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When you start Evolution for the first time, or if you haven't set up an account yet, a wizard will automatically start to help you include your email accounts.
You will now be asked for your password. Enter this and click OK.
In the next step you can change the name of the Account Information.
Then you can complete the setup.
Shared mailboxes offer the possibility to work together on a mailbox. Application scenarios are, for example, function addresses (such as email@example.com) or common chair calendars (e.g. for vacation planning) or even common contacts of the chair, which all may read or which several people manage together.
In Evolution, you do not include a shared mailbox as another mailbox as in Outlook, but you subscribe to the individual folders of the shared mailbox. A shared mailbox is therefore included in the same way as the shared folders of another user. The mail address of the shared mailbox is entered as an alias in your own account. Then, when sending an email, you can select the desired sender address from a drop-down menu.
Then subscribe to the mail folders. Again, right-click on the top level of the mailbox and then select "Subscribe to folder of other user...".
To search for the shared mailbox, click Choose and enter the identifier or email address and select the mailbox from the list.
Then select "Inbox" in the "Folder name" drop-down menu, check "Include subfolders" and click "OK".
Add the calendar to the shared mailbox in the same way, but instead of Inbox select Calendar.
You now find the subscribed folders in your mailbox under "Foreign Folders". This is not a real folder in your mailbox. The developers of Evolution came up with this way of displaying shared folders. In other clients or in Ooutlook on the Web "Foreign Folders" does not appear, there a different display is used.
Set up delegate access
Switch to the calendar view by clicking "Calendar" in the column on the left side at the bottom.
Select the calendar you want to share, right click on it and select "Permissions...".
Open a shared calendar
To open a shared calendar, you need to subscribe to it like a shared folder.
Switch to the Mail view and right-click on the top level of the mailbox (the email address written in bold) and then select "Subscribe to folder of other user...".
Click on "Choose" and there search for the user whose calendar you want to open.
If you only want to open the free/busy times, select "Free/Busy as calendar" from the drop-down menu next to "Folder name".
If you have been given higher permissions on the calendar, then select Calendar.
Examples for filter rules
Filter mailing lists...
How do I set up an out of office message?
To do this, proceed as follows:
- Preferences → Mail Accounts → Select your account → Out of Office
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 (firstname.lastname@example.org).
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 some Exchange clients or require a plugin for PGP.
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.
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.
A new window opens asking you to enter a password. This password was set by you before you exported the certificate and the associated private key to the P12 file.
Signing emails digitally with S/MIME
To add a digital signature to an email in Evolution, go to the "Options" tab before sending and click "S/MIME Sign". If you want to automatically sign every email, you can configure this in the Security Settings.
Encrypting emails with S/MIME
If you want to encrypt an email, proceed in the same way as for signing an email. Select the option "S/MIME Encrypt". In contrast to signing, you need not only your own certificate, but also the certificate (more precisely: the public key) of the mail recipient.
How do I get the public certificate of a recipient?
To send encrypted emails you always need the certificate of the recipient. If you do not have this, there are several ways how you can possibly 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 to this recipient.
Typical error messages
Why can't I send emails anymore?
If you have sent a lot of emails or emails with a large number of recipients in one day, it is possible that you will not be able to send any more emails and the message on the right will appear.
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, and thus to minimize the risk of LRZ mail servers ending up on so-called "denylists".
Own mailbox full
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 email@example.com). If the memory consumption continues to increase, you will no longer be able to send messages. If the quota is significantly exceeded, you will also no longer be able to receive messages.
If you have reached the limit for sending, the adjacent message will appear when you try:
If you have reached the limit for receiving, the following banner will appear when you try to edit and save emails:
Your changes will not be transferred to the server.
From this point on, you will no longer be able to receive and send emails.
Destination mailbox full
It is also possible that the mailbox of the person you want to send an email to is full.
You will receive an undeliverable notification in a timely manner. This may look something like this.