Microsoft 365
As a student at Karlstad University, you have access to Microsoft 365 with, for example, Word, Excel, PowerPoint, Outlook and OneDrive.
We are continuously working to give you as a student access to more features within Microsoft 365 and you need to have multi-factor authentication (MFA) enabled on your account to use these.
MFA for newly enrolled students
As of 1 January 2025, all newly enrolled students will need to activate MFA before they can access their Microsoft 365 accounts and apps. This will ensure that their accounts are secure from the start. Read about activating MFA in the guide ‘Activate MFA for new students’ found in the document list on this page
MFA for existing students
For existing students, the MFA will become mandatory in autumn 2025. However, they are encouraged to activate MFA earlier to improve the security of their accounts. Read about activating MFA in the guide ‘Activate MFA for existing students’ available in the document list on this page.
A description of why we are introducing MFA can be found further down the page.
Microsoft 365
Log in to Microsoft 365 with your KauID followed by @student.kau.se (ex: xxxxyyyy123@student.kau.se). The password is the same as for your KauID.
Link to Microsoft 365:
Once you have logged in, you can choose to either install the Office apps on your computer (Windows and macOS only) or run them directly in your browser. You access your student email in Outlook on the web.
Please note the following:
Your Microsoft 365 account will expire and all data you have saved in OneDrive will be deleted when your student account is deactivated, which happens 18 months after the end of your studies.
Karlstad University neither provides support for Microsoft 365 nor is it responsible for any lost data when using Microsoft 365.
For support of Microsoft 365, see Microsoft Support on the web.
As a student, you have an email address associated with the university and you find it in Outlook on the Web in Microsoft 365. You can also use email apps on your computer, tablet, or mobile phone. However, we recommend that you use Outlook on the Web.
Your email address is your KauID followed by ‘@student.kau.se’ (for example marcbjer123@student.kau.se)
The university will always communicate with you via the email address you have registered in Ladok. If you want to use your Kau email address for this, make sure to register it in Ladok.
Time to enable multi-factor (MFA) on KauID for services within Microsoft 365.
Today's society places increasing demands on you to protect your digital identities. Hopefully, you already do this for your important private accounts and now it's time to do it for your KauID at Karlstad University as well.
Why should I activate MFA as a student?
It's important to protect your digital identity so that no one else can access it. By activating MFA on your KauID using the Microsoft Authenticator mobile app, you can strengthen the protection of your account at Karlstad University.
We will be rolling out more services in Microsoft 365 to students in the near future, and you will be required to have enabled MFA in order to use the new services.
Microsoft sets requirements for MFA.
Going forward, Microsoft will require MFA to be enabled in order for you to use Microsoft 365. Therefore, take the opportunity to activate it now.
How do I enable MFA?
If you have activated your student account before 1 January 2025, follow the guide ‘Activate MFA for existing students’ which can be found in the document list on the right of this page.
If you have activated your account after 1 January 2025, please follow the guide ‘Activate MFA for new students’ which can be found in the document list on the right of this page.
Recording and Transcription
As a student, you now have the opportunity to record, transcribe, and translate on your computer or phone.
NOTE! Be sure to check that you have internet access on the device you will be using so that the data is correctly stored in your OneDrive.
Recording interviews
When you are going to conduct an interview, start by thinking about where you are. You need to ensure that no unauthorized persons can take part in the conversation. Suitable premises are, for example, the group rooms available at the university.
Recording via M365
For simple and smooth handling, recording an interview can be done directly to M365 by installing the app from Microsoft, M365 Copilot, on your mobile phone or tablet. In addition to the audio file being stored directly in M365, you also have the opportunity to transcribe the audio file to a Word file in M365. If the student chooses to use the app on a mobile phone or tablet, it is important to activate a PIN code (see section 6.1 in the link below about the processing of personal data) on the device and ensure that no unauthorized persons have access to these. If an unauthorized person gains access to the mobile phone or tablet, they can not only access the information, but also destroy or distort the information in M365.
Transcription
When transcribing interviews, that is, when interviews are written down in written form from audio files, this can be done in two different ways, in M365 or manually by the student.
Transcription in M365
The student uploads the audio file in M365 to have it transcribed. Please note! The transcription in M365 will contain errors. Therefore, the student should listen to the audio file and correct errors.
Manual transcription
The transcription is carried out manually by listening to the audio file and writing down the information in text by the students participating in the thesis work.
More information about transcription can be found via the link below.
Transcribe your recordings - Microsoft Support
More information about the processing of personal data can be found via the link below.
Processing personal data | Karlstad University
What if I need support?
Contact student support on studentsupport@kau.se or phone 054 700 16 95.