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Exchange Service of TU Berlin

MS Exchange offers numerous groupware features for e-mail, collaboration and scheduling to facilitate working in a team. Aside from your personal mailbox the Exchange server allows the usage of public folders containing group calendars, group address books and the storage of shared e-mails and files.

We are currently running MS Exchange 2013. The web interface "Outlook Web App" enables you to access the Exchange service from all over the world using standard browsers.

Please note that full Exchange 2013 functionality is limited to Outlook 2013. In case you are using an older version of Outlook, we highly recommend updating to the latest version.

 

 

Requirements

MS-Exchange service is available only to TUB employees with a valid tubIT account.

A request is not necessary.

For TUB employees who got a tubIT accout after 7-16-2014 Exchange is the standard email service.

TUB employees who got a tubIT accout before 7-16-2014 may activate their personal Exchange account in the TUB portal.

Instructions: Activation of personal Exchange account

Charges

The use of the Exchange service is free of charge for TU departments - tubiT pays the Exchange CAL.

Additionally the licence for using Outlook would be necessary. Please find further information about charges and license terms and conditions in our software portal [1].

More information can also be found on our web site concerning Microsoft's server/client model (german) [2].

The most important data at a glance

Summary

Breakdown of Important Settings
Server name
exchange.tu-berlin.de
Address
tubIT-name@win.tu-berlin.de
User name
tubIT-username resp. wintubIT-username
Web interface OWA
$this->_build_link_list($this->linkCount++, "https://exchange.tu-berlin.de/owa", "exchange.tu-berlin.de/owa [3]")

Step by step instructions

  • General
  • E-Mail-Clients (Windows)

General

Changing the e-mail sender address (employees only)

If you use our Exchange service, you can now use an email alias firstname.lastname@<department>.tu-berlin.de as sender address. Selecting the new e-mail alias requires that you have requested it from your structural manager. For instructions please see this guide [4].

Displaying of your academic title in the sender address

By default, the display of your academic title as part of your sender information in Exchange is enabled. The following instructions will show you how to change this.

Step 1: Sign in to the TUB portal and select "Mein Profil" > "Konto verwalten" > "Exchange-Konto verwalten".

Step 2: In the next window you will see an overview of your data. Please (un)check "Titel anzeigen" depending on whether you want to have your academic title in the sender address and click "Änderungen im Exchange durchführen". 

Step 3: You will see the message "Die Übernahme Ihrer Angaben in Exchange wurde angestoßen. Der Vorgang kann einige Minuten dauern.", which says that it can take a few minutes to process the changes. Click on "OK" to complete the process.

Granting delegate access to your email

Starting from version Outlook 2010, Outlook allows you to setup delegate Access to your Inbox, Calendar, Tasks, Contacts, and Notes. Delegate Access allows the people you nominate to see, edit or send items on your behalf, including creating and responding to meeting requests. 

Selecting delegates

You can allow access to your account to several substitutes and choose the level of access for each substitute manually.

You can select multiple delegates to have access to your account, and individually set the level of access each delegate should have.

To create a new delegate:

1. Click File tab / Info / Account Settings /  Delegate Access

2. Click Add... The Add Users dialog box will pop up

3. Select the username of the delegate(s) and click Add

4. Click OK

Setting permissions

Once you've selected a delegate, you need to set the level and type of permission that delegate should have.

To set permissions:

1. Click File / Info / Account Settings / Delegate Access.

The Delegates dialog box will pop up. Carefully read the information given at the top about delegates. Please note: Regardless of which type of individual permissions you set here, giving someone delegate access automatically gives them send-on-behalf permissions.

2. Click Add and select the delegate. The Delegate Permissions window will pop up.

3. For each item (e.g. Calendar, Tasks, Inbox) select the level of permission you want to grant

None: delegate cannot access this feature of your account
Reviewer: delegate can read items
Author: delegate can read and add items
Editor: delegate can read, modify and add items

Tick the Automatically send a message to delegate summarizing these permissions if you wish to send a notification.

Note: Emails and other items sent by a delegate will be displayed as from the delegate on behalf of your name.

