Outlook für Mac


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Setup

At present it is not yet possible to integrate the Exchange mailbox in the new Outlook for Mac. To switch to the legacy version of Outlook for Mac, click Outlook → New Outlook and click Restore. To do this, click on Outlook → New Outlook and then on Revert. Now you can continue with the setup as described below.

If you have not yet integrated an e-mail account in Outlook, the setup wizard will appear as soon as you open it. You can then skip the next step.

Additional account

If you want to include the Exchange account as another account, click Outlook in the menu bar and then select "Settings" (alternatively, you can press the command key and the comma at the same time).





Screen shot with the Mac menu. Selected Outlook, in the submenu selected Preferences..., on the right Command-Comma.


Then select "Accounts" under "Personal settings".






Window Outlook Preferences. Show all button. Personal Settings. 7 icons with labels, marked Accounts. Email. 5 icons with labels. Other. 3 icons with labels.





Select "Add email account".

You then start the setup wizard via the plus at the bottom left.

Window Accounts. Show all button. Below it, right-aligned, the main field. Outlook icon. Welcome to Outlook. Add Email Account button. Left of it an empty column, at the bottom left, marked selection field plus sign, right selection field settings dial.



The setup wizard





Enter your primary email address here and click continue.


The screenshot of the setup wizard opposite is from the new Outlook. If you are setting up in the legacy version of Outlook for Mac, you can skip the first steps.

Window Add Account. Icons. Welcome to Outlook. Enter your email address. Add your Microsoft 365, Outlook.com, Google, iCloud, Yahoo, IMAP, or POP accounts. Email address, below input field Max.Mustermann At lrz.de. Continue button.






To add an Exchange account in the current version of Outlook for Mac, you must first deactivate synchronisation with the Microsoft Cloud. Only then is it possible to select Exchange.


Window Add Account. Choose the provider for Max.Mustermann At lrz.de. Sync with Microsoft Cloud, Marked slider, disabled. Supported. Below this, the provider buttons with icons. Greyed out, Microsoft 365, greyed out, Outlook.com, Google, iCloud, Yahoo, IMAP, POP. Coming Soon. Marked button Exchange. Need help, question mark. Clickable, Learn more about adding accounts.






Confirm that you want to use the legacy version of Outlook for Mac by clicking Revert.


Small window. Exchange icon, Exchange accounts are not yet supported. We are working on supporting Exchange account in the New Outlook for Mac. Exchange is supported in the legacy version of Outlook for Mac. Buttons, Cancel, Revert.


 





Enter your primary email address here and click continue.


Window Set Up Your Email. Outlook icon. Please enter your email address. Email, below input field Max.Mustermann At lrz.de. Continue button.







Choose Exchange.




In the next step, select "User name and password" as the authentication method.



Then enter your user name and password. Note, however, that you place the domain in the form "ads\" in front of your identifier.



You can also specify the server name "xmail.mwn.de". However, this is not mandatory, because Outlook looks for the necessary settings itself via Autodiscover.


Window Set Up your Email. Left, left arrow for back, right, clickable Not Exchange, question mark. Exchange icon, Exchange. Method, under it selection field Username and Password. Email Address, below input field Max.Mustermann At lrz.de. DOMAINuser name or e-mail, below input field ads backslash di69soz. Password, below input field Thick dots. Empty box, show password. Server (optional), below input field xmail.mwn.de. Add account button.





Confirm the request for autoconfiguration with "Allow". As you can see in the screenshot, Autodiscover points to our Exchange server "xmail.mwn.de". It makes sense that you check the box for "Always use my responce for this server" so that Outlook doesn't ask you again at every startup if you want to allow communication with it. Please note that this has nothing to do with saving the password, but only concerns the communication with this server.




