Deutsch Intern
  • 50-jähriges Jubiläum des Rechenzentrums
Information Technology Centre

E-mail addresses

Together with your JMU account, you will receive a personal business e-mail address. You can view your e-mail address and alias addresses in the user portal. In addition, functional email addresses can be requested via functional accounts.

You can find information on how to access your emails under Email.

Guidelines for personal e-mail addresses

Email addresses are set up according to the following scheme:

  • All employees:
    Vorname.Nachname@uni-wuerzburg.de
  • All students:
    Vorname.Nachname@stud-mail.uni-wuerzburg.de
  • Exceptions:
    • Long names, especially double names and name additions, will be shortened if necessary
    • If the name is the same as an existing address, a modification (as minor as possible) is made. In the case of frequent names, the addition of a consecutive number before the "@" to the email address is unfortunately unavoidable (e.g. Vorname. Name2@uni-wuerzburg.de
  • To avoid incorrect delivery of emails, accounts that have not been renewed are not reassigned for five years if a new employee has the same name.
    Email addresses of users who have left the company that are no longer valid are blocked for five years and not reassigned. This is intended to minimise the risk of another person receiving the same address and possibly receiving confidential information that is not intended for them.

At the University of Würzburg, email addresses that deviate from the standard format(Vorname.Nachname@uni-wuerzburg.de) are still used in some cases. The use of subdomains in email addresses(firstname.name@<area>.uni-wuerzburg.de) generates a high administrative effort, e.g. in the automated maintenance of addresses via Identity Management, in the configuration of mail-related systems (load balancer, VPN), certificate management or in IT support. The use of cloud services (e.g. from Microsoft) is functionally restricted if the email address does not correspond to the standard format.

After detailed consultation in the ITBG , it was decided in October 2022 to standardise email addresses to the standard format for new and existing email addresses, not least with regard to the corporate identity of the University of Würzburg. For the latter, the previously used addresses will remain as aliases. This will have the following consequences:

  • As of 15 November, new email addresses will only be assigned in the standard format
  • Existing email addresses with IMAP mailboxes will be converted to the standard format together with the Exchange migration; mailboxes that have already been converted will be converted by the end of 2023
  • All members of the university (with the exception of students) already have an alias address in standard format under which emails can be received.
  • When the email address is changed, it is generally necessary to set it up in Outlook with a new profile. The new email address may also need to be changed as the user name on the smartphone, and the sender email address used for IMAP clients should be updated accordingly.
  • We recommend promptly changing your settings in systems to which you send emails and which may not (yet) accept emails from you in the standard format (e.g. mailing lists)
  • Once a mailbox has been converted, it can only be sent via Outlook using the standard address; it is still possible to send from the old addresses via SMTP (not recommended and not supported by IT support)
  • This change does not affect the ability to renew accounts for employees who have left the university
  • To avoid incorrect delivery of emails, accounts that have not been extended will not be reassigned for five years if a new employee has the same name.
  • In the case of frequent names, the addition of a consecutive number before the "@" to the email address is unfortunately unavoidable (e.g. Vorname. Name2@uni-wuerzburg.de)
  • After the changeover, only the main email address in the standard format can be used to log in to Microsoft 365 services (e.g. Microsoft Teams) and Adobe CC. It is no longer possible to log in with jmuaccount@uni-wuerzburg.
  • For functional accounts, the domain name of the email address is preceded by a hyphen. For example, sekretariat@bereich.uni-wuerzburg.de will in future be replaced by the email address bereich-sekretariat@uni-wuerzburg.de. Please let us know if you have any change requests (taking into account the standard format) for the functional addresses.
  • In the course of the changeover, we will also stop forwarding former employees of @uni-wuerzburg.de to external email addresses (e.g. gmail, gmx etc.), which is questionable under data protection law. Instead, we will set up an autoreply for mailboxes with active forwarding (e.g. to Vorname.Name@gmail.com) that informs the sender of the new email address (e.g. at gmail) - the sender can then decide whether they want to resend the email to the private email address. The autoreply function we have set up will be customisable or deactivatable by the user.

Guidelines for functional email addresses

Specific functional email addresses can be requested for institutions such as Institutes, Chairs, Offices of the Dean, secretariats and functions, services, projects etc..

The following scheme applies to these: <prefix> - <description> @ uni-wuerzburg.de

The scheme consists of a division into two parts before the @: the email address begins with a prefix and contains a freely selectable address part. Prefix and address part are separated by a "-".

Explanation of the prefix

  • Prefixes have already been defined for the facilities of all faculties and central facilities in cooperation between the respective IT area managers and the computer centre. The valid prefixes can be found in this prefix list.
  • When applying for new functional e-mail addresses, you can select the appropriate prefix from a list of prefixes that exist for your faculty / institution.
  • New prefixes can be applied for by IT department managers at the computer centre.

New e-mail addresses are created according to this scheme. Existing e-mail addresses that do not correspond to the scheme can remain in place.

The standard format with prefixes was adopted by the ITBG in February 2025 for new functional mail addresses.

University-wide functional e-mail addresses are assigned for central services and functions. They have university-wide significance, are relevant for the entire university and have a cross-institutional character. Examples: wuestudy@uni-wuerzburg.de, wuecampus@uni-wuerzburg.de etc.

The following scheme applies to these: <name> @ uni-wuerzburg.de

A prefix can be omitted.

University-wide functional e-mail addresses can be requested by all institutions. If there is disagreement about the central significance of a requested e-mail address, the applicant must provide a justification, which will be submitted to the CIO for a decision.