Do like this – two steps

Last changed: 26 February 2026

Here we describe two simple steps you may need to complete before migrating to Microsoft 365. Please also take a look at the Questions and Answers section for more information.

If you have saved emails or documents containing classified information or sensitive personal data in cloud services such as Outlook, SharePoint, Teams or OneDrive, you must delete or move them. This may sound complicated, but in most cases it does not require much work if you follow these two steps.

Confidential information

For a public authority such as SLU, confidential information refers to information that, under the Swedish Public Access to Information and Secrecy Act (OSL), may not be disclosed, as disclosure could cause harm to individuals, the organisation, or society.

Examples of information that may be subject to confidentiality include:

  • Personal data where disclosure could be detrimental to the individual, for example in staff or student matters.

  • Research data that has not yet been published and where disclosure could harm the research or collaborations.

  • Information relating to animal husbandry, disease control or biosecurity where dissemination could have negative consequences.

  • Contractual and procurement information relating to business or competitive interests.

  • Security-sensitive information, for example concerning premises, systems or protective measures.

Sensitive personal data

Sensitive personal data is information that is subject to particularly strong protection under the General Data Protection Regulation (GDPR). This includes information relating to:

  • Health (for example medical certificates or notifications of sickness absence),

  • Trade union membership,

  • Genetic data and biometric data used to identify a person,

  • Ethnic origin,

  • Political opinions,

  • Religious or philosophical beliefs,

  • A person’s sex life or sexual orientation.

Step 1 – Move documents

Documents containing classified information or sensitive personal data must be saved on SLU’s local server.

Documents intended for your eyes only should be saved in your so-called home directory (H: drive on the server). You can most easily access your home directory via Documents/My Documents in File Explorer or Finder. If you do not have an SLU computer, the home directory may not be available. In that case, order it via support@slu.se.

Documents that need to be shared with others (a group with a limited number of SLU users) must be saved in what is called a Restricted folder, which is ordered via IT:

  1. Go to support.slu.se
  2. Click on Servers & Storage Services
  3. Select Storage Services
  4. Choose Group Storage – Restricted folder and follow the instructions. When placing your order, specify which individuals should have access to the storage space.

You will then find your Restricted folder under Favorites in File Explorer. MacOS users must manually add it in Finder.

Step 2 – Review your emails in Outlook

Emails containing classified information or sensitive personal data must either be deleted or saved on the local server according to the options below (see Step 1 for information about the local server):

Option 1: Drag and drop
Open the appropriate folder on your local server in File Explorer. Drag the email directly from Outlook and drop it into the folder. It will then automatically be saved as a .msg file, including any attachments.
When you want to open the file later, click on it and select Outlook from the list that appears.

Option 2: Save as PDF

  • Open the email
  • Select Print
  • Choose printer: Microsoft Print to PDF
  • Click Print and select a folder in your home directory (H:)

Note: Attachments must be saved separately.

Tip! Search for relevant keywords such as sick or medical certificate in Outlook to identify emails that may contain sensitive information. Take the opportunity to delete old emails. Outlook must not be used as an archive. Don’t forget to review your sent emails as well. Empty the Deleted Items folder when you are finished, as this is not done automatically.

Facts:

Revised instruction – secure folder in Outlook (PST)

We have previously instructed you to create a secure folder in Outlook, a so-called PST file. Unfortunately, it has become apparent that many users have experienced problems with corrupted files (the saved emails cannot be opened). We have therefore revised our instructions.

Contact

Information about the programme is provided continually via several channels and here on the stafff web.

You can also email questions to infralyftprogrammet@slu.se.