Outlook on the Web
Barrier-free
This page contains alternative texts for images/graphics.
How do I log in to Outlook on the Web?
Outlook on the Web can be found at xmail.mwn.de.
To log in, you only need to enter your account and password.
Unlike other clients (Outlook, Apple Mail, etc.) it is not necessary to put "ads\" in front of your account.
Shared Mailbox
Shared mailboxes offer the possibility to jointly edit a mailbox. Application scenarios are, for example, function addresses (such as info@domain.de) or shared chair calendars (e.g. for vacation planning) or shared contacts of the chair that everyone is allowed to read or that several people manage together.
How do I open a shared mailbox?
To access a shared mailbox, you must first log in to Outlook on the Web using your own account. Then click on the round User icon in the upper right corner and select "Open another mailbox...".
In the window that opens, you can search for the account, the e-mail address or the name of the shared mailbox. You will then usually get suggestions with matching mailboxes as you type. Otherwise, click on "Search Directory". You can only open the mailbox if it was found during the search.
When you click Open, another tab opens in your browser with the shared mailbox.
Alternatively, it is also possible to permanently integrate a shared mailbox into OWA as described under Add shared mailbox (mail folder). Please note the following:
When processing emails in the shared mailbox, deleted and sent emails as well as saved drafts are NOT stored in the shared mailbox, but in the corresponding folders of the mailbox with which you are logged into OWA. This means that all colleagues who also have access to the shared mailbox cannot access all emails that you have sent, deleted or saved as drafts.
To do this, you must manually move the emails to the corresponding folders in the shared mailbox. There is no option to change the behavior via settings.
Calendar and Mailbox Sharing
The following explains how to grant access to parts of your Exchange account to people or groups, and how to access shares that have been granted to you.
Access to parts of the Exchange account can only be granted to people and groups 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. So if you want to grant a group of people access to parts of your account, but you can't find that group in your address lists, the group is not a distribution list.
Determine which people have access to which part of my data
Setting permissions is done in Outlook on the Web by right-clicking on the resource for which you have granted shares.
Examples:
In the email view, right-click on the e-mail folder:
In the calendar view, right-click on the relevant calendar:
Different windows will open.
← Email Folder
Calendar
↓
Give approvals
Share calendar and mail folders
It is possible to give people or groups from the address book read and/or write access to your calendar and email folders.
Calendar
Right-click on the calendar you want to share and select "Sharing permissions" or select the calendar and click "Share" in the bar at the top.
The following window will open.
In the "Share with:" field, find the person you want to share with. When you have selected them, you can choose the permission level in the Selection menu.
When you are finished, click "Send". The person will then receive an email. With a click on "Accept" they can open the calendar and then they are also listed in the calendar view under "Other calendars".
Email folder
Right-click on the email folder you want to share and select "Permissions...".
To assign permissions, you need to add a person. To do this, click on the plus in the upper left corner.
Search for the desired person and click Add.
After you have added the person, you can select the desired Permission level. Then confirm with "OK".
In order for the folder to be accessed by the other person, you must assign the "Folder Visible" permission for all folders above in the hierarchy (including the mailbox itself). Permissions are not inherited downwards.
In Outlook on the Web you can open only shared calendars and e-mail folders, not tasks, etc. of another person.
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. |
Nonediting 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. |
Free/Busy time, subject, location | Only for calendar shares, reading the free/busy information and subject and location of calendar events. |
Free/Busy time | Only for calendar sharing, reading free/busy information, calendar events. |
None | Execution of no activities. The user remains in the permission list, but has no permission and cannot open the folder. |
Publishing calendars on the web
If you want to publish your calendar, you need to do the following steps:
In Outlook on the Web, open Options (click the gear in the top right of the bar and then select Options) and under "Calendars" select "Shared Calendars" and then click "Calendar Publishing".
Here you can specify which calendar you want to share or publish. You can also specify whether you want to publish availability only, limited details, or all details. Complete the process by clicking "Save" (top left). This will give you two links (an ics link and an html link) that you can share with those you want to have access to your calendar. The links are random links that cannot be guessed. They will be regenerated each time you republish the calendar.
Once you have published a calendar, you can change the settings or stop publishing at any time. To do this, follow the same procedure as for publishing. Then you can change the sharing by selecting a Different Permission, or you can stop sharing by selecting Don't Share.
For the changes to take effect, you still need to click "Save".
Opening shared calendars, mailboxes etc.
Calendar
In Outlook on the Web you can open calendars of other users. You can open the calendars by selecting "Add calendar" in the bar at the top. Select "From directory" here, then you can search for the calendar in the address book.
It should be noted that sub-calendars are basically not displayed and also not included. Likewise, you do not have automatic rights to the sub-calendar (there is no automatic inheritance of rights).
