E-Mail / Groupware

E-Mail Accounts on one of the University’s Mail Servers

With their university-ID, every member of the university automatically receives an e-mail account on one of the university’s central mail servers.

These servers send and receive your mails 24/7 and save them in your mailbox.

Use advantages like

the automatic spam protection, the online telephone book, electronic signatures, calendars, mailing lists and many more.

Exchange server will be available again shortly

Please read our hints and instructions BEFORE you connect to the new server !!! So please do NOT just enter your university ID with the new password. Otherwise there is a risk of data loss.

Notes and instructions for the new Exchange server

After the cyber attack, all employees were given an account on the mailbox server. All e-mails received after the password reset are available there. Access is preferably via IMAP. But you can also work with POP. (see Configuring different email clients to access the mailbox server)

Please note that the mailboxes that were all moved to the mailbox server after the hacker attack will only be switched back to the Exchange server after your intervention (see information and instructions for the new Exchange server).


You can query all the settings for your mailbox under 'E-Mail'. There, employees can also switch their mailbox back to the Exchange server.

E-Mail for Students

Student mailboxes are on the mailbox-server. The easiest way to manage your e-mails is the webmail interface.


Configuring the Webmail-Interface
Setting up redirections, vacation notifications, language settings, deleting messages when your mailbox is full etc.

Configuring a Variety of E-Mail Clients
Outlook, Thunderbird, clients for mobile devices.

E-Mail for Employees

Employee mailboxes are mostly on the Exchange server. In addition to processing e-mails, you can also use groupware functionalities (maintain a calendar, keep task lists, create notes, manage contacts/addresses).

The easiest way to process the e-mails is the web interface OWA. You don't need to configure anything here, just enter your uni ID and password on the start page. You can access all groupware functions (e.g. calendar, tasks) directly via your browser without having to install any software.


Configuring the OWA Web Interface and a Variety of E-Mail Clients
(out of office message, forwarding, signature, rules, send on behalf, share calendar, open shared calendar, mark appointment as private, switch on cache mode)

Configuration of different email clients
for access to the Exchange server. (Out of office message, signature, set up a substitute, accept a substitute, send on behalf of others, share a calendar, open a shared calendar, create an appointment, invite someone to an appointment, accept an appointment invitation)

E-Mail Traffic Security

Electronic Signatures and E-Mail Traffic Encryption
To ensure that an e-mail really was sent by a user and has not been tampered with, we recommend using an electronic signature.

Spam Protection
Incoming e-mails are checked for spam and get marked accordingly. What happens with these mails (block or accept) is your decision and can be configured in the Selfcare Portal.

Information on the Spread of Malware via E-Mails
Criminals regularly try to obtain your login data or infect your PC with malware. Here you can find advice on how to protect your computer and what to do in case you already have a virus.

Read more

Additional Offers

Mailing Lists
Set up and manage mailing lists.

E-Mails to Large Groups of People
Send e-mails to a larger group of people inside of the university.

Registered users can exchange bigger and executable files via RWTH Aachen, by uploading said files and giving download links to other people.

Functional Mail Addresses
If needed the ZIM creates functional mail addresses for the university’s facilities. E.g. dean@INSTITUTE.uni-due.de.

Taking Over the Mail-Domain
Mail-Servers that are operated by the university’s facilities can be transferred to the central mail-servers.

Making appointments via the DFN-Appointment-Planner.

Online Telephone Register
Employees of UDE who do not use Outlook as an e-mail client, can use an online telephone register. There you find a list of all the public e-mail addresses owned by employees and student workers.

E-Mail Rules

E-Mail Introduction
How is an e-mail structured (header, signature etc.)?

E-Mail Address
What does a UDE e-mail address look like and how do you acquire an e-mail address.

Mail Policy
Information on virus- and malware-checks and restrictions in mail traffic (maximum size of attachments and maximum number of recipients).

User Guidelines
To reduce the spread of spam with a hacked ID via the university servers, our user guidelines have been tightened. Violating on of these rules will automatically lead to your account being locked.

Information on the size of your mailbox. If you reach your maximum quota, incoming e-mails will get rejected.

Alumni Arrangements
If you wish, other people still can contact you via your university e-mail address. For this you need to set up a redirection. However, there will be no actual mailbox connected to your e-mail address anymore.

Blocking of Port 25
Port 25 (SMTP) is only enabled for listed mail servers.