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Setup

Open the System Preferences and select "Internet Accounts". When you type or start typing Exchange at the top right of Search, it will be highlighted.

Window System Preferences. In the title bar on the right, search field Exchange accou, below it displayed Set up an Exchange account. In 4 lines 32 indications with icon and label, dimmed except for line 2, position 1, character At on blue circle, Internet Accounts.

Then add an Exchange account. If you have already created an account, add a new one by clicking on the small plus in the lower left corner. You can also remove an account by clicking on the minus sign next to it.

Window Internet Accounts. In the title bar on the right, search box. Short explanation. Left column, Exchange field, Mail, Contacts and 3 more ... Blank space. Below marked 2 buttons plus sign, minus sign. Right main field, Exchange, far right Mustermann, Max, Max.Mustermann At lrz.de, Details button.... Larger field with 5 details, each box with check mark, icon and description. The 5 descriptions are Mail, Contacts, Calendar, Reminders, Notes. Bottom right, question mark in circle.

If you have not yet set up an account, select Exchange from the list on the right.

Window Internet Accounts. In the title bar on the right, search box. Short explanation. Left column, No accounts. On the right in the main field, one below the other, 5 logos, iCloud, marked Microsoft Exchange, Google, YAHOO exclamation mark, Aol dot as well as Add Other Account..., below on the right, question mark in a circle.

In the next step, enter your name and Email Address.

The previous window is overlaid by the smaller Microsoft Exchange window. To get started, fill out the following information, colon. Name, input field Mustermann, Max. Email Address, marked input field Max.Mustermann At lrz.de. At the bottom right buttons Cancel, Sign in.

After you click Log In, you will be asked if you want your email to be sent to Microsoft to find your account information. This is not necessary because the account information cannot be found there.

Instead, click on "Configure manually".

Again the overlaid, smaller Microsoft Exchange Window. Sign in to your Exchange account using Microsoft, question mark. Your email address will be sent to Microsoft to discover your Exchange account information. Bottom left, Cancel button, right buttons Configure Manually, Sign in.

If the login also works with your mail address, then you only need to enter your password and the account setup is complete. The dialog should look like this:

The previous window is overlapped by the smaller Microsoft Exchange window. To get started, fill out the following information, colon. Name, input field Mustermann, Max. Email Address, input field max.mustermann At lrz.de. Password, marked input field Required. Bottom left, Cancel button, grayed out right buttons Back, Sign in.

If you get an error message, you have to add your user name in the following dialog: Enter your user name together with the domain "ads" in the form "ads\account", in the example of Max Mustermann "ads\di69soz".

The previous window is overlaid by the smaller Microsoft Exchange window. To get started, fill out the following information, colon. Name, input field Mustermann, Max. Email Address, input field Max.Mustermann At lrz.de. Username, input field ads Backslash di69soz. Password, marked input field Enter password. Red writing, Unable to verify account name or password. Bottom left, Cancel button, grayed out right button Back and button Sign in.

With the current version of Apple Mail, you must first change your username to "ads\account" and additionally enter "xmail.mwn.de" as Internal and External URL. 

Window Microsoft Exchange, Email address, colon, input field max.mustermann At lrz.de. Username, colon, input field ads backslash di69soz. Password, colon, input field Password, Internal URL, colon, input field xmail.mwn.de, External URL, colon, input field, xmail.mwn.de. Below in red font, Unable to verify account name or password. Buttons Cancel, Back and Sign in.


Shared Mailbox 

Shared mailboxes offer the possibility to collaboratively edit a mailbox. Application scenarios include function addresses (such as info@domain.de), 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.

Email

The problem with Apple Mail when configuring the shared mailbox is that you cannot specify the correct outgoing mail server right away, because Apple Mail tries to log on to the outgoing mail server with the specified user name. However, in the form that must be used for shared mailboxes, it is impossible to log on to "postout.lrz.de". For this reason, you must first specify a different server and later change to the correct server ("postout.lrz.de").


Open the System Preferences and select Internet Accounts. To add an account, click on the plus at the bottom left.

Window Internet Accounts. In the title bar on the right, search box. Short explanation. Left column, Exchange field, Mail, Contacts and 3 more ... Blank space. Below 2 buttons plus sign, minus sign. Right main field, Microsoft Exchange, far right Mustermann, Max, Max.Mustermann At lrz.de, Details button.... Larger field with 5 details, each box with check mark, icon and description. The 5 descriptions are Mail, Contacts, Calendar, Reminders, Notes. Bottom right, question mark in circle.

Since the shared mailbox in Apple Mail cannot be included like a normal Exchange mailbox due to the form in which the user name must be specified, you must expand the selection via "Add other account ..." and then select "Mail account".

