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Setup

Outlook 2019

(lightbulb) The tutorial was created using the on-premise version of Outlook 2019, the setup wizard may look different for the Office365 version. 

Start Outlook and enter your email address. 

If Outlook does not start with a welcome window, you already have an account configured.



Windows. Large font, Welcome to Outlook. Enter an e-mail address to add your account. Selection field Max.Mustermann At lrz.de. Expandable advanced options. Connect button.




If you want to add another Exchange mailbox to your existing profile, please go to "File → Add account".

The welcome window will open (see above).


Window section. Left column left arrow in circle for back. Selected info. Other points. Main panel on the right. Large font, Account Information. Selection field X-like symbol that resembles 2 crossed paper clips, 2-line label, Max.Mustermann At lrz.de, Microsoft Exchange. Below marked, plus sign, Add Account. After that still the account settings.




Select Exchange as the account type. 


Window. Left arrow in circle for back. Large font, select account type. 3 icons with labels, Office 365, Outlook.com, Google. 3 icons with label, selected Exchange, POP, IMAP.



Confirm the request for autoconfiguration with "Allow". Please also check the box so that your settings can be updated automatically in the future.

Microsoft Outlook window. Icon closed lock. Allow this website to configure max.mustermann At lrz.de server settings, question mark. https colon slash slash www.lrz.de slash autodiscover slash autodiscover.xml. Your account was redirected to this website for settings. You should only allow settings from sources you know and trust. Marked box with arrow, Don't ask me about this website again. Below right, buttons marked Allow, Cancel.



For the user name, enter your account together with the domain ads in the form ads\account, i.e. ads\di69soz in Max Mustermann's example.

Depending on which operating system version you are using, the following password dialog will look slightly different.

If your e-mail address is already entered there, select "Use a different account" under "More choices".

Windows Security window. Large font, Microsoft Outlook. Connecting to max.mustermann At lrz.de. max.mustermann At lrz.de. Empty input field for password. Empty box, Remember my credentials. Checked and clickable more choices. Buttons OK, Cancel.

»

If you want to save your credentials, simply check "Remenber my credentials.

»


Windows Security window. Large font, Microsoft Outlook. Connecting to max.mustermann At lrz.de. Marks 2 fields, ads backslash di69soz, below input field selected Thick dots. Domain, ads. Empty box, save credentials. Clickable more choices. Symbol key, max.mustermann At lrz.de. Icon SIM card, Use smart card for connection. Marked and selected Icon Person, Use a different account. Buttons marked OK, Cancel.



Finally, select OK twice.



Window. Max.Mustermann At lrz.de is added. Large font, account setup completed. OK button. Empty box, set up Outlook Mobile on my phone too.





Shared Mailbox 

Shared mailboxes offer the possibility to jointly edit a mailbox.
Application scenarios include function addresses (such as info@domain.de), shared chair calendars (e.g. for vacation planning) and shared chair contacts that everyone is allowed to read or that several people manage together. 

How do I include a shared mailbox in Outlook?

If you use Outlook, it is best to include shared mailboxes as described in this section. Then it is ensured that when processing mails from the shared mailbox, deleted mails also end up in the "Deleted items", sent mails in the "Sent items" and saved drafts in the "Drafts" folder of the shared mailbox, and not in the corresponding folders of your own mailbox. This way, all colleagues who also have access to the shared mailbox can access all emails you have sent, deleted, and saved as drafts.

For older Outlook versions or when including the shared mailbox within your own mailbox (see Adding a Shared Mailbox), the behavior described above can only be enforced by registry intervention - see:

Unfortunately, we do not know of any way to enforce the behavior for saved drafts as well.

Including a shared mailbox as a separate account

To do this, go to

"File → Add account".

Window section. Left column left arrow in circle for back. Selected info. Other points. Main panel on the right. Large font, Account Information. Selection field X-like symbol that resembles 2 crossed paper clips, 2-line label, Max.Mustermann At lrz.de, Microsoft Exchange. Below marked, plus sign, Add Account. After that still the account settings.



Enter only the email address of the shared mailbox and click "Connect".

Select Exchange as the account type.

Windows. Large font, Welcome to Outlook. Enter an e-mail address to add your account. Selection field Musterteam At lrz.de. Expandable advanced options. Connect button.



Following this, you will be told that you need to restart Outlook. Click "OK" and once you have done that, you will be asked for the shared mailbox credentials.

There you will need to enter ads\account as you would for your personal mailbox (not the account of the shared mailbox).

Fenster Windows-Sicherheit. Große Schrift, Microsoft Outlook. Verbindung mit musterteam At lrz.de wird hergestellt. ads Rückwärtsschrägstrich di69soz. Eingabefeld ausgewählt Dicke Punkte. Leeres Kästchen, Anmeldedaten speichern. Anklickbar Weitere Optionen. Schaltflächen OK, Abbrechen.



