Groupware (email, calendar, contacts, tasks)
Groupware (email, calendar, contacts, tasks)
The IT-Dienste provide you with the groupware services email, calendar, contacts and tasks. These services have been produced with the Exchange 2016 system from Microsoft since 10.12.2016.
You can access the functions offered by Exchange in different ways depending on the available equipment: With any device that has a Web browser, you can use Outlook on the web.
In addition, depending on the operating system of your device, you can use dedicated programs (apps) to access all or part of the Exchange functionality.
Regardless of the operating system (*) of your device, you can use Outlook on the Web using your Web browser. The functionality is essentially the same as that of Outlook, so that you can use the typical groupware functions under a uniform interface even with non-Windows based end devices. Please note that the system time must be set correctly in your device.
Supported web browsers for Outlook on the web are Microsoft Edge, Internet Explorer 11, and the latest versions of Mozilla Firefox, Google Chrome and Apple Safari. In Mozilla Firefox, the creation of the chronicle must be allowed. It is not possible to open Outlook on the Web in a private window.
* To use Safari, an operating system version of Mac OS X Mavericks or later (10.9.0 or later) is required. If you are using an older OS X operating system version, you can use the service with a current version of the Firefox browser, for example.
On Windows computers we recommend the use of Outlook from version 2010 onwards. This e-mail client provides you with the typical groupware functions under a uniform interface in a convenient and comfortable way. How to configure your device accordingly is described in detail on these help pages.
On Apple computers running Mac OS X Mavericks or later (10.9.0 or later), you can use Apple's Address Book, iCal and Mail applications. Instructions on how to set them up can be found here. If you prefer to use the Outlook interface instead of the above-mentioned Mac OS X applications, you can also install Microsoft Outlook for Mac 2011. It is described here how you should set it up.
The groupware service can also be used with common smartphones. The prerequisite for this is one of these operating systems, for which we provide set-up instructions here:
- Android from version 4.4. 3
- iPhone from iOS 9.x
- In addition, access to Exchange 2016 with the help of other smartphone operating systems will probably also work, but we cannot offer you any support for these in the event of problems.
Please note that for data protection reasons, you must agree to the mobile device guidelines when using the groupware service with smartphones. The guidelines include the following security settings:
- mandatory access protection of the smartphone by PIN
- the PIN must be four digits long
- the smartphone is locked after 15 minutes of inactivity at the latest
- the data of the smartphone is reset after 8 attempts to enter the PIN
- Consent to reset the smartphone data remotely
Below you will find the necessary information for connecting an email application or a corresponding app to the IMAP and SMTP servers of Oldenburg University.
The exact steps may vary slightly depending on the email client you use, but should be quite similar.
Connect to the IMAP server (retrieve email)
Open your email client: Start the email programme or app you are using on your computer or mobile device.
Open account settings: Navigate to the account settings. This may be named differently depending on the email client, e.g. "Accounts", "Settings", "Add account", etc. Add new account: Select to add a new email account. Select account type: Select "IMAP" as the account type you want to add. Enter server information: Server address: imap.uni-oldenburg.de Port: 993 Select encryption settings: SSL/TLS Select authentication method: Password Enter username (four letters four numbers) of your user account and password.
Synchronise folders: After a successful connection, your email folders from the server should be displayed in your email client. The client will download and display the emails.
Part 2: Connect to the SMTP server (send email)
Open account settings: Go to the account settings in your email client again.
Add SMTP account settings: Select to add SMTP server information. Enter server address and port: Enter the following information: SMTP server address: smtp.uni-oldenburg.de Port: 587 Select encryption settings: STARTTLS Select authentication method: Password Enter username (four letters four numbers) of your user account and password. Send email: Your email client should now be able to send emails via the SMTP server.
Please note that the exact steps may vary depending on your email client. Use these instructions as a general guide and follow the instructions of your specific email client to establish a successful connection.
- Incoming e-mails must not exceed a size of 100MB. Larger e-mails are returned to the sender with an error message.
- Sent e-mails may not exceed a size of 100MB. Larger e-mails will not be sent; the user will be informed accordingly. When sending large e-mails, please note that the e-mail system of the recipient of your mail may have other size limits.
- Use the IT Services Cloud Storage service for exchanging large amounts of data.
- Emails in the Deleted Items folder of your mailbox are automatically deleted after 30 days.
- E-mails in the Junk E-mail folder are automatically deleted after 14 days.
- Incoming e-mails with a known SPAM characteristic will not be delivered. These e-mails are rejected.
- Incoming e-mails containing a newsletter are marked accordingly and delivered.
- When manually classifying e-mails as SPAM with the help of an e-mail client (e.g. Outlook), the e-mails classified in this way are filed by the client in the Junk E-mail folder.
- If you receive an e-mail with suspected SPAM or malicious code in your inbox, forward it as an attachment in a new e-mail, with the subject "Please detect this as spam", to the following address: .
- Handling of e-mails in which malicious code (e.g. viruses, Trojans, malware) is detected:
- Incoming e-mail: These mails will not be delivered. The sender will be informed about this in a reply mail with a German and English notice text.
- Outgoing e-mail: These mails will not be sent. The sender will be informed about this in a reply mail with a German and English notice text..
- Handling of e-mails that contain an unauthorised attachment:
- Incoming e-mail: The unauthorised attachment is checked for active and harmful content, cleaned if necessary and delivered to the recipient. If the unauthorised attachment is an executable program, the e-mail will not be delivered. The sender will be informed of this in a reply mail with a German and English notice text.
- Outgoing e-mail: An e-mail with an unauthorised attachment will not be sent. These e-mails are stored in the quarantine area of the e-mail system for a maximum of 7 days. The sender will be informed of this in a reply e-mail with a German and English notice text.
- Handling of e-mails that contain an attachment that cannot be checked:
- Incoming e-mail: If there is a non-verifiable file in the attachment (e.g. password-protected archives), the mail is delivered with the attachment and the recipient is warned with a German and English notice text.
- Outgoing e-mail: There is no restriction on sending attachments that cannot be checked. Please note that the recipient's e-mail system may not deliver a corresponding e-mail.