Windwo Internet Accounts. In the title bar on the right, search box. Short explanation. Left column, Exchange field, Mail, Contacts and 3 more ... Blank space. Below 2 buttons plus sign, minus sign. On the right in the main field, one below the other, 5 logos as well as Add other account..., below right, question mark in circle.As before, only after the 5 logos there are now 5 more details with logo and designation. The designations are Mail account, CalDAV account, CardDAV account, LDAP account, Game Center account, far right, question mark in circle.

In the next step you will be asked for the email address and password. Enter the shared mailbox email address and your own password. The attempt to retrieve the settings automatically will fail. Only the second time you will be asked for the username.

The previous window is overlapped by the smaller Add a Mail account window. To get started, fill out the following information, colon. Name, input field Musterteam. Email Address, input field musterteam At lrz.de. Password, Thick dots input field. Bottom left, Cancel button, right buttons dimmed Back, Login.Again, a overlaid, smaller window. Email Address, input field Musterteam At lrz.de. Username, input field ads backslash di69soz backslash di69kim. Password, input field Thick dots. Hyphen. Account type, selection field IMAP. Incoming Mail Server, entry field xmail.mwn.de. Outgoing Mail Server, input field mailout.lrz.de, below in red, Unable to verify account name or password. Bottom left, Cancel button, right buttons Back, Sign in.

When the setup has worked, you can select whether you want to have only the emails or also your notes synchronized. If the mailbox is set up to receive emails, you need to change the outgoing mail server.

To do this, you need to go to the Mail App settings and switch to Accounts. Now click on the IMAP account you just set up and then switch to the Server settings tab.

Window General. 8 icons, each with an indication below it. The 8 indications are selected General, Accounts, Junk Mail, Fonts and Colors, Viewing, Composing, Signatures, Rules. Default email reader, selection box Mail. Check for new messages, selection box Every minute. New message sound, selection box New Messages Sound, Below box with check mark, Play sounds for other mail actions. Dock unread count, selection box Inbox Only. New messages notifications, selection box Inbox Only. Downloads folder, selection box Downloads. Remove unedited downloads, After Message is Deleted. Empty box, Archive or delete muted messages. Empty box, Automatically try sending later if outgoing server is unavailable. Checked box, Prefer opening messages in Spilt View when in full screen. When searching all mailboxes, include result from, colon. Checked box, Bin. Empty box, Junk. Empty box, Encrypted Messages. Bottom right, question mark in circle.Window Accounts. 8 icons as before, selected Accounts. Left column contains 2 fields. Exchange, Exchange. Lrz, IMAP. Blank space. Below 2 buttons plus sign, minus sign. On the right in the main field 3 tabs, selected Account Information, Mailbox Behaviours, Server Settings. Box with check mark, Enable this account. Status, Online, Green Circle. Description, input field Lrz. Email Address, selection box musterteam Smaller character musterteam At lrz.de Larger character. Download Attachments, selection box Recent. Empty box, Send large attachments with Mail Drop. Bottom right, question mark in circle.Accounts window as before, but in the main field selected Server Settings. Incoming Mail Server (IMAP). Username, input field ads backslash di69soz backslash di69kim. Password, input field thick dots. Host Name, input field xmail.mwn.de, below box with check mark, Automatically manage connection settings, below button Advanced IMAP Settings. Outgoing Mail Server (SMTP). Account selection field Lrz. Username, input field ads backslash di69soz backslash di69kim. Password, input field thick dots. Host Name, input field mailout.lrz.de, below box with check mark, Automatically manage connection settings. At the very bottom right, question mark in a circle.

Here you have to change the hostname at Outgoing Mail Server to "postout.lrz.de" as well as the Username from "ads\<your account>\<shared mailbox acount>" to your account. In addition, uncheck "Automatically manage connection settings" and select "Password" as the method for authentication.

As before, only different information under source server. Still unchanged Account, Username and Password. Host Name, input field postout.lrz.de, below empty box, Automatically manage connection settings. Port, input field 587, check box, Use TLS slash SSL. Authentication, selection box Password. Below right, Save button.


Calendar

In the Apple Calendar app on the Mac, it is possible to include the calendar of a shared mailbox. However, to do this, you must first set up the delegate permission for yourself in the shared mailbox.

Once you've set up this permission, to set up the calendar, open the Calendar app's Preferences. There, switch to Accounts and then select the "Delegation" tab.

Window General. 4 tabs, General, marked Accounts, Alerts, Advanced. The rest is unimportant.Window Accounts. 4 tabs, General, selected Accounts, Alerts Advanced. Left column one field Exchange, Exchange. Blank space. Below 2 buttons plus sign, minus sign. On the right in the main field 2 tabs Account information, marked Delegation. The rest is unimportant.