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.

Access to parts of the Exchange account can be granted only to people and groups that can be found in the address book.

Please note that the address book only lists people, shared mailboxes, resources (rooms and devices) and distribution lists. So if you want to give a group of people access to parts of your account and you can't find this group in your address lists, it means that the group is not a distribution list.

Determine 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 (e.g. 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.

Window, Inbox Properties. 4 tabs, General, Policy, selected Permissions, Synchronization. Table with 2 columns Name, Permission level. 2 entries. Selected Default, None. Anonymous, None. Below the table 3 buttons Add..., Remove, dimmed Properties. Permissions box, top. Permission level, None checkbox. 4 sub-boxes follow. Left box Read. Selected radio button, None. Radio button, Full Details. Right box Write. 4 details, all with empty boxes, Create items, Create subfolders, Edit own, Edit all. Below left box Delete items. Selected radio button, None. Radio button, Own. Radio button, All. On the right box Other. 3 indications, all with empty boxes, Folder owner, dimmed Folder contact, folder visible. Permissions box, end. At the bottom right, buttons OK, Cancel, Apply.




Give approvals

Share free/busy times of the calendar.

When you share the free/busy times, others can see when you have appointments or how you are available. (The default setting for most clients is that only availability is visible).

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.

Proceed as follows:

  • Right click on calendar,
  • Click on "Properties" (Outlook),
  • "Permissions" tab,
  • "Add",
  • Select person or group from address book,
  • enter permissions.

To enable or restrict the free/busy times for everyone, you have to edit the "Default" entry in the "Permissions" tab. There you can e.g. define that besides the free/busy times also subject and location or also all details are visible.

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

  • Right click on Calendar,
  • "Change sharing permissions",
  • Permissions" tab, click on "Default" entry,
  • 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 they are not.

Share calendar and mail folders

You can give people or groups from the address book read access to your entire mailbox by right-clicking again on the folder you want to share (Contacts, Journal, Tasks, Calendar, Notes) and then selecting "Share [Folder Name]" under "Share". 

This will open a blank email that you send to the person you want to invite. You now select the person from the address book by clicking the "To:" button. Under Details you can still select the desired permission level.

If nothing else is set, the authorization level is "Reviewer".

Change permission levels

  • Right click on the mail folder in question,
  • "Properties",
  • Permissions" tab,
  • "Add",
  • Select person from address book,
  • Enter permissions.

In order for the folder to be accessed by the other person, you must assign the "Folder visible" permission for all folders above (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.

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 don't want to share your calendar only with certain people or groups within Exchange, but for example synchronize it with a personal calendar you have with another provider on the web (e.g. Google) or publish it on the web, there are a number of possibilities.

There are a number of tools (some third-party) for Outlook that you can use. Below are some hints and links on how to proceed - depending on what exactly you want to do.

Please note that we cannot provide support for specific issues with other platforms or third-party tools.

Publish calendar

If you want to publish your calendar with Outlook, you need to do the following steps:

In your Outlook, go to the Calendar module and select the calendar you want to publish on the left side. Then click on "Publish online" in the ribbon and there on "Publish this calendar...".

In your default browser, the Outlook on the Web login page will then open, where you will need to log in. You will then be taken to the "Publish calendar" page. There 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, and then select the option "Configure this published calendar..." under "Publish online". This will take you back to the sharing page in your browser and you can change or stop publishing.

You can also set publishing directly in Outlook on the Web. To do this, go to the options and select Calendar → Shared Calendars → Calendar Publishing.

Opening shared calendars, mailboxes etc.

In Outlook you can open folders of other users via "File → Open and export → Other Users's Folder". There you can select both the user and the folder type (Inbox, Calendar, Tasks...).

Outlook is often very bad at "noticing" that you have been given a share. So if you can't access a share, quit Outlook and restart it.

After a folder has been shared with you, you can mount the folder with you. If it is a standard folder (Inbox, Notes, Contacts, Calendar, Journal and Tasks), there are no differences between Outlook versions. In Outlook, go to "File → Open → Other Users's Folder" and select in the menu there which folder you want to include from which person. If you have the rights, this folder will be displayed and you can work with it, depending on which permission level you have.

Please note that subfolders are not displayed and will not be included. Likewise, you do not have automatic rights to the subfolders (there is no automatic inheritance of rights to subfolders).

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 are in the other person's mailbox, you will get a "From:" button when writing a new mail and you can choose whether the mail 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 the recipients can see who sent the e-mail.

If the button is not displayed, you have to activate the display of the button in the options ("From" button). Where exactly to click here depends on the Outlook version - it is best to consult the online help (via the F1 key or the blue round button with the question mark) by specifying the search text "Create an e-mail message for another person".

