Email Account via Exchange - University Computing Centre Heidelberg (2024)

Frequently Asked Questions

Table

Question	Answer

Question	Answer
How can I get an Exchange account?	Switching to Exchange is only possible for Heidelberg University employees through their respective IT representative. The IT representative of your institute can request for an Exchange account to be set up for you under your Uni ID or project number. This process will not change your email address. You only need to configure the forwarding from your standard email address <uniid>@uni-heidelberg.de or <projectnumber>@uni.heidelberg.de to your Exchange mailbox via the SOGo web interface. To set up forwarding, please log in to your SOGo account and select Preferences/Forward.
How do I access my Exchange account via browser?	You can use your account in your browser with Outlook Web Access (OWA), which is a web-based alternative to Microsoft Outlook. You can open Outlook Web Access logging in with you domain\ID (like ad\xy9) and your password to the address: https://exchange.uni-heidelberg.de/owa
What is the allotted storage quota for my account?	The basic storage quota per account is 10 GB. You can request an increase to 20 GB via your IT representative or the IT service.
Can I forward my emails to another email address and is forwarding to private email accounts permitted?	It is essential to maintain confidentiality especially when dealing with work-related emails. For this reason, the Email Use Policy stipulates that University employees are generally prohibited from automatically forwarding official emails from their University email account to a separate, non-University email account.
Is my mailbox backed up regularly? Can I restore deleted emails?	Your mailbox is backed up daily. This backup can be accessed for up to 7 days. Weekly and monthly backups allow the contents of a mailbox to be restored on a weekly or monthly basis, for up to six months. Exchange also offers the possibility to recover messages for up to 6 weeks after their deletion. To do this, in Outlook, select "Folder", then click "Recover deleted items". In Outlook Web Access, right-click on "Deleted items", then click "Recover deleted items".
How can I use the Exchange account with Microsoft Outlook or another mail client?	Exchange supports most common standards for accessing email, calendars, contacts, or tasks supported by most modern mail clients. These include Mapi, ActiveSync, EWS, IMAP(S), HTTPS. Use 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 (such as 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. Use with Mozilla Thunderbird To set up your account with Thunderbird, please follow the How-to "Set up your Exchange account in Thunderbird". Please be aware that Thunderbird does not support all functions of your Exchange account, e.g., sending or receiving appointments is only possible with the installation of third-party plugins. Due to the great number of such plugins and their constant changes, we ask for you understand that we cannot offer any support for these matters. Use with Apple Mail To set up your account with Apple Mail, please follow the How-to "Set up your Exchange account in Apple Mail". Use with another mail client Depending on the mail client, 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. You can find the server information on our page “Email Server Overview”, which is linked below under “Additional information”. If you have further questions or need help with any issues, please contact our IT service.
How can I use a Exchange account with my smartphone?	Setting up your Exchange account in the standard operating systems Android or iOS is quite straightforward. Using the account in Android To setup your account in Android, please refer to the How-to "Set up an Exchange account in Android". Using the account on iOS To setup your account in iOS, please refer to the How-to "Set up an Exchange account in iOS". If you need help setting up your account in a different mobile operating system, please contact the IT-Service.
How can I setup a generic email account?	Your IT representative can send us a request to create a generic email account (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.

FAQs

Email Account via Exchange - University Computing Centre Heidelberg? ›

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What is an Exchange server email account? ›

A Microsoft Exchange account is a work or school email account. The organization that gave you the Exchange email account is running a Microsoft Exchange Server, or is using Microsoft 365 which uses Exchange Server to provide email.

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How do I access my Exchange webmail? ›

Open a web browser and go directly to the Outlook Web App (OWA) or via the Microsoft 365 portal: https://outlook.office.com – to go directly to your Outlook mailbox.

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What is the email address for University of Heidelberg? ›

For any questions, please contact the Office of Admission at admission@heidelberg.edu.

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How do I get an Exchange email account? ›

How can I create an Exchange account?

Step 1 - Click Create account in the Email tile.
Step 2 - Choose an Exchange plan.
Step 3 - Enter the account details.
Step 4 - Add payment information.
Step 5 - Login to Microsoft and complete the setup.
Step 6 - Password creation.
Step 7 - Multi-factor authentication.
Step 8 - Done.

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Is Exchange email the same as Outlook? ›

While both handle your emails, calendars, and contacts, Microsoft Exchange and Outlook serve distinct functions. Exchange operates as a robust server infrastructure, while Outlook provides a user-friendly interface for accessing and managing your information.

What is the format for Heidelberg distributing email? ›

The most common Heidelberg Distributing email format is [first]. [last] (ex. jane.doe@heidelbergdistributing.com), which is being used by 88.7% of Heidelberg Distributing work email addresses.

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What is a university email address? ›

An Edu email is a type of email address that is issued to students by educational institutions. It typically includes the name of the school and ends with the “. edu” domain extension. This type of email address can be useful for students as it often provides access to exclusive discounts and services.

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How do I contact Heidelberg? ›

Call Us: (800) 437-7388.

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What is my Exchange email username? ›

Your Exchange username will generally take the form of 'username@domain.com', or 'DOMAIN\username'. Your Exchange server will generally take the form of 'mail.domain.com'.

Why can't I access my exchange email? ›

Confirm that your email address and password are correct. If you use two-factor authentication, you'll need to enter a third-party app password. Review documentation from Microsoft to learn how to generate a third-party app password. Some Exchange servers require a custom username to log in.

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Can you add Exchange account to Gmail? ›

From the menu of email account types, select Exchange and Office . Enter your email address, then tap Next . Enter the password for your email account, then tap Next . Complete the "Address configuration" page.

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How do I find my Exchange Server email? ›

Method 1: Using Outlook's Account Settings

Start Outlook.
Click the “File” tab on the left top corner. Select “Account Settings” from the drop-down menu.
Go to the “Email” tab in the Account Settings window. Select your Exchange email account. Below the email address is the name of the Microsoft Exchange Server.

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What email server is Exchange? ›

Microsoft Exchange Server is a mail server and calendaring server developed by Microsoft. It runs exclusively on Windows Server operating systems. The first version was called Exchange Server 4.0, to position it as the successor to the related Microsoft Mail 3.5.

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Does Gmail use Exchange Server? ›

This is true whether the email client is on a phone, tablet, or another device. Once enabled, Gmail uses the Microsoft Exchange technology and ActiveSync protocol to form what's called Google Sync to keep your emails, calendar events, and contacts in sync between your online account and device.

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What is your Exchange Server? ›

Exchange Server includes calendaring software, email, and a place to manage your contacts. Many small, medium, and large organizations use Exchange and some email providers have Exchange accounts for home and personal accounts.