Small window without title. Outlook icon. Outlook was redirected to the server xmail.mwn.de to get new settings for your account Max.Mustermann At lrz.de. Do you want to allow this server to configure your settings, question mark. https colon slash slash xmail.mwn.de slash autodiscover slash autodiscover.xml. Click Allow only if you fully trusted the source, or if your Exchange administrator instructs you to do so. Bottons Deny, Allow. Check box, Always use my response for this server.

Shared Mailbox



Open the Outlook preferences and select "Accounts" there.



Window Outlook Preferences. Show all button. Personal Settings. 7 icons with labels, marked Accounts. Email. 5 icons with labels. Other. 3 icons with labels.

In Outlook for Mac, a shared mailbox can either be included as a separate account or additionally in the account of your own mailbox.

Include as a separate account

Start the setup wizard by clicking on the plus sign at the bottom left → "New account...".

Now enter the e-mail address of the shared mailbox. Afterwards, the setup process is equivalent to that of a personal mailbox.



Window section. At the bottom left, select the checkbox Plus sign, select New Account.Window Set Up your Email. Outlook icon. Please enter your email address. Email, below input field Musterteam At lrz.de. Button Continue.




Select your Exchange account and click "Advanced".

Window Accounts. Show all button. Left column, Default Account field, below it Max.Mustermann At lrz.de, at the bottom left, Plus sign, Minus sign selection field, on the right, Settings dial selection field. On the right, the main field. Exchange icon, Max.Mustermann At lrz.de, below it Microsoft Exchange. Account description, input field Max.Mustermann At lrz.de. Personal information Full name, input field empty. E-mail address, input field Max.Mustermann At lrz.de. Authentication. Method, selection field username and password. Username, input field ads backslash di69soz. Password, input field Thick dots. At the very bottom right, marked Advanced button....



Accounts window overlaid with a window with 3 tabs, selected Server, with marked tab Substitutions, Security. Microsoft Exchange area. Server, input box https colon slash slash xmail.mwn.de slash ews slash exchange.asmx, colon, input box 443. Empty box, override default port. Checked box, Use SSL to connect (recommended). Empty box, Download headers only. Directory Service area. Server, input field empty, colon, input field 3268. Empty box, Override default port. Empty box, Use SSL to connect (recommended). Checked box, Log in with my Exchange account credentials. Maximum number of results to return, input box 1000. Search base, empty input box. At the very bottom right, Cancel, OK buttons.




Then switch to the "Delegates" tab.



By clicking on the plus on the left below the second field ("open these additional mailboxes:") a shared mailbox is added.


First a window opens, there you search for the shared mailbox (enter account or email address of the shared mailbox).

Window Choose a Person. Search field Musterteam. Field, initial M in circle, Musterteam, below it Musterteam At lrz.de. Below that, 5 empty fields. At the bottom right, buttons Cancel, Add.

After you have added the mailbox you need to confirm again with OK.

Window Accounts, overlaid by the window with 3 tabs. Now an entry under Open these additional mailboxes, Musterteam, Tip Bracket open, Musterteam At lrz.de, Tip Bracket closed. At the very bottom right, Cancel buttons, marked OK.

You will then be asked again if you want to allow the server to configure the settings. Here you have to check the box and then finish the setup with "Allow".

Small window without title. Outlook icon. Outlook was redirected to the server xmail.mwn.de to get new settings for your account Musterteam At lrz.de. Do you want to allow this server to configure your settings, question mark. https colon slash slash xmail.mwn.de slash autodiscover slash autodiscover.xml. Click Allow only if you fully trusted the source, or if your Exchange administrator instructs you to do so. Bottons Deny, Allow. Check box, Always use my response for this server.


Outlook window Inbox, Max.Musterteam. In the left column of accounts, below the expanded account Max.Mustermann At lrz.de, the expanded account Musterteam is highlighted.




Calendar and mailbox sharing

The following explains how to grant people or groups access to parts of your Exchange account and how to access shares that have been granted to you.

(warning)  Access to the Exchange account can only be granted to people and groups/distribution lists that can be found in the Address Book.

