Setting up an email account in Outlook

Screenshot: Einrichtung eines E-Mail-Kontos in Outlook 1
You can use these instructions to set up email accounts located on the imap.urz.uni-heidelberg.de server or the Instmail server. To set up an Exchange account in Outlook, please see these instructions (with Active Directory) or these instructions (without Active Directory).

1. Open Outlook. If no email account has been set up yet, the "Add New Account" window will open. In this case, proceed to step 4.

2. If another email account has been set up, you can manually open the "Add New Account" dialog box. To do so, click on the "File" tab. In the "Info" category, click on "Account settings" and finally on "Account settings" in the dropdown menu.

Screenshot: Einrichtung eines E-Mail-Kontos in Outlook 2

3. In the "Email" tab, select "New".

Screenshot: Einrichtung eines E-Mail-Kontos in Outlook 3

4. In the "Add New Account" window, select "Manual setup or additional server types". Then click on "Next".

Screenshot: Einrichtung eines E-Mail-Kontos in Outlook 4

5. Select "POP or IMAP", then click on "Next".

Depending on your account type, you now have to enter different server settings. For step 6, please follow the instructions relevant to your account type in the following drop-down boxes.

 

6.1. In the next step, enter the following information:

Your Name: First and last name

  • Email Address: Your entire email address (<Name/id>@uni-heidelberg.de, i.e. <Name/id>@stud.uni-heidelberg.de)
  • Account Type: IMAP
  • Incoming mail server: imap.urz.uni-heidelberg.de
  • Outgoing mail server (SMTP): mail.urz.uni-heidelberg.de
  • Username: Your Uni-ID or project number
  • Password: The password for your Uni-ID or project number.

6.2. Next, click on "More Settings..."

Screenshot: Einrichtung eines E-Mail-Kontos in Outlook - Cyrus 1

 

6.3. In the new window, click on the "Outgoing server" tab and check the box next to "My outgoing server (SMTP) requires authentication". Then click on "OK".

Screenshot: Einrichtung eines E-Mail-Kontos in Outlook - Cyrus 2

6.1. In the next step, enter the following information:

Important: Here and in the following instructions, please always replace the placeholder institute-abbreviation with the correct institute from your email address.

Example: For the email address max.mustermann@alumni.uni-heidelberg.de, alumni is the correct institute abbreviation. This abbreviation is used as an example in the screenshot below.

  • Your Name: First and last name
  • Email Address: Your complete email address (first-name.last-name@institute-abbreviation.uni-heidelberg.de)
  • Account Type: IMAP
  • Incoming mail server: mail.institute-abbreviation.uni-heidelberg.de
  • Outgoing mail server (SMTP): mail.urz.uni-heidelberg.de
  • Username: Your complete email address (first-name.last-name@institute-abbreviation.uni-heidelberg.de)
  • Password: Your password

6.2. Next, click on "More Settings..."

Screenshot: Einrichtung eines E-Mail-Kontos in Outlook - Instmail 1

6.3. In the new window, click on the "Outgoing server" tab and check the box next to "My outgoing server (SMTP) requires authentication".

Screenshot: Einrichtung eines E-Mail-Kontos in Outlook - Instmail 2

6.4. Now click on the "Advanced" tab. Enter the following information, i.e. select it in the dropdown:

  • Incoming mail server (IMAP): 993
  • Use the following encryption type: SSL
  • Outgoing mail server (SMTP): 587
  • Use the following encryption type: TLS

6.5. Confirm by clicking "OK".

Screenshot: Einrichtung eines E-Mail-Kontos in Outlook - Instmail 3

Screenshot: Einrichtung eines E-Mail-Kontos in Outlook 5

7. Click on "Next". Outlook will test your email settings. After the test has been completed successfully, close it and click "Finish". Your email account is now set up in Outlook.