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

Add a shared mailbox


To do this, go to "File → Account Settings → Account Settings..." in Outlook.

In the window that opens, you need to double-click to select your Exchange account:

In the "Change account" window, click on "More Settings ...":

»

Now select the "Advanced" tab
and click there on "Add...":

Now you only have to
the name of the person
whose mailbox you want
to open you would like to
open and confirm with "OK".

Window Microsoft Exchange. 3 tabs, General, selected Advanced, Security. Box Mailboxes. Open these additional mailboxes, colon. Empty multiline box, Add... button to the right, Remove button dimmed below. Box Cached Exchange Mode Settings. Dimmed box with check mark, Use Cached Exchange Mode. Below indented 3 lines. Box with check mark, Download shared folders. Empty box, Download Public Folder Favorites. Outlook Data File Settings... button. Box Mailbox mode. Outlook is running in Unicode mode against Microsoft Exchange. At the very bottom right, OK, Cancel, dimmed Apply buttons.




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

In Outlook, you can specify delegates via "File → Account settings → Delegate Access".

Window pane. Expanded Account Settings... Account settings... Marked and selected, Delegate Access. Give others permission to receive items and respond on your behalf.





Via "Add" you can select persons from the address book. Another dialog will then appear in which you can determine which rights your delegates should receive:

Please note that the "Send on Behalf" right can only be assigned to objects that are in your organization's address book.

It cannot be assigned to any mail addresses, not even to distribution lists/mailing lists or to ActiveDirectory groups.

Window substitutions. 5-line explanation. Empty multiline field, highlighted Add... button to the right, dimmed Remove, Permissions..., Properties buttons below. The last setting is dimmed. Deliver Meeting requests addressed to me and responses to meeting requests where I am the organizer, colon. Selected radio button, My delegates only, but send a copy of meeting requests and responses to me (recommended). Radio button, My delegates only. Radio button, My delegates and me. At the bottom right, OK, Cancel buttons.




Also note that this way the delegates automatically gets the right "Send on Behalf" (editor). If you do not want to give them this right at all, but e.g. only read rights, then you should only set up a share.

Make sure that your delegates also have permissions to the top folder (folder above Inbox), otherwise they cannot open any mail folders.

Window section. Selected Home tab. In the folder column, the mailbox name Max.Mustermann At lrz.de is highlighted.




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, under the "Home" tab, you will find the "Manage Rules &  Alerts" button. If you click on it, the adjoining window will open.

There you can create new rules or edit already existing ones.




Examples for filter rules:

Filter newsletters

In order for newsletters to be filtered, we have introduced tagging for some major newsletter senders, which is done through special header lines in the email. Create a rule without a template that will be applied to messages you receive.



Rules Wizard window. Start from a template or from a blank rule. Step 1, Select a template. Large field with templates in 3 groups, bottom with moving bar. Group 1, Stay Organized, 5 templates. Group 2, Stay Up to Date, 3 templates. Group 3, Start From a blang rule, 2 templates as follows, selected Apply rule on messages I receive, Apply rule on messages I send. Step 2, Edit the rule description (click an underlined value). Multiline field with one line, Apply this rule after the message arrives. At the very bottom, right-aligned, Cancel buttons, dimmed Back, Next, Finish.




Then select "with specific words in the message header" and enter "X-Newsletter ISP" and "X-Newsletter Sender" for "specific words".

Rules Wizard window. Which condition(s) do you want to check, question mark. Step 1, Select condition(s). Large box with moving bar on the right, visible 18 out of 31 conditions. Selected box with check mark, with (underline start) specific words (underline end) in message header. Step 2, Edit the rule description (click an underlined values). Multiline field with 2 lines, Apply this rule after the message arrives with (underline start) specific words (underline end) in the message header. Overlaid by Search Text window. Specify a word or phrase to search for in the message header. Input field X-Newsletter-Sender, Add button on the right. Search list. Multiline field with one line, selected double apostrophe X-Newsletter-ISP double apostrophe, right dimmed button Remove. Bottom right, OK, Cancel buttons.Then select a folder to which the newsletters should be moved and finish the wizard.

Rules Wizard window. What do you want to do with the message, question mark. Step 1, Select action(s). Large box with move bar on the right, visible 18 of 20 actions. Selected box with check mark, move it to the Underlined specified folder. Step 2, Edit the rule description (click an underlined value). Multiline box with 3 lines, Apply this rule after the message arrives, with (underline start) apostrophe X-Newsletter-ISP apostrophe or apostrophe Apostroph X-Newsletter-Sender (underline end) in the message header, move it to the (underline start) specified (underline end) folder. Overlaid by Rules and Alerts window. Choose a folder. Large field with the folders of Max.Mustermann At lrz.de. Under the folder Inbox highlighted the subfolder Newsletter. To the right of the field, 3 buttons one below the other, OK, Cancel, New...




