Introduction of MS365

Vision

Our vision is to create a working environment where Microsoft 365 helps us strengthen collaboration, innovation and efficiency. We aim to enable seamless work for our staff, regardless of location, and to use modern technology to meet the demands of the future. The goal is a workplace where everyone can contribute and develop.

Microsoft 365 and the base package

As an initial step, a base package comprising six Microsoft 365 applications will be introduced. These applications will be rolled out in response to the institution’s overall needs.

Teams: Used for chat, video calls and real-time collaboration.
Planner: Helps organise and follow up tasks and projects with visual planning tools.
OneDrive: Stores and shares files securely in the cloud, accessible from any device.
Forms: Creates and distributes surveys, questionnaires and polls to collect data and feedback.
Office: Includes apps such as Word, Excel and PowerPoint for creating and editing documents, spreadsheets and presentations.
Whiteboard: Provides a digital, interactive space for brainstorming and visual collaboration in real time.

If you have any questions, suggestions or other feedback – please contact the Microsoft 365 team by email

Further development of features within Microsoft 365

If there are specific needs that the Microsoft 365 platform can meet, these may of course also become relevant for deployment. The platform offers, among other things, features that can automate parts of our everyday work and be integrated with other solutions/systems.

“Smarter working days at SU – with shared strength From headwind to tailwind – digital tools such as Microsoft 365 can reduce the administrative burden, free up time and help us use our competence in a more value-creating way.”

In order for us together to drive the digital development of the functions that Microsoft 365 can offer, IT Services works together with both reference groups and other stakeholders to ensure that future features best meet the university’s needs.
For example, in 2025/2026 the possibility of automating workflows around doctoral defences is being examined. A first idea and a proof of concept (PoC) have been developed together with the reference group. Decisions on any further development are handled according to the institution’s delegation order.

“The doctoral defence process involves many different functions within the university and includes a chain of activities that require planning and administrative work. Automating the doctoral defence process with Microsoft 365 would allow us to automate several of these steps, while also providing a coherent and transparent process for all parties involved. Such automation would offer administrative support that simplifies and facilitates the work throughout the entire process.”

Lotten Hultgren Viklund – Student Services

Reference group

The reference group coordinates needs and opportunities in the use of Microsoft 365 across the university. By linking different parts of the organisation, the group contributes to ensuring that the services meet user needs and make work more efficient. The group also functions as ambassadors — spreading knowledge, promoting engagement and supporting adoption. Initially the focus is on disseminating information and showing how the features can strengthen the university’s mission. Over time the work will deepen into developing usage and capturing new needs.
If you would like to participate in developing the use of features within Microsoft 365 via the forum for the reference group (membership varies according to need) – please feel free to contact the Microsoft 365 team via email.

The group includes (as of October 2025):

Jan Löf, Kommunikationsavdelningen

• Sara Engström, administrativ chef vid Meteorologiska Institutionen
  
• Christian Stranne, Institutionen för geologiska vetenskaper, universitetslektor
  
• Sten Nyberg, professor vid Nationalekonomiska institutionen
  
• Christine Uhrlander, administrativ chef vid Institutionen för ämnesdidaktik
• Representatives from IT Services – Microsoft 365

Implementation of Microsoft 365

Stockholm University is introducing Microsoft 365 as a central initiative to bring together modern digital tools in one place. The first applications to be introduced, the so-called base package, include functions that simplify document management, communication and collaboration — both internally and externally — and serve as an accessible alternative to the many existing systems.
Medarbetarwebben

Microsoft 365 opens up new possibilities first and foremost, without the need to immediately replace systems that already work, but it may replace functions over time, based on system lifecycles.
Medarbetarwebben

All storage takes place within the EU, and the university’s policies on information security apply in full. With functions such as encryption, two-factor authentication and protection against phishing we strengthen our digital defence — and the development continues on an ongoing basis.

Introducing such a broad digital platform as Microsoft 365 requires, among other things, that the university develops its capacity to handle information securely. It is important to plan for and address the security issues that arise during implementation. Some of these fall under the responsibilities of IT Services, others must be managed in accordance with established guidelines and still others require new general directives to be created. On this basis many areas must be in place and thoroughly tested before users are granted access.

The rollout is carried out in several phases. Selected tools will be made available to a smaller group of staff, for example to test training and gather questions and experiences, and ensure that the support works as it should. Based on these results, the plan will be adjusted so that the next group receives even better support. In this way we build the rollout gradually — learning from each step. The goal is that all staff should feel confident both during the rollout and in their everyday work with Microsoft 365.

Introduction and Training

Introduction to Microsoft 365 – when and where you like

The introduction to Microsoft 365 includes a demonstration and presentation of the apps included in the base package, conducted by our digital coaches, in Swedish or English, at your location or via Zoom, in any combination. We show how Microsoft 365 tools can be used for communication, collaboration and structuring your and your group’s work. Additionally, the introduction focuses on the importance of handling information securely.

Training – Self-study course in Microsoft 365

You can receive training in Microsoft 365 through the self-study course (in Swedish and English) developed by our two digital coaches. You gain access to the course when your department / equivalent has been connected to Microsoft 365.