Please note that only people, shared mailboxes, resources (rooms and devices) and distribution lists are listed in the address book. If you cannot find a group in your address lists, it means that this group is not a distribution list.

Determining which people have access to which part of my data

This can be done in Outlook by right-clicking on the resource for which you have granted shares (i.e., for example, on the calendar icon in the left bar, as you can see in the next picture).

The "Properties" command will show you all the properties of the resource. Click on the tab "Permissions" to see who is allowed to access the resource and how. You can also make changes at this point.


Give approvals

You can give people or groups access to your email, calendar and contacts. To do this, right-click on the folder you want to share and then select "Sharing Permissions...".

Use "Add User..." to find the person or group you want to grant access to the folder in the address book and then add them.

Once you have selected the person, you can either click together the permissions you want them to have individually, or select a permission level from the list.

A description of the permission levels can be found below.


Window Inbos Properties. 3 tabs, General, Storage, selected Permissions. Table with 2 columns User, Role and 2 entries. Selected entry 1. user, default. Role, None. Entry 2nd user, Anonymous. Role, None. Below the table right-aligned, buttons Remove, Add User.... Hyphen. Permission level, None checkbox. 4 areas follow, 2 next to each other. Area Read. Selected radio button None, radio button Full details. To the right, Write area. 4 items, each with empty boxes, Create items, Create subfolders, Edit own, Edit all. Delete area. Selected radio button None, radio button Own, radio button All. To the right of it, Other area. 3 items, each with empty boxes, Folder visible, Folder contact, Folder owner. At the very bottom right, Cancel, OK buttons.


(warning) Please note: If a subfolder is to be shared, the "Folder visible" permission must also be assigned for all folders above it (including the mailbox itself) in the hierarchy. Permissions are not inherited downwards.

Permission Levels

Permission Level

Activities that a share user can perform

Owner

Create, read, modify and delete all items in the shared folder. As an owner, a user can change the permission levels that others have for the folder.

Publilshing Editor  

Create, read, modify and delete all items and create subfolders.

Editor

Create, read, modify and delete all items.

Publilshing Author

Create and read items, create subfolders, and modify and delete items you have created.

Author

Create and read items, as well as modify and delete items you have created.

Non-editing Author

Create and read items and delete items you have created.

Reviewer

Read items only.

Contributor

Create items only.

Custom

Perform activities defined by the folder owner.

None

Execution of no activities. The user remains in the permission list, but has no permission and cannot open the folder.

Additional permission levels for calendars

Permission Level

Activities that a share user can perform

Free/Busy time, subject and location

Only for calendar shares, reading the free/busy information and subject and location of calendar events.

Free/Busy only

Only for calendar sharing, reading free/busy information, calendar events.

Free/Busy times

If you enable the free/busy only, others can see when you have appointments or when you are available. The default setting for most clients is the "Free/Busy only" permission level. This is helpful when organizing meetings, because it allows the inviter to see at a glance in the scheduling wizard when which participant does not have time or when the best time is. 

In Outlook for Mac, you cannot open other people's calendars if you only have the "Free/Busy only" permission level. However, you can see the times in the scheduling wizard.

Proceed as follows:

  • Switch to the calendar view,
  • Click on Calendar Permissions in the ribbon,
  • "Add user",
  • Select person or group,
  • Enter permissions.

In order to release or restrict the free/busy only for everyone, you must edit the permissions of the "Default" entry. There you can e.g. define that besides the free/busy time also subject and location or also all details are visible.

If you don't want your free/busy time to be visible to everyone, you can turn it off as follows:

  • Switch to the calendar view,
  • Click on Calendar permissions in the ribbon,
  • Click on the entry "Default",
  • In the "Read" section click the "None" button.

You can also add people in the way described above and specify in detail what they are allowed to do and what not.

Opening shared calendars and mailboxes

To open calendars or mailboxes shared with you, click File on the menu bar.

Then select "Open" from the list. 
Click on "Other User's Folder..." to open the adjacent window. Here you can search for the mailbox with the shared resources.