Filter mailing lists

To filter out emails from mailing lists, create a rule analogous to the newsletter rule. Check for the header fields "List-Id" and "List-Unsubscribe" and move these emails to any folder.

Rules Wizard window. Which condition(s) do you want to check, question mark. Step 1, Select condition(s). Large box with moving bar on the right, visible 18 out of 31 conditions. Selected box with check mark, with (underline start) specific words (underline end) in the message header. Step 2, Edit the rule description (click an underlined value). Multiline field with 2 lines, Apply this rule after the message arrives, with (underline start) specific words (underline end) in the message header. Overlaid by Search Text window. Specify a words or phrase to search for in the message header. input field List-Unsubscribe, Add button on the right. Search list. Multiline field with one line, double apostrophe List-Id double apostrophe, right dimmed Remove button. Bottom right, OK, Cancel buttons.

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.



Recover deleted items


Mails, appointments, tasks and contacts that you delete are first found in Outlook in the special folder "Deleted Items".

There is no sliding deletion there, the items remain there until you delete them permanently:

Window section with the folders of Max.Mustermann At lrz.de. Marks Deleted Items.



But even the "final deletion" is not really final, see next section.

Restoring deleted items: you can drag them with the mouse to where you want them, i.e. appointments drag to the "Calendar" button at the bottom left or to the "Tasks" button (to make it a task), also at the bottom left, mails to your inbox or to the mail folder you want as destination, etc.

How do I recover permanently deleted items?

Even then, if you have deleted an item from the special "Deleted Items" folder, you can still recover it within a period of 14 days, via "Folder → Recover Deleted Items" (see the figure). However, this only works for your Exchange mailbox, not for IMAP mailboxes. If you have selected an IMAP mailbox or a folder in it, you will therefore not see the "Recover deleted items" menu item.

Window section. Selected tab Folder. In the Cleanup command group is marked Recover Deleted Items.


How do I restore items that I deleted with "Shift + Del"?

Note that you must restore items you deleted with the "Shift + Del" keyboard shortcut from the folder where you deleted them, i.e. the folder must have been clicked on in Outlook beforehand. Again, use "Folder → Recover Deleted Items". Note that this does not work with Outlook on the Web: there you can only restore items that have been permanently deleted from the Recycle Bin, i.e. from the Deleted Items folder.


Address book

In Outlook you will find the button for the address book in the form of a small open book at the top, relatively far to the right.

By default, you can search in the address book only by name (meaning the display name).

If you click on the "More columns" button, you can also search for the mail address or the identifier. Function addresses, rooms and resources are also entered in the address book.

Window section.  Address Book, Search Results - Global Address List. Menu bar File, Edit, Tools. 2 parts. Left part. Search, Radio button, Name only, Selected radio button highlighted, More columns, Input field di69soz below, Go button. Right part. Address book, below Field Search result selection - Global Address List. Below both parts follows the actual address list with the entry Max Mustermann.




If you write a new mail in Outlook and are entering the addresses, you can use Ctrl-K to search for the previously typed text in the global address list. This search is a real substring search, i.e. all entries are found in which the search string appears somehow - not only at the beginning, as with the search in the address book.

Download offline address book 

If you don't find some users in your offline address book, this can have two reasons. First, it may be that the user was newly created and the address book has not yet been updated on the server side (this is done automatically twice a day) or your offline address book is not up to date. You can update it as follows:


Click File in the Office ribbon.






Click Account Settings.






Then click Download Address Book....

Window section. Left column left arrow in circle for back. Selected Info. Other points. Main panel on the right. Large font, Account Information. Selection field with 2-line label, Max.Mustermann At lrz.de, Microsoft Exchange. Plus sign button, Add Account. Selected account settings. Below this is the expanded submenu, the 5 items consist of an icon, to the right of each is a name and brief explanation. Marked and selected is item 3, Download Address Book..., Download a copy of the Global Address Book.




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 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.




Double-click on your certificate file (file with extension ".p12" or ".pfx") in Windows Explorer to open a certificate import wizard. Select "Current User" as the location and click "Next" to make your desired settings:

Fenster. Pfeil nach links für zurück, Zertifikatimport-Assistent. Willkommen. Erklärung zum Assistenten. Erklärung zum Zertifikat. Kasten Speicherort. Ausgewählter Radioknopf, Aktueller Benutzer, darunter Radioknopf, Lokaler Computer. Klicken Sie auf 'Weiter', um den Vorgang fortzusetzen. Ganz unten rechts, Schaltflächen Weiter, Abbrechen.  Window. Left arrow for back, Certificate Import Wizard. Welcome to the Certificate Import Wizard. Explanation of the wizard. Explanation of the certificate. Stor location box. Selected radio button, Current user, Below radio button, Local computer. To continue, click Next. At the very bottom right, Next, Cancel buttons.

