ServiceEmail Account via Exchange

Email account via Exchange with Groupware (as an alternative to a standard account)

Employees of Heidelberg University can obtain an Exchange-based email account as an alternative to the standard email account. Using an Exchange account can be beneficial for users who would like to take advantage of the full functionality of Microsoft Outlook. Exchange also offers a web interface based on Outlook, which can be accessed on the go from any web browser anywhere in the world.

Target group

  • University employees

Use

The exchange server is a service for Heidelberg University employees.

  • Send and receive emails
  • Save and share appointment in your calendar
  • Create your own address book
  • Access to collective address books
  • Create and share to-do lists
  • Set up out-of-office messages
  • Set up an email signature
  • Access to your emails and all other functionalities from anywhere via the web interface
  • Synchronize with a tablet, smartphone or other PC (see How-tos).

Access and requirements

Heidelberg University employees can receive an additional email account on the Exchange server upon request. 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.

Access 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 access Outlook Web Access online by entering the address https://exchange.uni-heidelberg.de/owa. Please log in with domain\ID (e.g. ad\xy9) and your password.

Using an Exchange account on your 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.

Technical information

Your e-mail account is located on the Exchange server.
This service provide with groupware/group software that allows you to use collective address books as well as share appointments and to-do lists. Your IT representative can request Exchange mailing lists on your behalf using the linked form (on the right).

Frequently Asked Questions

Table

QuestionAnswer
QuestionAnswer
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.
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 one year.

Exchange also offers the possibility to recover messages for up to 14 days 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.