Campus Management

E-mail with Microsoft Exchange

Short description

Central email and calendar service for TU members based on Microsoft Exchange. The mail service has integrated spam and virus protection, and all e-mails are encrypted in transit.

Service category

Target groups

Status

General

The ZECM operates an exchange server for e-mails for TU members. You can use the service either via an application on your computer and smart device or via a web interface directly in your browser. To ensure your security, all incoming and outgoing emails are checked for spam and viruses and encrypted in transit.

In addition to e-mail, the Exchange service also provides calendar and groupware functions. Students can set up their email account so that messages are forwarded directly to a private email address. Please note that in this case the messages are not stored on the ZECM email server and the email account cannot be used via the web interface.

Please also see our detailed pages on the functionalities of Exchange as well as the FAQ, which we are constantly updating.

To note

  • Please be aware that there are always fake e-mails in circulation that purport to be from the ZECM and ask you to log in to a website. These are phishing attempts! The ZECM postmaster team will not send you any such mails. We do not need your access data for mail migrations or for renewing accounts, as is often claimed in these mails.
  • Members of departments with their own mail server, such as Faculty 2 - Mathematics and Natural Sciences, please contact the respective departments directly for questions regarding their mail account.
  • With direct email forwarding, incoming messages are not stored on the ZECM email server and the webmail interface cannot be used.

Access

You can reach the service via the following URL:
https://mail.tu-berlin.de/

Requirements

  • TUB-Account

Features

HowTos

Frequently asked questions

How do I save my login information under Windows?

  1. Open the Control Panel" > "User Accounts".
    In the User Accounts window, you must click on the account of the user currently logged in.
  2. In the list on the left, please select the option "Manage your own login information".
  3. Click on Windows Credentials
    In window "Login information management" click on "Add Windows credentials".
  4. Enter server and user information
    Server: *.tu-berlin.de
    User: TUB account name
    Password: TUB Passwort
    Confirm with"OK".

What can I do about the constant password request?

If your Outlook keeps asking you for your password even though you have the correct one, please try to download the following file, unzip it and execute it by double-clicking on it. The entry in the registry prevents the repeated query. Administrator rights are required for execution.

Office365-autodiscover

Outlook always sets up IMAP profiles instead of Exchange profiles

Please download the following file. Unzip and execute it by double-clicking. Admin rights are required for execution.

Office365-autodiscover

What do TU employees have to consider when forwarding official e-mails?

As an employee of the TU Berlin, please note that messages from TU Berlin employees often contain personal data of third parties or data covered by official secrecy. The TU Berlin's official data protection officer therefore recommends that you refrain from forwarding messages to external e-mail systems.

"The forwarding of e-mails to another address is only possible to servers that are operated within the TU Berlin infrastructure." This decision is based on the recommendation of the TU Berlin's official data protection officers.

Messages are transported within the TU Berlin exclusively via encrypted connections. This security cannot be guaranteed outside the TU Berlin infrastructure. Therefore, it cannot be ruled out that messages forwarded via this route may be intercepted by unauthorised third parties.

Furthermore, it cannot be ruled out that the target systems are operated in states with a non-secure level of data protection or that e-mails are forwarded by the operator of the target systems to further state or non-state organisations.

What are the blackout periods for email addresses?

Via the structure administration in the TUB portal, you can create additional e-mail addresses for your staff as well as for mailing lists and team boxes with the role structure administrator. Since personal content can also be received via e-mail addresses, blocking periods must be observed after deletion in certain cases before reassignment.

The retention period after deletion is 3 years. Only after this period has expired may the e-mail addresses concerned be reassigned.

The blocking period is mandatory for all personal e-mail addresses for data protection reasons. This is to prevent personal content from being inadvertently delivered to unauthorised persons after the owner of the e-mail address has changed.

Which email addresses are considered "personal"?