Confirm the file to be imported by clicking on "Next".

Window. Left arrow for back, Certificate Import Wizard. File to import. Specify the file you want to import. Hyphen. File name, below input field with selected text C colon backslash temp backslash Max.Mustermann.pfx, Browse... button. This is followed by a note on possible formats. At the very bottom right, Next, Cancel buttons.


Now enter the password for the private key. You can also now decide whether you want your private key to be exported subsequently from this computer. If you want this, please set the second check mark in this window. Only if you have selected this setting, you (or potential attackers!) can, after entering the password, export the private key at a later time.


Window. Left arrow for back, Certificate Import Wizard. Private key protection. To maintain security, the private key was protected with a password. Hyphen. Type the password for the private key. Box Password. Input field with thick dots. Empty box, show password. Import options box with 3 dots. Item 1. Empty box. Enable strong private key protection. You will be prompted every time the private key is used by an application if you enable this option. Item 2. Empty box. Mark this key as exportable. This will allow you to back up or transfer your keys at a later time. Item 3. box with a check mark. Include all extended properties. At the very bottom right, Next, Cancel buttons.



Windows now automatically selects the correct store for your certificate. Confirm this setting as well by clicking on "Next".

Window. Left arrow for back, Certificate Import Wizard. Certificate store. Certificate stores are system areas where certificates are kept. Hyphen. Windows can automatically select a certificate store, or you can specify a location for the certificate. Selected radio button, Automatically select the certificate store based on the type of certificate. Radio button, Place all certificates in the following store, dimmed below, Certificate store, empty input field, Browse... button. At the very bottom right, Next, Cancel buttons.



Bitte überprüfen Sie nun noch einmal Ihre Einstellungen und bestätigen Sie diese.


Window. Left arrow for back, Certificate Import Wizard. Completing the Certificate Import wizard. The certificate will be imported after you click Finish. You have specified the following settings, colon. Box with 3 indications in 2 columns. Certificate Store Selected, Automatically determined by the wizard. Content, PFX. File name, C colon backslash temp backslash Max.Mustermann.pfx. At the very bottom right, Finish, Cancel buttons.





Configuration for the use of S/MIME

If the certificate is available in the certificate store of your computer, you can proceed with the configuration of Outlook. Call up the Outlook options (File → Options).

Then select in the in the "Trust Center" and click there on "Settings for the Trust Center".

Window Outlook Options. Left column with 13 items, the last one marked and selected Trust Center. To the right of it the main field. Shield icon. Help keep your documents safe and your computer secure and healthy. Bar Security and more. Visit Office.com to learn more about protecting your privacy and security. Clickable Microsoft Trustworthy Computing. Bar Microsoft Outlook Trust Center. The Trust Center contains security and privacy settings.Thease settings help keep your computer secure. We recommend that you do not change these settings. To the right, Marks button Trust Center Settings.... At the very bottom right, OK, Cancel buttons.

Now switch to the "Email Security" area. There you can make several settings regarding digitally signed and encrypted e-mails. If you want to automatically digitally sign every outgoing e-mail from now on, you can make the corresponding setting here. You can also publish your certificate to the GAL (Global Address List) to make it available to other users.

Now click on "Settings".

Trust Center window. Left column with 7 items, item 3 marked and highlighted Email Security. To the right of it the main field. Bar Encrypted email. Various items, at the end marked on the right Settings button.... Bar Digital IDs (Certificates). Explanation and 2 buttons. Bar Read as plain text. 2 options. Bar Script in folders. 2 options. At the bottom right, buttons OK, Cancel.

Check the security settings and make sure the correct certificate is selected for both signature and encryption.

Window Change Security Settings. Section Security Settings Preferences. Security Setting Name, colon. Selection field with text My S slash MIME Settings (Max.Mustermann At lrz.de). Cryptography Format, dimmed S slash MIME. Box with check mark, Default Security Setting for this cryptographic message format.  Box with check mark, Default Security Setting for all cryptographic messages. 3 buttons Security flags..., New, Delete. Section Certificates and Algorithms. Signing Certificate, input field PN - Max Mustermann issued by, button Choose... . Hash Algorithm, selection field SHA1. Encryption Certificate, input field PN - Max Mustermann issued by, button Choose... . Encryption Algorithm, selection field AES (256-bit). Box with check mark, Send these certificates with signed messages. At the very bottom right, OK, Cancel buttons.





Now you can select your just configured security setting at the default setting and make some more settings.


Sign emails digitally with S/MIME

To add a digital signature to an e-mail 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.

Part of the window for creating an e-mail. Options tab with the tab marked. In the Permission command group marked Certificate icon, Sign.






The recipient can already see in the preview that the e-mail has been digitally signed.