At the bottom in the middle under "Folder type" you can select whether you want to open the calendar, the inbox or the address book of the other mailbox.

Small section with the 3 possible settings for folder type. Selected hook, Inbox. Calendar. Address Book.

Window Open Other User's Folder... Search field Search for a person... 5 empty areas. Pretty far down, folder type, Inbox selection box. Way down on the right, buttons Cancel, dimmed Open.


After you have selected the mailbox and the folder type, confirm with "Open". 

All folders to which you have rights are automatically included. For example, you have included the calendar and all sub-calendars shared with you at once. 

Window Calendar. Tabs selected Home, Organise, Tools. In the command bar selected Work Week view. On the left, a column for choosing dates and included calendars. Arrow to the left for back, Februar 2022, arrow to the right for forward. Below divided by days of the week the individual days, selected 28 to 4 and specifically in the circle 22. Below from 2 people 3 calendars. Unfolded box with check, Max.Mustermann At lrz.de, below Max.Mustermann At lrz.de. Below indented symbol circle with tick, Calendar. Unfolded box with check mark, Schnupperer, Christiana, below Christiana.Schnupperer At lrz.de. Below indented icon circle with check, Calendar. Circle with check, Birthdays. On the right in the main field next to each other the 3 calendars with the tabs Max.Muster..., Schnupper..., Birthdays. The same time range is always visible. On the top for the days 28 to 4. On the left for the hours 6 to 13. Lines for the delimitation of the days and half hours. At the bottom in the status line left, Items colon, 0, right-justified the rest. Connected to Max.Mustermann At lrz.de.

Delegates

You may perform the following tasks, provided you have been authorized to do so:

  • Write mails on behalf of the other person:

When writing a new email, you can select from the drop-down menu next to "From:" whether the email should be sent with your sender address or the other person's sender address. In the latter case, your mail address will be recorded in an additional header line "Sender", so that it is obvious for the receiving persons who sent the mail.

  • Replying to mails in the name of the other person: analog.
  • "Save sent items in the Sent Items folder of another user": see section of the same name in Outlook Online Help.
  • Creating meeting requests/meetings on behalf of another person:
    From another person's calendar, automatically create requests on their behalf.

Delegation settings


Open the Outlook settings. To do this, either click on "Outlook" in the menu bar and then select " Preferences..." or press the command key and the comma at the same time. Select "Accounts" and then select your Exchange account.

Then in the settings, click on "Advanced" in the bottom right corner.  In the advanced settings, switch from "Server" to "Delegations".




Window Accounts, overlaid with a window with 3 tabs, Server, selected Delegates, Security. Delegates who can act on my behalf, colon. Empty field with 5 lines, below left, 2 buttons plus sign, dimmed minus sign, right, dimmed selection field wheel for settings. Send my meeting-related messages to, colon. Dimmed selection field My delegates Only, Hyphen. Open these additional mailboxes, colon. Blank field with 5 lines, below left, 2 buttons plus sign, dimmed minus sign. At the very bottom right, buttons Cancel, OK.

Set up delegate access and "Send on Behalf" for others


Open the advanced preferences as described above and click on the plus under the upper field. 


A window will open where you can search for the person in the address book. If you do not find the person you want to enter as a delegate, he/she is not in the address book and you cannot enter him/her as a delegate. 


If the person is in the address book, select him/her and confirm with "OK".




Window Choose a Person. Search field schnupp. Field, initials SC in circle, Schnupperer, Christiana, below Christiana.Schnupperer At lrz.de. Below that, 5 empty fields. At the bottom right, buttons Cancel, Add.


In the next step, you can select what your delegate is allowed to access. By default, it is set that the permission "Editor" is assigned for calendar and tasks and additionally that your delegate receives meeting invitations.

You can change the permission level for tasks and calendar to Reviewer (read only) or Author (read and edit). In addition, you can also assign these 3 permission levels for your inbox, notes, and on your contacts.