An e-mail address is personal if it suggests that a specific person can be reached via it. This is the case, for example, with e-mail addresses in the form 'Nachname@einrichtung.tu-berlin.de'. In principle, we assume that e-mail addresses that point to a TUB account are personal and are therefore subject to the blocking period. If you have already assigned a non-personal function address, e.g. sekretariat@einrichtung.tu-berlin.de, to a TUB account, please contact us. We will then help you to change the function address to a new destination.

E-mail addresses on mailing lists and team boxes are not considered personal and are not subject to a blocking period.

What are function addresses and how should I use them?

Function addresses are non-personal e-mail addresses, i.e. addresses that do not directly suggest a specific person as the recipient. Examples of function addresses:

    sekretariat@org.tu-berlin.de
    course1@org.tu-berlin.de
    homework@org.tu-berlin.de

If you need such a function address, please do not assign it to a TUB account, but to a team box or a mailing list. This way you can easily change the addressees via the team affiliation or mailing list recipients without having to observe the blocking period. You can then also easily delete this e-mail address and immediately reassign it to another team or mailing list.

 

Why are Outlook for IOS and Android not supported?

This app has been blocked for data protection reasons. The app stores your passwords and e-mails on a TU external server for further processing. We recommend that you change your password via the TUB portal after entering it. For further information, please refer to the app's security policy: www.acompli.com/privacy-policy/ or on Heise: http://www.heise.de/mac-and-i/meldung/Microsofts-Outlook-App-schleust-E-Mails-ueber-Fremd-Server-2533240.html

Why do different folder names exist for sent or deleted items in my Exchange account?

Different email clients reserve various IMAP folders for special purposes, such as for drafts, sent messages or the trash. The result is often many new folders such as "Deleted Items", "Deleted Objects", "Trash", which are automatically created by the e-mail programme for this purpose when first used.

Why can I receive e-mails in my e-mail client but not send them?

Some email clients automatically use the user name entered to both receive and send messages during the initial configuration. Please check your configuration or follow our detailed instructions for error-free setup.

How big can e-mail attachments be?

The size an attachment may have depends on the provider and is usually 5-40MB. At the TU Berlin it is 100MB, but only 32MB when using webmail.</p

What is the meaning of error "not Found by legacy encapsulated email adress lookup"?

This is a problem in the client's mail cache. Please clear the address cache and try again

Notes on forwarding e-mails for TU students

For students, e-mails containing personal data relating to their studies are also forwarded and thus leave the secure area of the TU Berlin environment.

On the way of the e-mails to the specified private e-mail account, e-mails are routed via various mail servers, not infrequently also via mail servers in states with a non-secure level of data protection. The TU Berlin has no way of preventing third parties from accessing the emails outside its infrastructure. Likewise, it cannot be ruled out that the operator of the private account forwards the emails to state or non-state organisations.

What to do if search results in Outlook 2019 are incomplete?

Due to a bug, Outlook 2019 often does not display all search results. Technically experienced users with admin rights on the computer can try the following:

Start "Registry Editor" und create a new key here: HKEY_CURRENT_USER\Software\Policies\Microsoft\Office\16.0\Outlook\Search

Value name: DisableServerAssistedSearch
Value type: REG_DWORD
Value: 1

Why does Exchange want so many rights on my end device when using ActiveSync?

This is a business feature that allows you to remotely reset the device if it is lost or stolen. (remove).

Sent mails with S/MIME signatures are displayed as invalid by Thunderbird

In Outlook, change the default setting of the hash algorithm from SHA1 to SHA 256 and make sure that the encryption algorithm is also set to AES (256-bit).
To do this, open Outlook and select "File" > "Options" > "Trust Center" > "Trust Center settings" > "Email security" > "Encrypted email messages" section > "Settings"

Hash algorithm: Select SHA256 from the drop-down menu
Encryption algorithm: Make sure that AES (256-bit) is set.

Then confirm your changes by clicking on the "OK" button
Close Outlook and then restart it.