Section of the window displaying the Inbox folder. In the main field a field for the e-mail. On the left Max Mustermann, below it A Signed Email. On the right the certificate symbol, below it 8 colon 47 AM.

In the email, you can now see who signed it. If you click on the certificate icon, you can view the sender's certificate.

Window A Signed Email message (HTML). Under To Max Mustermann is marked Signed by Max.Mustermann At lrz.de, on the right is marked the certificate symbol.


Encrypt emails with S/MIME

If you want to encrypt an e-mail, proceed in the same way as for signing an e-mail. Just select the "Encrypt" option instead of the "Sign" option. In contrast to signing, you need not only your own certificate, but also the certificate (more precisely: the public key) of the mail recipient.

Part of the window for creating an e-mail. Options tab with the tab marked. In the Permission command group marked Lock icon, Encrypt.





When receiving an encrypted e-mail, it is not uncommon for it to have the note "[UNSCANNED]" in the subject line. This note is added by a virus scanner because this email could not be scanned for viruses due to the encryption.

Section of the window displaying the Inbox folder. In the main field a field for the email. On the left Max Mustermann, under it An Encrypted Email. On the right the lock symbol, below it 9 colon 15 AM.


How do I get the public certificate of a recipient?

To send encrypted emails you always need the certificate of the recipient (m/f/d). If you do not have this, there are several ways how you can possibly find the certificate:

A digitally signed or encrypted e-mail from the recipient.

If you have already received a digitally signed or encrypted e-mail from the recipient, the public certificate was also sent to you in this e-mail. If you reply to such an e-mail, you can also encrypt it because the certificate is known.

However, if you compose a new e-mail and type the e-mail address "by hand" into the To field (even with Outlook autocomplete), the recipient's certificate is not available. You have to either create a new contact with a certificate (right-click on the sender → "Add to Outlook Contacts") or add the certificate to an existing contact.

To do this, open the contact and click on "Certificates" there. There you can now import a certificate or display the properties of an existing one.

Window section. Selected Contact tab. In the Show command group marked Certificate icon, Certificates.




Directory service of the DFN

You can also search for user certificates in the DFN directory service. If the recipient has requested the certificate there with permission to publish it, you can find him there and send him an encrypted e-mail.

To do this, integrate the DFN address book into your Outlook via LDAP. To do this, go to the account settings ("File → Account settings → Account settings") and select the "Address books" tab there. Now click on "New" to add a new address book.

Window Account settings. Directories and Address Books. You can choose a directory or address book below to change or remove it. Address books tab with the tab highlighted. Marked New..., Change, dimmed Remove. Table with 2 columns and one entry. Column Name, Outlook Address Book. Column Type, MAPI. At the very bottom right, Close button.

Select "Internet Directory Service (LDAP)" as the type and confirm your choice by clicking "Next".

Window Add account. Directory or Address Book Type. You can choose the type of directory or address book you'd like to add. Tagged, Selected radio button, Internet Directory Service (LDAP). Connect to an LDAP server to find and verify email addresses and other information. Radio button, Additional Address Books. Connect to an address book to find and verify e-mail addresses and other information. At the very bottom right, buttons dimmed Back, Next, Cancel, Help.

Now enter the Server Name of the LDAP server, for DFN this is "ldap.pca.dfn.de". Under "Additional settings" you still have to configure the Port and the Search Base.

Window Add account. Directory Service (LDAP) Settings. You can enter the required settings to access information in a directory service. Server information. Type the name of the directory server your Internet service provider or system administrator has given you. Tagged, Server Name, input field ldap.pca.dfn.com. Logon Information. Empty box, This server requires me to log on. 3 dimmed lines for username, password and authentication. Highlighted More Settings... button. At the bottom right, Back, Next, Cancel, Help buttons.

You can now enter any display name for the address book.


Please verify that Port 636 is set and SSL is used:

Microsoft LDAP directory window. 2 tabs, selected connection, search. Display Name box. The Display name as it appears in the Address Book. DFN box. Connection Details box. Port, input box 636. Use Secure Sockets Layer, box with check mark. At the very bottom right, OK, Cancel, Apply buttons.


Enter the following as a search base:

ou=DFN-PKI,o=DFN-Verein,c=de

Microsoft LDAP Directory window. 2 tabs, Connection, Search selected. Box Server Settings. Search timeout in seconds, input field 60. Specify the maximum number of entries you want to return after a successful search, input field 100. Box Search Base. Radio button, Use Default. Selected radio button, Custom, input box with highlighted text ou equal sign DFN-PKI,o equal sign DFN-Verein,c equal sign de. Box Browsing. Empty box, Enable Browsing (requires server support). At the very bottom right, OK, Cancel, Apply buttons.


If you now open your address book after restarting Outlook, you will find the new address book under "Other Address Books". You can search for a desired recipient there.