A delegate, as long as you do not allow them to do so, cannot view private items. If you want to allow this, check the box "Delegate can see private items".


Window Permissions colon. Calendar icon, Calendar, Editor (can Read, Create and Modify Items) selection box, indented below, box with check mark, Delegate receives meeting invitations. Symbol Writing board, Tasks, selection field Editor (Can Read, Create and Modify Items). Icon Envelope, Inbox, selection box None. Icon Tab, Contacts, selection box None. Icon Notepad, Notes, selection box None. Empty box, Send permissions summary. Send a message to delegate summarising any updates to permissions. Empty box, Delegate can see private items. At the very bottom right, Cancel, OK buttons.

After you have set the permissions as you wish, you can have them sent to you as a summary by e-mail. To do this, check the "Send authorization summary" box.

Confirm with "OK". 

Use Delegate access and "Send on Behalf

Open the advanced settings as described above and click on the plus under the lower field.

A window will open where you can search the address book for the person who gave you the delegation. If you do not find the person whose proxy you want to make, he/she is not in the address book and you will not be able to open their mailbox.

If the person is in the address book, select them and confirm with "Add" and then again with "OK".

You will be asked again if you want to allow the configuration by the server. Here you have to check the box and then finish the setup with "Allow".


Email Rules



To increase the clarity in a mailbox, it is often useful to automatically sort incoming e-mails into other folders based on certain criteria. Exchange offers you the possibility to create server-side filter rules.

In Outlook, you can create these by clicking on "Tools" in the menu bar and then selecting "Rules...". When you click on it, the adjacent window will open.

Here you can create new rules or edit existing ones.


Window Rules. Show all button. A box on the left. Server rules. Selected indented icon, Max.Mustermann.... Client rules. Each indented with icon, Exchange, IMAP, POP, Outgoing. Right. Double-click to edit a rule, colon. Empty table with 2 columns Enabled, Name. Below left, 2 buttons Plus sign, Minus sign.

Examples for filter rules

Filter newsletters...

Select "Header" as condition and then add "Contains 'X-Newsletter-ISP' or 'X-Newsletter-Sender'" at "Add search terms".

Then select another folder to move the newsletters to and finish the wizard.



Content of the selection field for conditions. All messages. From. Sent to. Subject. Body. Subject or Body. Date Received. Has Attachments. Size. Priority. Sensitivity. Message Flag. Selected Checkmark Header. Kind.




Window Rules, overlaid with a rule definition window. Rule name, input field Newsletter. Hyphen. When a new message arrives that meets all these conditions, colon. selection field Header (see previous graphic for contents), Contains 'X-Newsletter-ISP' or 'X-Newsletter-Sender', Dimmed Minus sign in circle, Plus sign in circle. Do the following, Colon. Check box Move to folder, check box Newsletter (Max.Mustermann At lrz.de), Dimmed minus sign in circle, plus sign in circle. Except if, colon, plus sign in circle. Box with check mark, Do not apply other rules to messages that meet the same conditions. Hyphen. At the very bottom left, box with a check mark, Enabled, at the right buttons Cancel, OK.

Filter mailing lists...

Select "Header" as a condition and then add "Contains 'List-ID' or 'List-Unsubscribe'" to "Add search terms".

Then select another folder to move the mailing list to and finish the wizard.


Window Rules, overlaid with a rule definition window. Rule name, Mailinglists input field. Hyphen. Whe a new message arrives that meets all these conditions, colon. Selection field Header, Contains 'List-ID' or 'List-Unsubscribe', Dimmed minus sign in circle, plus sign in circle. Do the following, Colon. Move to Folder checkbox, checkbox Mailinglists (Max.Mustermann At lrz.de), Dimmed minus sign in circle, plus sign in circle. Except if, colon, plus sign in circle. Empty box, Do not apply any other rules to messages that meet the same conditions. Hyphen. Bottom left, Box with check mark, Enabled, Right buttons Cancel, OK.



