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You can easily have meetings remotely via your computer. Microsoft Teams, a service included in Office 365, is the recommended tools for setting up meeting online with several people. The service includes training and support in the use of Teams.

Schedule and participate in meetings via Teams

Microsoft Teams is a service included in Office 365 and the recommended tool to collaborate with colleagues at KI. You can schedule and participate in e-meetings, and you can invite persons from outside the organisation to participate. You can also chat, share files and integrate different apps into Teams.

Support for Teams is available directly at Microsoft.

Schedule a Teams meeting via Outlook

Add a link to an e-meeting via Teams in Outlook by clicking "Teams meeting".
Click on the icon "Teams-möte"/"Teams meeting" to schedule a meeting in Teams.

The easiest way to set up a Teams meeting is via Outlook. You can either chose to include a Teams link into an already existing meeting invitation by clicking "Teams meeting" from within your invitation, or by directly choosing "Teams meeting" when you create your invite.

Participants join the meeting via link

Participants that have been invited to the meeting can join by simply clicking on the link "Anslut till Microsoft Teams-möte"/"Join Microsoft Teams meeting" in the invitation.

If the participant has Microsoft Teams installed, Teams will automatically open.

If the participant does not have Microsoft Teams installed on his/her computer, they can join the meeting on the web.

Get started with Microsoft Teams

Tips for e-meetings

  • Log in a couple minutes in advance and make sure everything is working.
  • Make sure everyone's camera is activated.
  • Point out a meeting moderator who will be in charge of the meeting.
  • Greet everyone, or, if needed, let them introduce themselves.​
  • If the number of participants is more than 5, please mute your microphone to avoid disturbing background sounds.
  • Make sure everyone gets the chance to talk.
  • Wrap up the meeting, repeat decisions and next steps.

Training in Microsoft Teams

The IT Office can provide training sessions for eight persons or more, to help you get started with e-meetings and Teams. Contact Birgitta Lönnerberg for more information and to schedule a training session.

Tools for distance teaching via Zoom

Zoom is the recommended tool for those of you who work with education to use for facilitating seminars and lectures remotely. Zoom may also be used for meetings between supervisors and students. Students can also schedule meetings themselves for collaborative work.

You can record a Zoom meeting and share the link with those who cannot join online or attend the meeting real-time.

More information about distance teaching and learning and how to use Zoom.

Adobe Connect

Adobe Connect has been replaced by Zoom. Recorded material in Adobe Connect will be available until 31 January 2021. The service will then be shut down.

Learn more about the decommissioning of Adobe Connect (in Swedish).

Log in to Adobe Connect

Conference equipment

To ensure sound and video quality for e-meetings with several people in one room you can purchase conference equipment. The all-in-one conference equipment includes camera, speaker and microphone. You can connect it directly to your computer via USB, no mounting required.

There are several alternatives, depending on the number of persons participating in the meeting. You can find the equipment in the order portal Wisum at Produkter & tjänster, IT-produkter / telefoni, "KI - e-möten.

Use KI-themed background for external e-meetings

background, KI-plum, microscope and KI-logo.
Karolinska Institutet background image for e-meetings. Photo: N/A
  • Use a KI-themed background image when having e-meetings with external participants.
  • Make sure to have a clean background or a green screen behind you in order to make the KI-theme work.
  • Download and save the image on your computer. Choose "Download original size".

Right now, it is only possible to upload and use the image for external meetings in Zoom, and not Microsoft Teams.

Upload and add KI-themed background image in Zoom

  1. Download and save the image ki-background-e-meetings on your computer (choose "Download original size")
  2. Open Zoom in your desktop application
  3. View Settings
  4. View Virtual Background
  5. View Add image, right above the existing images
  6. View the image ki-background-e-meetings 

Guidelines for e-meetings

Guidelines for e-meetings 

More information for logged in staff

There is more information for those of you working in the following groups

  • Laboratoriemedicin
Log in with KI-ID