Support and guidance

What is information clean-up before Microsoft 365?

Information clean-up means reviewing your email and SharePoint content to ensure that only information that may and should be stored is migrated to Microsoft 365.

Why does the information clean-up need to be done?

When email and SharePoint are moved to Microsoft 365, they become cloud services. Certain types of information are not allowed to be stored there. The clean-up ensures compliance with legal and security requirements.

Does this apply to everyone?

Yes. The information clean-up applies to all users who use email or SharePoint at SLU.

When must the clean-up be completed?

We ask that this work be completed no later than 13 February 2026, so that the migration to Microsoft 365 can be carried out in a safe and well-planned manner.

What happens if I do not complete the clean-up?

If the cleanup is not completed, there is a risk that information that should not be handled in Microsoft 365 will be transferred to the new platform. This could result in SLU violating applicable legislation, such as the Public Access to Information and Secrecy Act and the GDPR.
The cleanup is therefore an important collective measure to protect both individuals’ data and SLU as an organisation.

Do I need to review all my emails?

Yes. You need to review your email to identify and remove outdated information and to handle sensitive or confidential information correctly.

How should I handle sensitive information in email?

Information that must be retained should be saved locally in a local email archive (PST/OLM). Information that does not need to be retained should be deleted.

What is a local email archive?

A local email archive is stored on your computer and is not part of Microsoft 365.

What happens to local email archives if I change computer?

Local email archives do not automatically follow you to a new computer. You are responsible for backing them up.

May sensitive information remain in Outlook?

No. Sensitive personal data and confidential information may not be stored in Outlook when it is a cloud service.

How should I handle sensitive information in email?

Information that must be retained should be saved locally in a local email archive (PST/OLM). Information that does not need to be retained should be deleted. Instruction here.

What is considered sensitive personal data?

Sensitive personal data includes information such as health data, religious beliefs, political opinions, trade union membership, and information about sexual life.

What is considered confidential information?

Confidential information is data protected by the Public Access to Information and Secrecy Act, such as security-related information, and certain research data.

What should I do if I am unsure whether the information is sensitive?

Use the legal guidance available on the staff web or contact service desk for guidance.

Can I move files from SharePoint to my Home Directory?

Yes. If the information should not be shared and must not be stored in Microsoft 365, you can move the files to your Home Directory, which is a personal and approved secure storage location. Instructions here.

When should I use Restricted instead of SharePoint?

Use Restricted when files need to be shared with a limited number of SLU users and should not be accessible to the entire organisation.

May sensitive information be stored in Restricted?

Yes. Restricted may be used when information needs to be shared within a small group and access must be controlled, in accordance with current instructions.

Do I need to order access to Restricted?

Yes. Restricted must be ordered via IT Support at support.slu.se, where you specify which users should have access.

May sensitive information be stored in SharePoint?

No. SharePoint is part of Microsoft 365 and may not be used to store sensitive or confidential information.

When should SendTo be used?

SendTo should be used when sharing sensitive information or large files, especially with external parties.

May I send sensitive information by email if I trust the recipient?

No. Sensitive information must not be sent by email, regardless of the recipient.

How do I share sensitive information with others?

Sensitive information must be shared using SendTo, SLU’s secure file transfer service. Instruction.

Who can help me with technical questions?

For technical questions, contact the Service Desk via the Self Service portal or support@slu.se

All current information, instructions and FAQs are available on the staff web under the Microsoft 365 project.