In order to be able to add such calendars, the calendar must be specially shared with you, as described above.
You can open these calendars only with the invitation email you received due to the sharing.
Add shared mailbox (mail folder)
In OWA, you can permanently add folders of other users or shared mailboxes. To do this, right-click on your name and select "Add shared folder...". Now enter the email address and click on Add.
Delegates
Representing other persons
You can perform the following tasks, provided you have been authorized to do so:
- Write mails on behalf of the other person:
If you have shown the "From" field as described under Show sender address, you can now easily change the sender (if you have used it before) by clicking on the "From" field.
If you are using an address for the first time, right-click on the sender address and click on "Remove". You can then enter and select the new address.
If you send a mail with the sender address of the other person, your E-Mail address is recorded in an additional header line "Sender" so that the recipients can see who sent the mail.
- Replying to mails on behalf of the other person: analogously.
- "Saving sent items in the Sent Items folder of another user": automatically is not possible. Items must be moved manually to the folder of the other mailbox.
- Creating meeting requests/meetings on behalf of another person:
Once you have added the calendar ("Add calendar → From the directory"), you can enter meetings/appointments in this calendar if you have the appropriate authorization.
From another person's calendar, you can automatically create requests in their name.
Set up delegates and "Send on Behalf" for others
In order to enter a delegate, the delegate must be granted permissions for the calendar. You do this as described in the "Give approvals" section. Then assign the authorization "Delegate".
Afterwards you have to grant permissions for the desired e-mail folders as described above.
Show sender address
To show the sender when writing an mail, simply click on the "3 dots" and select the "Show From" option.
It is also possible to show the Sender field permanently. To do this, in the options under "Mail → Layout", go to "Message format". Now select the option "Always show From" and click on "Save".
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.
Go to the options and select "Inbox and sweep rules" under "Automatic processing" in "E-mail". You can add new rules by clicking on the plus sign next to "Inbox rules".
Examples for filter rules
Filter newsletters
So in order to filter newsletters, we have introduced tagging for some major newsletter senders through special header lines in the email.
Create a rule and then select by "When the message arrives..." "It includes these words" and "in the message header". Then type "X-Newsletter-ISP" in the field and add it using the plus. Do the same with "X-Newsletter-Sender".
Then select the folder to which the newsletters should be moved and finish with "OK".
Filter mailing lists
Create a rule and then select by "When the message arrives..." "It includes these words" and "in the message header". Then enter "List-Id" in the field and add it using the plus. Do the same with "List-Unsubscribe".
Note, if you want to filter newsletters as well, that many newsletters use these fields as well. Therefore, in the list of filter rules, the filter for newsletters should be placed before the filter for mailing lists.
Restore deleted items
Mails, appointments, tasks and contacts that you delete are first found in the special folder "Deleted items". There is no sliding deletion there, the items remain there until you delete them permanently:
But even "final deletion" is not really final, see next section.
How do I restore "permanently" deleted elements?
Even if you have deleted an item from the special "Deleted Items" folder, you can still restore it within a period of 14 days. To do this, select the "Deleted Items" folder and then click "Recover deleted items". A window will then open listing all the items that you can recover. Select them and restore them by clicking on "Restore".
Automatic Reply (Out of Office Message)
Click on the gear in the upper right corner, then click on "Automatic replies" (see figure below).
You can configure different out of office messages for senders inside and outside the LRZ Exchange infrastructure.
By the way, your out-of-office message will not be triggered by emails from mailing lists or emails marked as spam.
Typical error messages
Why can't I send any more e-mails?
If you have sent a lot of mails or mails with a high number of recipient addresses on one day, it is possible that you will not be able to send any more mails. If you still try, the message below will open in the upper right corner. If you click on "More details" or had already opened the e-mail in a separate window, a banner will appear explaining the error (see right).
As explained in the details, 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 e-mails 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 this, you will no longer be able to send or receive e-mails.
When you get to 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 no longer be able to send messages, and if the quota is significantly exceeded, you will no longer be able to receive messages.
When you have reached the limit that you cannot send any more mails, a message will pop up in the top right corner when you try to send a mail.
This message only says that the message could not be sent. You can find out the exact reason by clicking on More details.
After clicking on more details, the window where you write the email opens again. This time there is a banner that tells you the exact reason why you could not send.
If you have significantly exceeded the storage limit, you will get the adjacent message when logging in to Outlook on the Web.
You can see the current mailbox size when you switch to the options (click on the gearwheel at the top right → "Options").
However, it may be that it is not your mailbox that is full, but the mailbox of the person to whom you want to send an mail.
If this mailbox is also on our Exchange servers, before you send the email, you will be informed that the mailbox is full.
When you select the recipient the following banner will appear.
If this mailbox is located on another server, you will receive an undeliverable notification.
This may look something like this:
