Exchange - Outlook

1. Log in to the user portal.
2. Under the Applications menu item, go to the Available applications option.
3. Select the Exchange Mailbox application here.
   
4. Tick the box next to the desired service.
5. Confirm your selection with the Submit button.

1. Log in to the user portal.
2. Under the Applications menu item, go to the Available applications option.
3. Select the Exchange Mailbox application here.
   
4. Now enter the desired user under User authorisation.
5. Add the user via Add.
   
6. Confirm the addition of the user with the Send button.
7. The shared mailbox must now be added in Outlook. Include full access instructions.

To utilise the full functionality of Exchange, we recommend the use of Outlook 365, which can be installed via SCCM or manually.

JMU employees receive the licence and access to the installation files at no additional cost. People who use a managed device (i.e. on whose devices an SCCM client and the "Software Centre" are installed) will be able to download the installation files from the Software Centre in future.
All other employees can then log in with their personal university Microsoft account at https://go.uniwue.de/o365 and download the installation files there.

Link to Outlook on the web: https://mail.uni-wuerzburg.de

1. At the top of the mail.uni-wuerzburg.de page, select Settings (cogwheel) > Options
   
2. Then select the following options: Inbox and clean-up rules.
   
3. You can now create a new rule by clicking +.

• Log in to https://mail.uni-wuerzburg.de.

• Go to Settings > Show all Outlook settings > Compose and reply.

• Under Email signature, enter your signature and change its appearance using the available formatting options.

  • If you want your signature to appear at the bottom of all new email messages you compose, tick the Automatically include my signature in new messages I compose check box.

  • If you want your signature to be displayed in messages that you forward or reply to, tick the Automatically include my signature in messages that I forward or reply to checkbox.

  • If you do not select these options, you can manually add your signature to a selected message. For more detailed information, see Manually adding a signature to a new message.

• When you are finished, click Save.

The new Outlook (Outlook NEW) is not supported for data protection reasons.

1. Select File > Automatic replies.
   

2. In the Automatic replies field, select the Send automatic replies option.

   Optionally, you can set a date range for your automatic replies. This will disable automatic replies at the date and time entered as the end time. Otherwise, you will need to deactivate automatic replies manually.

   Note: If automatic replies are not displayed, set up your out-of-office message using "Rules and Notifications".

3. On the Within my organisation tab, enter the reply to be sent to team members or colleagues during your absence.

   Note: By selecting Everyone outside my organisation, your automatic replies will be sent to all email addresses, including senders of newsletters, promotional emails and potential junk emails. If you want to send automatic replies to people outside your organisation, we recommend selecting Only my contacts.

4. Select OK to save your settings.

Deactivating automatic out-of-office replies

If Outlook is set up to send automatic replies, a message with this information will be displayed below the ribbon. Select Deactivate to disable automatic out-of-office replies. If you want to change the date information for your auto reply or sent message, follow the steps above to change your settings.

1. Select File > Manage rules and notifications.
   

2. Go to the New rule item.
   

3. You can now choose between templates or create your own rule under "Create rules without template".
   

To solve problems with the Outlook client (connection problems with the server, repeated popping up of the login window, etc.), it is normally sufficient to create a new Outlook profile, as this completely reconfigures the Outlook client. It is possible to switch between the new and old profile.

You can find detailed instructions HERE

1. In the Calendar folder in the Start menu, select the Share calendar option.
   

2. You can search for people from your address book or enter an email address in the To field.

3. The person you have shared your calendar with will receive a sharing invitation by email.

4. As soon as the recipient clicks on Accept, their shared calendar is displayed in their calendar list.

I see the error message "This calendar cannot be shared"

If a message with the message This calendar cannot be shared is displayed, there are three possible reasons.

• The email address is invalid.

• The email address is a group

The email belongs to an external user who is not part of your organisation.


Which authorisations people have for your calendar

You can choose from several different authorisation levels when sharing your calendar.

• Can show when I am busy. People who share your calendar with this authorisation level can only see the times at which you are available, as shown in the

  

• Can show titles and locations. People who share your calendar with this authorisation level can see the availability, subject and meeting location as shown here:

  

• Can view all details People who share your calendar with this permission level will see all the details of your appointments, just like what you see.

1. Click on Calendar.

2. Click Start > Calendar permissions.

3. On the Permissions tab, click the name of the user and select Remove.

4. Click OK.

Deactivate experimental account management

Setting up Exchange with Thunderbird

Setting up Exchange on the iPhone and iPad
The Outlook app for mobile devices is disabled for data protection reasons.

Setting up Exchange on Android
The Outlook app for mobile devices is disabled for data protection reasons.