To add it, click the plus. Then, when you start entering the account or the email, you will see suggestions. Select the desired mailbox from them, otherwise it will not work.

As before, only this time the Delegation tab is selected. Accounts I can access, colon. Empty table, below it buttons marked plus sign, minus sign. The rest is unimportant.As before, only this time the Delegation tab is changed. Accounts I can access,  colon. Table with 4 columns and one entry. Column Show, empty box on red background. User column, musterteam At lrz.de. Columns Calendar and Tasks, each empty on red background. Below the tab buttons dimmed plus sign, minus sign. You can change who can access your account by clicking the Edit button. Right button Edit... At the bottom right, question mark in a circle.

In order for the calendar to be displayed, the "Show" checkbox must be checked.

As before, only this time in the table the entry is complete, in white on a red background. Column Show, marked tick. User column, Musterteam. Calendars column, Read and Write. Tasks column, Read and Wri...Calendar window. 2 buttons Calendar, plus sign. In the center 4 connected buttons Day, Week, selected Month, Year. Right search field. Left column. On My Mac area with 2 subitems. Empty box, Home. Empty box, Work. Exchange area with 1 subitem. Checked box, Calendar. Checked box, Delegates. Unchecked box with tick, Musterteam, subitem Box with tick, Calendar. Other area without subitems. Below, Monthly overview March 2022. On the right in the main field, the large monthly overview March 2022 with day fields.

Add/share calendar

If you want to add a shared calendar to the Calendar app or share your own calendar with others, open the Calendar settings.

Go to Calendar in the menu bar and then select "Preferences...". The keyboard shortcut is Command-Comma.

From the "General" tab, switch to "Accounts" and then from "Account information" to "Delegation".

Screen capture in the upper left corner. Apple icon, Calendar expanded. Item 2 is highlighted and selected, Preferences..., right command icon comma.Window as before. Accounts tab selected under the title bar. In the main field selected tab Delegation. The table is empty.

Share your own calendar 

To share your calendar, click on "Edit..." at the bottom right of the Delegation in the calendar preferences.

A window will open. Click there on the small plus and then search in the appeared line for the person who should receive the access.

The previous window is overlaid by a smaller window. Manage Account Access. Table with 3 columns and one incomplete entry. Column Name, entry field schnuppe, below Christiana Schnupperer. Columns Calendars and Tasks, each selection field Read only with red background. Below the table, 2 buttons dimmed plus sign, minus sign, wheel icon for processing running, Searching for users..., right button Done.

Once you have selected the user, you can still adjust the permissions. To do this, click on "Read only" in the Calendar column. The following menu opens, from which you select the permission level to be assigned.

Selected Read and Write. Read and Create. Check mark, Read Only. No Access.

Like the picture before last, only now in the table the entry is complete. Name column, Schnupperer, Christiana. Column Calendars, Read and Write. Column Tasks, marked selection field Read only. Below the table, 2 buttons plus sign, minus sign, right button Done.

Afterwards you can still choose whether you want to share your tasks as well or not. If you do not want to do this, change the setting from "Read only" to "No permissions".

Click "Done" to complete the sharing process.

Open shared calendar

Unfortunately, it is not possible to display the free/busy times of other calendars in the Apple calendar. To open a third-party calendar, you need at least read permissions.

If you click on the plus in the lower left corner of the calendar settings, you can search for the person who shared the calendar with you in the row that appears. You can search by name or email.

Window as before. Accounts tab selected under the title bar. In the main field selected tab Delegation. Table with 4 columns and one incomplete entry. Column Show, empty box on red background. User column, entry field Schnuppe, below Christiana Schnupperer. Columns Calendar and Tasks, each empty on red background. Below the table, 2 buttons dimmed plus sign, minus sign, wheel icon for processing running, Searching for users ... You can change who can access your account by clicking the Edit button. Right button Edit... At the very bottom right, question mark in a circle.

Select the appropriate person and check the "Show" box.

When checked, the calendar will appear in the Calendar app under "Delegates".

Top left pane. Left column 3 sections, On My Mac, Exchange, Delegates. In the last expanded box with check, Christiana Schn..., subitem box with check, Calendar.


Notes

Filter rules

Filter rules that you create in Apple Mail are not transferred to the Exchange Server. We therefore recommend that you create filter rules in Outlook on the Web.

How do I set up an out of office message?

Make a right click on "Inbox". If you have multiple mailboxes, right-click on the email address below the Inbox. Then select "Account info". Now switch to "Out of Office".