Note, if you want to filter newsletters as well, that many newsletters also use these fields. That is why the filter for newsletters should come before the filter for mailing lists in the list of filter rules.


How do I set up an out of office message?

To do this, proceed as follows:

  • Tools → Automatic Replies...

Expanded menu Tools. Send and Receive, right Command-K. Hyphen. Dimmed IMAP folder... Hyphen. Automatic Replies... Public folders... Hyphen. Rules... Dimmed Spam Email Preferences. Hyphen. Accounts...





You can configure different out of office messages for senders inside (all users on the Exchange Server) and outside the organization.

Window Automatic Replies. Empty box, Send automatic replies for the account 'Max.Mustermann At lrz.de'. Reply once to senders within my organisation, colon. Large empty input box. Dimmed Empty box, Send replies only during this period, colon. Start time, colon. Calendar select box 22. 2.2022, enter box 08 colon 00. End time, colon, Calendar select box 23. 2.2022, enter box 08 colon 00. Dimmed Blank box, Send replies outside my organization. Dimmed selected radio button, Send only to my Contacts. Dimmed radio button, Send to all external senders. Reply once to senders outside my organisationn. Large empty input field. At the very bottom right buttons Cancel, OK.

By the way, your out of office message will not be triggered for mail from mailing lists and mail marked as spam.



Typical error messages

Why can't I send e-mails anymore?

If you have sent a lot of emails or emails with a high number of recipients in one day, it is possible that you will not be able to send any more emails and when you try, this message will pop up at the bottom right. After clicking you will see more details.


Small window with white font on dark background, Max.Mustermann At lrz.de. Symbol exclamation mark in triangle for attention, text to the right. The message couldn't be sent because the sender's submission quota was exceeded. Please try again later., The message can't be submitted becauce the sender'...


Window Sync Errors. Icon Trash, rightmost icon Window, icon Gear for settings. Table with 3 columns and a selected entry. Description by column. Column 1, gray circle, empty. Column 2, Date, right arrowhead up for ascending sort, 22.02.22, 09 colon 45. Column 3, Error, The message couldn't be sent because the sender's submission quot... Still 8 empty rows in the table. Below. Error. The message couldn't be sent because the sender's submussion quota was exceeded. Please try again later., The message can't be submitted because the sender's submission quota was exceeded. Email could not be sent. The message has been moved to your Drafts folder. Details. Email could not be send. The message has been moved to your Drafts folder. Error code colon, -19650.



As explained in this message, you have exceeded the limit of 250 recipients within 24 hours. The limit resets automatically after 24 hours.

The purpose of the limit is to ensure that only a limited number of emails are sent, even via compromised accounts, thus minimizing the risk of LRZ mail servers ending up on so-called "denylists".



 


Full mailbox 

Your mailbox has a certain size (usually 3 GiB), if you exceed it you will not be able to send or receive emails.

When you reach the limit, you will first receive a warning mail (From: Microsoft Outlook - quota-warning@ads.mwn.de), if the memory consumption continues to increase, you will not be able to send any messages, if the quota is significantly exceeded, you will not be able to receive any messages either.

Window cutout. Your mailbox is full. The initials MO in a circle, starting on the right. Microsoft Outlook. To, colon. Max Mustermann. Gray bar, call sign, This message is high priority. Your mailbox is full. Long bar, full in red, 1280MB, right next to it 1024MB. Your mailbox can no longer send or receive messages. Please reduce your mailbox size. Delete any items you don't need from your mailbox and empty your Deleted Items folder.


Small window with white font on dark background, Max.Mustermann At lrz.de. Symbol exclamation mark in triangle for attention, to the right of it the text. Mailbox has exceeded maximum mailbox size., The process failed to get the correct properties. Email could not be sent. The message has been moved to your Dra...

When you have reached the limit that you cannot send any more emails, a message will pop up at the bottom left when you try to send a mail. This message says that the message could not be sent because you have reached the maximum mailbox size. After clicking on it you will see more details.