Global address list of the Exchange Server

If the recipient has published his certificate in the GAL (Global Address List), you can simply select him from the address book and encrypt the message. You can check whether the recipient has published the certificate there as follows:

Open your address book and search for the desired recipient. Now right-click on the name and select the "Add to Contacts" option. Now click on "Certificates", as already described for variant 1, to display all available certificates. When closing the window Outlook asks you if you want to save the changes. Click on "No" if you have not made any changes.


Notes

When Outlook stops working properly

Sometimes Outlook "breaks" and may show a variety of strange symptoms, e.g. it may have problems connecting to the Exchange server, you may not be able to find certain mails, folders, etc., or you may not be able to access shares given to you by other users, etc. Your data is still preserved at the Exchange server, but you may need to repair your Outlook. Please proceed in this order:

  • Restart Outlook. If that did not help,
  • Restart the computer. If that did not help,
  • Delete your Outlook profile and create it again.
  • If you still have problems, please contact your respective contact person.

How do I create a new Outlook profile?

An Outlook profile contains configuration information for e-mail accounts and data files, as well as information about where e-mail items are stored. Profiles are edited in the Control Panel in Windows and not in Outlook.

A new profile is the solution to many problems with Outlook because it tends to crash. When you create a new profile no e-mails are lost, because they are stored on the server. Also PST files (e.g. locally created archives) are not lost, because they are only mounted in your Outlook profile, you only have to mount them in the new profile again. But before you delete the broken profile, you should check if you have created client-based filter rules or set a signature. These, as well as changes to the view would then also be deleted. However, it is not necessary to delete the old profile right away. If you want to test whether your problem is solved with a new profile, you can create an additional profile. When you start Outlook, you can then select which profile you want to start.

  • Open the Control Panel and select Mail or E-mail. There go to "Show Profiles...":

Window Mail Setup - Outlook. Section E-mail accounts. Setup email accounts and directories. Button E-mail accounts... . Section Data Files. Change settings for the files Outlook uses to store email messages and documents. Button Data Files... . Section Profiles. Setup multiple profiles of email accounts and data files. Typically , you only need one. Marked button Show profiles... Hyphen. At the very bottom right, Close button.



  • Now click on "Add" and give your profile a new name.

Window E-mail. General tab. The following profiles are set up on this computer, colon. Multiline box with Outlook text. 4 buttons, marked Add..., Remove, Properties, Copy.... When starting Microsoft Outlook, use this profile, colon. Radio button, Prompt for a profile to be used. Selected radio button, Always use this profile, selection box, Outlook below. At the bottom right, OK, Cancel, Apply buttons.



  • After that the setup wizard starts as described under Setup.
  • After the setup is finished, you can still specify in the window above which profile should be used when Outlook is started or if you can select the profile every time you start it.


Tips for a stable and performant Outlook

The tips apply to Outlook in general, not only to the Exchange service operated by the LRZ.

  • Beware of very large pst files! Regularly save attachments elsewhere. Clean up your mailbox.
  • Deactivate RSS feeds.
  • Third party tools (add-ins) can influence stability. Start Outlook via command line with "c:\...\outlook.exe /safe" and remove add-ins manually.
  • Double entries often occur during synchronizations. Third party tools like "Outlook Duplicate Items Remover" from Vaita can help here as well.

It is not recommended to store Outlook PST files on a network drive and use them from there. The PST file can be destroyed by the slightest network interruptions.
It is better to store only one copy of the local PST file on the network drive if you want to back up your data that way. 


Where can I find further information about Outlook?

Outlook itself provides the internal Outlook help. You start this by pressing the help key F1.

Microsoft offers online Outlook help and learning: https://support.microsoft.com/en-us/outlook


How do I set up a forwarding?

Forwarding to another address can only be set up via the respective portals:

Exchange-Dienst  from Identity Management Portale

Please note that forwardings based on rules in Outlook or Outlook on the Web that point to external addresses are not executed:

Policies für den Exchange-Dienst under With Outlook/Outlook on the Web no forwardings to external addresses


How do I set up an out of office message?

To do this, proceed as follows:

  • File → Automatic replies (see following figure).

In all cases, you can configure different absence messages for senders inside and outside your institution (e.g. TUM).

Window section. Left column left arrow in circle for back. Selected Info. Other points. To the right, the main field. Large font, Account Information. Selection field X-like symbol that resembles 2 crossed paper clips, 2-line caption, Max.Mustermann At lrz.de, Microsoft Exchange. Below that button plus sign, Add Account. Large button Account Settings, associated information to the right. Highlighted large button Auto Reply, to the right of it, Auto Reply (Out of Office). Use automatic replies to notify others that you are out of office, on vacation, or not available to respond to email messages.

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?

What does an undeliverable message with error code 0x80004005-0x80004005-0x000501 mean?

