Email and Microsoft 365

The tools in Microsoft 365 that you have access to with your student account are: 

• Outlook for email and calendar
• Teams for collaboration and meetings
• Word, Powerpoint and Excel for word processing, presentations and spreadsheets
• OneNote for notes
• OneDrive for file storage
• Lists to smart lists
• Forms for forms
• Stream for videos
• Visio for diagrams
• Whiteboard for interactive surfaces
• Delve to show information on your account

With your student account, you can also access the protected version of the AI-powered chat tool Copilot with Bing (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. 

To guidance for the use of generative AI in studies

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 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. You do this in the settings in Microsoft Outlook: 

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

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. 

Microsoft Teams is a tool for collaboration and meetings. If you want to use Teams you can log in with your student account.

You can create and participate in one-on-one chats and group chats. You can also create and participate in video meetings. The tool can be an alternative for communication and collaboration in group work. 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

Doesn’t Microsoft's support pages match what you see when using Teams? A few things are specific to the University of Gothenburg:

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

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.

Microsoft has put together an introductory guide to the various tools within M365. 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"

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.

After two consecutive semesters without registration at the University of Gothenburg in Ladok, your student account and student email will be deleted. The email address becomes invalid the moment your student account is deleted. 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.