A window opens in which the error is described once again.


Window Sync Errors. Icon Trash, far right icon Window, icon Gear for settings. Table with 3 columns and 2 entries, the second one is selected. Description column by column. Column 1, gray circle, 2 times empty. Column 2, Date, right arrowhead up for ascending sort, 2 times 23.02.2022, 07 colon 42 and 07 colon 44. Column 3, Error, Mailbox has exceeded maximum mailbox size., The process failed to g..., Mailbox has exceeded maximum mailbox size., The process failed to g... There are still 7 empty rows in the table. Below them. Error. Mailbox has exceeded maximum mailbox size., The process failed to get the correct properties. Email could not be sent. The message has been moved to your Drafts folder. Details. Email could not be sent. The message has been moved to your Drafts folder. Error code colon, -19678.

You can see the current size of your mailbox by right-clicking on the top mailbox level (your email address above Inbox). 

Then select "Properties..." and switch to "Storage". There you can also see the sizes of the individual folders. Unfortunately, you can't see what quota (how big your mailbox may become) you have, nor how much percent your mailbox is occupied. But you can check this in Outlook on the Web.


Window Max.Mustermann At lrz.de Properties. 3 tabs, General, selected Storage, Permissions. Folder name colon, empty. Size (without Subfolders) colon, rightmost 0 KB. Marked Total size (with Subfolders) colon, rightmost 1,2 GB. Table with 3 columns Subfolders, right down arrowhead for descending sort, Size, Total Size. 18 entries, highlighted subfolder Inbox, Size 79.7 MB, Total Size 1,2 GB. At the very bottom right, Cancel, OK buttons.


Encrypt and sign

In order to send e-mails signed or encrypted with S/MIME using Outlook, you need a personal user certificate.

As a member of TUM, you can find information on how to apply for a certificate at https://www.it.tum.de/en/it/certificates/. If you have any difficulties in doing so, please contact the IT support of TUM (it-support@tum.de).

For the other institutions of the MWN, we are currently not aware of any way to obtain a personal user certificate.

Please pay attention to the correct format when downloading your certificate. Unfortunately, some operating systems (e.g. Windows, MacOS) only support TripleDES-SHA1.

For further information, please visit https://doku.tid.dfn.de/de:dfnpki:tcs:usercert#auswahl_des_key_protection_algorithms_in_formularen_fuer_p12-dateien.

Please note that the encryption method with S/MIME described here is not compatible with the PGP method which is especially widespread under Unix/Linux. PGP is not supported by Outlook and Outlook on the Web.

Briefly, the essential properties of signed and encrypted e-mails:

  • Signing an e-mail ensures that it cannot be manipulated unnoticed on its way from the sender to the recipient. Whether the e-mail is transmitted in encrypted form depends on whether the mail systems involved support transport encryption.
  • By encrypting an e-mail, the content is already encrypted before it is sent and is therefore transmitted in encrypted form (and also stored in the mailbox in encrypted form) regardless of the properties of the mail systems involved. When working with encryption, it is essential to keep your own certificate (especially the private key) in a loss-proof manner, as otherwise encrypted e-mails can no longer be read - neither those you have encrypted yourself nor those you have received.


General preparations

Before you can sign or encrypt e-mails, you have to import your user certificate on your computer. If you want to send digitally signed or encrypted e-mails from multiple computers, you must import the certificate on each of these computers. This also applies if you want to read encrypted emails on multiple PCs.

By double-clicking on your certificate file (file with extension ".p12" or ".pfx" ), a certificate import wizard opens. The keyring management opens automatically with the question whether the certificate should be added. There you select (if not already preselected) the item "login" from the drop-down list and click on "Add".




Window Add certificates. Certificate icon. Do you want to add the certificate(s) from the file 'Max_Mustermann.p12' to the keychain, question mark. Lots of empty space. Right-aligned keychain, checkbox login. At the bottom left, View Certificate button, right, Cancel, Add buttons.

