username is saved to prevent someone else from being assigned the same username. If you register for studies at the university again, you will get the same username and email address again.

In the student email inbox you find the messages that are sent directly to your student email address. When the university sends you email, this address is usually used. So make sure you look for the email in the right place.

The student email should not be confused with the messaging function in the learning platform Canvas, which is only used to send messages to people with whom you share a course in Canvas.

Also check the spam folder to make sure no important messages have ended up there. 

The tools in Microsoft 365 follow your browser's language settings to some extent. When the tools do not follow the browser's settings, the default language is Swedish. If you want to be able to switch between different languages, you need to make certain settings yourself:

To Microsofts information on how to change your display language and time zone in Microsoft 365

You may also need to set your browser's language. Search online to find out how to do this for your browser. Note that you may need to refresh each browser tab to see the change.

If you receive an error message in, for example, Word or Excel when you try to edit a document via your Mac computer, it may be because the license for the program for some reason cannot be verified.

To solve the problem, do the following:

• Check that you have an internet connection so that a new license can be downloaded to the computer.
• Check that you are logged in with your student account.
• Sign out and close all Microsoft 365 apps, then sign in again.

If this does not help, you can also try to remove the license files using Microsoft's license removal tool according to the instructions on the following page:

To Microsofts information on how to remove Office license files on a Mac

After following the instructions, open the program you want to use and select "Sign in." Log in with your student email address and password.

This may be because you have exceeded the 50 GB cloud storage limit for files saved in OneDrive. If you surpass this limit, you will be unable to upload, edit, or sync new files to OneDrive. Your existing files will remain accessible but will be read-only.

To reduce your storage usage, you will need to delete some files:
To Microsoft's information on how to managing storage in OneDrive

As a good practice, it is recommended to store only files related to your studies on your student OneDrive.