Email via Exchange

Employees of Heidelberg University can choose to switch to an Exchange-based email account as an alternative to the standard email account. Switching to an Exchange account can be beneficial for Microsoft Outlook users who would like to make full use of the software. Exchange also offers a web interface based on Outlook, which can be accessed on the go from any web browser.

Switching to an Exchange account is only possible for employees. The IT representative at your institution can send us a request to create an Exchange account connected to your Uni-ID (or another eligible ID, e.g., a project ID). Your email address will not be changed in the process, however, you will have to make sure that all emails from your basic email address (usually <uni-id> or <project-id> are forwarded to your current address. You can change the forwarding settings using the SOGo web interface (login, then go to "Preferences", then "Forward").

You can use Outlook Web Access (OWA) to access your account from any web browser. OWA is a web-based version of Microsoft Outlook that can be found here:

Simply login with "Domain\ID" (e.g., ad\xy9) and your regular password.

The basic storage quota per account is 10 GB. You can request an increase to 20GB via your IT representative or the IT service.

Your mailbox is backed up daily. This backup can be accessed for up to 7 days. Additional weekly and monthly backups usually make it possible to revert to any mailbox state from the last 12 months on request.

You can also use Outlook or Outlook Web Access to recover deleted messages for up to 14 days after deleting them. In Outlook, click on "Folder", then click "Recover deleted items". In Outlook Web Access, right-click on the folder "Deleted items", then click on "Recover deleted items".

Exchange supports most popular standards for accessing mails, calendar, contacts, or tasks, which are also supported by most modern mail clients. These are, among others, Mapi, ActiveSync, EWS, IMAP(S), HTTPS.

Using the account with Microsoft Outlook

Since Microsoft Outlook was built to work seamlessly with Exchange, setting up your account in Outlook is quite easy: In the "Add account" window, enter your name, the email address associated with your Exchange account, and your password. Using the Autodiscover function, Outlook will search for the university's Exchange server and receive the needed account parameters automatically. If your computer is not part of a domain (for example, if you are setting up the account from home), Outlook may ask you to provide your domain information. Click on "Further options" in the emerging window and enter "ad\<Your-Uni-ID>" and your password.

Using the account with Mozilla Thunderbird

To add your account to Thunderbird, please follow this how-to. Please take note that Thunderbird does not support all functions of your Exchange account, e.g., sending or receiving appointments does not work properly without installing third-party plugins. Since there are a great number of these plugins, which also change frequently, please understand that we cannot offer any support in these cases.

Using the account with Apple Mail

To add your account to Apple Mail, please follow this how-to.

Using the account in any other mail client

Depending on the mail client used, it may be enough to enter your email address or domain and ID (such as "ad\xy123"), and your password. If this is not the case, please use this overview of our mail server parameters to configure the mail client manually.

If you have any questions or encounter a problem, do not hesitate to contact our IT-Service.

Setting up your Exchange account in recent versions of Android or iOS is quite straightforward.

Using the account in Android

To setup your account in Android, please refer to this how-to.

Using the account on iOS

To setup your account in iOS, please refer to this how-to.

If you need help adding your account to a different mobile operating system, please get contact the IT-Service.

The Outlook app for Android and iOS saves your user name and password on external servers. Since we do not have access to these servers and thus cannot guarantee the safety of your data, the app cannot be used with the university's Exchange server.

Your IT representative can send us a request to create a generic email account (that is, an account used by multiple staff members). Please note that a generic email address needs to be tied to a project ID. Each project ID can in turn only be connected to a single account.

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