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

Windwo Account info. Account, selected Exchange, round bracket open, Exchange, round bracket closed. 3 tabs, Messages on Server, selected Out of Office, Summary. Empty box, Send Out of Office replies, dimmed selection box Until disabled. Starting, dimmed select box 3. 3.2022 comma 07 colon 00, Ending, dimmed select box 4. 3.2022 comma 07 colon 00. Internal Reply, colon. Large blank field. External Reply, colon. Large empty field.

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

Typical error messages

Why can't I send emails 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 cannot send any more emails and when you try to send another email, the adjacent message pops up.


The reason is 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 emails are sent, even via compromised accounts. This keeps the risk of LRZ mail servers getting onto so-called "denylists" as small as possible.


Window with email overlaid by a window. Cannot send message usion the server Exchange (Exchange). An internal server error occurred. The operation failed., The message can't be submitted because the sender's submission quota was exceeded. Select a different outgoning mail server from the list below or click Try Later to leave the message in your Outbox until it can be sent. Sending from, double apostrophe Mustermann, Max, double apostrophe, lowercase Max.Mustermann At lrz.de uppercase. Field for 5 lines with the selected line Exchange (Exchange), to the right of it 2 buttons one below the other, Edit SMTP Server List,  Connection Doctor. At the bottom 4 buttons, question mark, Edit Message, Try Later, selected Try Sith Selected Server.

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 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. If the quota is significantly exceeded, you will also no longer be able to receive messages.

Window Inbox Exchange (1 message). Toolbar. Filter, Get Mail, New Message, Archive, Delete, Junk. Search. Left column, basically a field with the text Microsoft Oulook, Your mailbox is almost full. On the right, the main field. quota-warning At ads.mwn.de, on the right, information about mailbox and time. Your mailbox is almost full. To, Max.Mustermann At lrz.de. Hyphen. Your mailbox is almost full. Mainly colored bar, 1005MB, to the right of it 1024MB. Please reduce your mailbos size. Delete any items you dont't need from your mailbox and empty the Deleted Items folder.

If you have reached the limit for sending, the following message will pop up when you try to send, indicating that you have exceeded the mailbox quota.

Window with email overlaid by a window. Cannot send message using the server Exchange (Exchange). Your mailbox quota on the Exchange server has been exceeded. If the problem persists, contact your Exchange Server administrator. Select a different outgoing mail server from the list below or click Try later to leave the message in your Outbox until it can be sent. Sending from, double apostrophe Mustermann, Max, double apostrophe, lowercase Max.Mustermann At lrz.de uppercase. Field for 5 lines with the selected line Exchange (Exchange), to the right 2 buttons one below the other, Edit SMTP Server List, Connection Doctor. At the bottom 4 buttons, question mark, Edit Message, Try Later, selected Try With Selected Server.

You can see the current size of your mailbox by right-clicking on "Inbox". If you have several mailboxes, right-click on the email address below the Inbox. Then select "Account Info". There you will also see the sizes of the individual folders. Unfortunately, you cannot see here what quota you have (how large your mailbox may become), nor what percentage of your mailbox is occupied. But you can check this in Outlook on the Web.

Window Account Info. Account, select Exchange, open round bracket, Exchange, close round bracket. 3 tabs, selected Messages on Server, Out of Office, Summary. Table with 3 columns, Mailbox, Messages, Size. 19 entries, in the column messages is the number of messages. Below the table 1.05 GB (28.594 Messages), right dimmed button Show Messages.


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.

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.

Sign emails digitally with S/MIME

To add a digital signature to an email, you don't have to do anything else in Apple Mail after you add the certificate. Apple Mail itself looks in the keychain to see if a certificate is available for the email address. If a suitable one was found, all emails will be signed automatically.

If you do not want the email to be signed, click on the blue button. If it is gray, the email will be sent unsigned.

Email Window. To, Schnupperer, Christiana, right plus sign in circle. Subject, Empty, right marked 2 icons, Open lock, hook in gear on blue background.

Encrypting emails with S/MIME

The same applies to encryption as to signing. The only difference to signing is, you need not only your own certificate, but also the certificate (more precisely: the public key) of the recipient. If you have both keys, the email will be automatically encrypted and signed. How to get a public key is described below.

Email Window. To, Schnupperer, Christiana, right plus sign in circle. Subject, Empty, right highlighted 2 icons, both on blue background, Closed lock, check mark in gear.

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 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, Apple Mail saves the certificate in your keychain and you can send encrypted emails to this recipient. 

Where can I see which certificates I have stored? 

Open the keychain management and select the keychain "Login". In the field at the bottom left, you can then set the filter to "Certificates".

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