A new window opens asking you to enter a password. This password was set by you before you exported the certificate and its private key to the P12 file.





Small window without title. Icon lock. Enter the password for 'Max_Mustermann.p12', colon. Password, input field Thick dots. Empty box, show password. At the bottom right, Cancel, OK buttons.


Now open Microsoft Outlook. Click on the "Tools → Accounts" item in the menu bar.




Expanded menu Tools. Send and Receive, right Command-K. Hyphen. Dimmed IMAP Folders... Hyphen. Automatic Replies... Public Folders... Hyphen. Rules... Dimmed Spam Email Preferences. Hyphen. Selected Accounts...


 


Select the account for which you requested the certificate and for which you want to add the digital signature. Click "Advanced" and select the Security tab.

Under the "Digital signing → Certificate" item, select the certificate you want to use. If you want to ensure that recipients who do not use an S/MIME email application can also read the email, select the "Send digitally signed messages as clear text" item. Select the "Include my certificates in signed messages" option to allow the recipient to send encrypted messages to you.

Close the Accounts window by clicking OK.


Window Accounts, overlaid by a window with 3 tabs, Server, Delegates, selected Security. Digital signing area. Certificate, selection field PN - Max Mustermann. Signing algorithm, selection box SHA-256. 3 dots below the box. Check box, Sign outgoing messages. Check box, Send digitally signed messages as clear text. Check box, Include my certificates in signed messages. Encryption section. Certificate, selection box PN - Max Mustermann. Encryption algorithm, selection field AES-256 (more secure). Under the field a dot. Empty box, Encrypt outgoing messages. Certificate authentication area. Client certificate, selection box None Selected. At the very bottom right, Cancel, OK buttons.

Sign emails digitally with S/MIME


 


To add a digital signature to an email under Outlook, switch to the "Options" tab before sending and click on "Sign" there.

If you want to automatically sign every e-mail, you can configure this in the security settings.


Window Signed Email - Max.Mustermann At lrz.de. Message tabs, selected Options. In the command bar marked Sign. Below the information from the message header a bar, symbol Lock, This message will be digitally signed.

Encrypt emails with S/MIME

If you want to encrypt an email, proceed in the same way as for signing an email. To do this, select the "Encrypt" option. In contrast to signing, you not only need your own certificate, but also the certificate (or more precisely, the public key) of the mail recipient


Window as before, only now Encrypt is marked in the command bar.


How do I get the public certificate of a recipient?

To send encrypted emails, you always need the certificate of the recipient. If you don't have it, there are several ways to find the certificate:

A digitally signed or encrypted email from the recipient.

If you have already received a digitally signed or encrypted email from the recipient, the public certificate was also sent to you in this email. As soon as you have opened this email, Outlook for Mac saves the certificate in its own keychain and you can send encrypted emails to this recipient. 

Global address list of the Exchange Server

If the recipient has published their certificate in the GAL (Global Address List), you can simply select him/her from the address book and encrypt the message. If you do not already have the recipient's public certificate in your key ring, you will be asked when sending the email whether you want to search for it in the Global Address List. If you confirm with "OK", the certificate will be searched for there. If one is found, it will be used for sending and additionally stored in a separate key ring for Outlook.


Small window without title. Outlook icon. Encryption certificates for some recipients could not be found in the Outlook contacts. Do you want to search the Active Directory server for them, question mark. At the very bottom right, Cancel, OK buttons.


Where can I see which certificates I have saved?

Outlook stores the certificates in its own keychain. This is located in your user directory in the folder "~/Library/Keychains". You can open this keychain by opening the keychain management and selecting "Add Keychain..." in the menu bar at the top under the menu item File. Then navigate to the Keychains folder and select the file "Microsoft_Entity_Certificates-db". In addition, Outlook also looks in your normal keychain, and uses certificates from there as well. If you click on "Login" on the left side, you can see which certificates are stored there.