You are receiving this e-mail because the sending of e-mails is limited to a maximum of 250 recipients (m/f/d) per 24 hours.

E-mail window. From system administrator. To blank. Subject, Undeliverable colon, Typical Outlook error message. The not very meaningful content follows. Your message did not reach some or all recipients. Subject, Typical Outlook error message. Sent, (date and time). The following recipient(s) cannot be reached, colon. Max Mustermann on (date and time). This message could not be sent. The client operation failed. Try sending the message again later, or contact your network administrator. Hyphen. Diagnostic information for administrators, colon. Hyphen. The error is, Square bracket open, 0x80004005-0x80004005-0x000501 Square bracket closed. Exchange response headers, colon. request-id, colon, (cryptic name). Other parameters.

The error message is very long and not very meaningful at the beginning.  Scroll down to the bottom of the email. 
In the last paragraph you will find the reason why you can't send any more emails.

"The message can't be submitted because the sender's submission quota was exceeded. "

This indicates that 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, and thus to minimize the risk of LRZ mail servers ending up on so-called "denylists".

Response Exceptions:

ROP-Index: 4
ROP zugeordnet: ropTransportSend (74)
Microsoft.Exchange.Data.Storage.SubmissionQuotaExceededException: The message can't be submitted because the sender's submission quota was exceeded.
   at Microsoft.Exchange.Data.Storage.CoreItem.<OnBeforeSend>b__113_0()
   at Microsoft.Exchange.Data.Storage.CoreItem.TransportSend(PropertyDefinition[]& propertyDefinitions, Object[]& propertyValues)
   at Microsoft.Exchange.RpcClientAccess.Handler.Message.TransportSend()
   at Microsoft.Exchange.RpcClientAccess.Handler.RopHandler.<>c__DisplayClass153_0.<TransportSend>b__0()
   at Microsoft.Exchange.RpcClientAccess.Handler.ExceptionTranslator.TryExecuteCatchAndTranslateExceptions[TResult](Func`1 protectedCode, Func`2 errorCodeExtractor, Boolean noThrow, TResult& result, Exception& exception, ErrorCode& errorCode)



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.

Email window pane. Microsoft Outlook. Your mailbox is almost full. This message was sent with High importance. Your mailbox is almost full. Horizontal field, from the left about 80 percent filled in color, content 2765 MB, to the right of it 3072 MB. Please reduce your mailbox size. Delete any items you don't need from your mailbox and empty your Deleted Items folder.

When you reach the limit that you can't send any more e-mails and you still try, a triangle will appear at the very bottom of the bar and next to it it will say "Send/Recieve error".  

Click on it to find out the exact reason why the message could not be sent.

If you have significantly exceeded the limit, you will get the following message when you open Outlook.

Below the menu band line on light yellow background. Symbol X cross in red circle. MAILBOX FULL. Your mailbox is full, you may not be able to send or receive items.

In Outlook you can find out the current size of your mailbox by clicking on the "File" tab. 

Window section. Left column left arrow in circle for back. Selected Info. Other points. To the right, the main field. Large font, Account Information. Selection field for account. Add account button. Large button Account settings, to the right of it related information. Large button Automatic Replies, to the right of it related information. Large button Tools, to the right of it Mailbox Settings. Manage the size of your mailbox by emptying Deleted Items archiving. Horizontal box, from left about 20 percent filled in blue. 2.92 GB free of 3 GB.




Window section, highlighted in red. Large button Tools, to the right of it Mailbox Settings. Manage the size of your mailbox by emptying the Deleted Items folder and archiving. Horizontal field, completely filled in red. 8,85 MG over 70 MB. Last update, 8 colon 43 AM. Your mailbox is at the maximum storage limit. Additional items connot be sent or received. 2 buttons, Empty Deleted Items Folder, Clean Up Old Items.


If you also want to know how the size is distributed among the individual folders, proceed as follows (see screenshots):

Right-click on the mailbox icon, then click on "Data File Properties" and in the mask that now opens, click on "Folder size".

This way you get another, smaller mask in which you can see your space allocation in the "Server data" tab at the "Total size" parameter.

Window section with the folders of Max.Mustermann At lrz.de, overlaid by the context menu with 10 points. Selected the last Data File Properties...



Outlook Today window - Square bracket open, Max.Mustermann At lrz.de, Square bracket close, Properties. 4 tabs, selected General, Home Page, Policy, Permissions. After various specifications quite far down, Folder size button. Upgrade to Color Categories button... Overlaid by the Folder Size window. 2 tabs, selected Local Data, Server Data. Folder name, right Max.Mustermann At lrz.de. Size (without subfolders), right 0 KB. Total size (including subfolders), right 5402 KB. Box with move bar on the right, with 3 columns and 6 entries. Columns Subfolder, Size, Total Size. At the very bottom right, Close button.




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