Do like this – three steps

Last changed: 12 February 2026

Here we describe three 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 three 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 – Create a secure folder in Outlook

  1. Open Outlook.
  2. Go to File – at the top left of the menu bar.
  3. Select Account Settings, then Account Settings again.
  4. Go to the Data Files tab.
  5. Click Add.
  6. The folder is automatically saved in your home directory.
  7. Rename the file to something easy to recognise, for example Secure folder for emails.
  8. Click OK.
  9. Click Close.
  10. Restart Outlook.

Your new secure folder will now appear in the menu on the left.

Instructions for Mac users are available here.

Step 2 – Review your emails in Outlook

Emails containing confidential information or sensitive personal data must either be deleted, saved on the local server (see Step 3), or moved to the secure Outlook folder you created in Step 1. Remember to review your sent emails as well. When you are finished, empty the Deleted Items folder — this does not happen automatically.

Tip!
Search for relevant keywords such as sick or medical certificate in Outlook to identify emails that may be sensitive. This is also a good opportunity to delete old emails. Outlook must not be used as an archive.

The principle of public access

The principle of public access is a collective term for the public’s right to insight into the activities of public authorities. However, it does not mean that all information created or received by an authority must be preserved. What must be retained is regulated by archival legislation and by SLU’s governing documents on the matter.

You may delete emails that contain:

  • information of minor importance,
  • meeting invitations and calendar bookings,
  • practical messages such as “Are you coming at 10?” or “Thanks!”,
  • private messages.


You must archive/save emails that contain:

  • decisions and approvals that are not recorded in the official register,
  • instructions, orders and agreements,
  • supporting documentation in cases,
  • communication with external parties that affects operations.
     
     

Step 3 – Move documents

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

Documents that only you should be able to access must be saved in your home directory (H: drive on the server). The easiest way to access your home directory is via Documents / My Documents in File Explorer or Finder. If you do not have an SLU computer, the home directory may be missing. In that case, order it by emailing support@slu.se.

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

  1. Go to support.slu.se

  2. Click Servers & Storage Services

  3. Select Storage Services

  4. Choose Group storage – Restricted folder and follow the instructions

When ordering, specify which users should have access to the storage area.

You will then find your Restricted folder under Favourites in File Explorer. MacOS users need to add it manually in Finder.

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.