Using the delegate access

Once you have set up permissions for a delegate, that delegate can access the items they have permission to see by clicking File / Open / Other User's Folder and selecting your name.

Adding an additional mailbox

If the delegate needs to regularly access parts of your mailbox, they can add your mailbox to appear in their folder list. This is more convenient than manually going through menus in Outlook as above.

Giving someone delegate access automatically grants them the permission to add your mailbox to their folder list. Once they have delegate access to your mailbox, they can follow the steps in this instruction.

Saving credentials (Windows)

Step 1: Open the "Control Panel"> "User Accounts" . 
In the User accounts window, you must click on the account of the currently logged in user.

Step 2: In the list on the left side please select the option "Manage your credentials".

Step 3: Note for Windows 8 and later: Click Windows credentials

In the Credential Management window, click "Add a Windows credential" .

Step 4: Enter server and user information
Server: *.tu-berlin.de 
User: win<tubIT account name>
Password: <tubIT password>
Confirm with "OK".

E-Mail-Clients (Windows)

Instructions for Outlook 2007

  1. Go to "Start">"Control Panel"
  2. Go to "Mail">"Show Profiles">"Add" and enter a profile name.
  3. Enter name, e-mail address and password of your tubIT account and click "Next". The configuration should be completed automatically.
  4. If a login window pops up:

    User: wintubIT user name
    Password: tubIT password

  5. For an increase in data security please configure the server settings as shown below:

    "Extras">"Account settings">choose your exchange account>"More Settings">"Connection">"Exchange Proxy Settings"

    Exchange Proxy Settings:

    Server-URL: https://exchange.tu-berlin.de [5]

    Tick the following options:

    Proxyserver: msstd:exchange.tu-berlin.de

    Proxy authentication settings: NTLM Authentication
    Confirm with OK twice

Instructions for Outlook 2010/2013

  1. Go to "Start">"Control Panel".

  2. Go to "User Accounts and Family Safety">"E-Mail">"E-Mail Accounts">"New".

  3. Enter name, e-mail address and password of your tubIT account and click "Next".
  4. The configuration should be completed automatically. If any security requests pop up, click "Accept"

  5. If a login window pops up:
    User: wintubIT user name
    Password: tubIT password
  6. After finishing the configuration click "Finish".

For an increase in data security please configure the server settings as shown below:
"Extras">"Account settings">choose your exchange account>"More Settings">"Connection">"Exchange Proxy Settings"

Exchange Proxy Settings:

Server-URL: exchange.tu-berlin.de [6]

Tick the following options:

Proxyserver: msstd:exchange.tu-berlin.de

Proxy authentication settings: NTLM Authentication
Confirm with OK twice

Instructions for Outlook 2016


  1. Start Outlook 2016
  2. Enter your name, your e-Mail address (usually username@win.tu-berlin.de [7]) as well as tubIT account name and password and click 'Next'
  3. The configuration should be completed automatically. If any security requests pop up, click "Accept".
  4. If a login window pops up:

    1. User: wintubIT user name
    2. Password: tubIT password

  5. After finishing the configuration click "Finish".

For an increase in data security please configure the server settings as shown below:

"Extras">"Account settings">choose your exchange account>"More Settings">"Connection">"Exchange Proxy Settings"

Exchange Proxy Settings:

Server-URL: exchange.tu-berlin.de [8]

Tick the following options:

Proxyserver: msstd:exchange.tu-berlin.de

'Use this authentification for connection to the Exchange-Proxy Server' : Standard authentification

and close all subsequent windows with 'Ok', 'Next' and 'Finish'

Instructions for Windows 8/10 per Mail App

  1. Open the Windows 8 Mail app and select Exchange
  2. If you already have an account set up, swipe in the mail app from the right edge of the screen to the center, so that the Charms-Bar opens up. Click on  "Settings" -> "Accounts". Then choose "Add" and "Exchange ActiveSync (EAS)"
  3. A window opens. Please type in the following:

    1. E-Mail-Address: <tubIT-account-name>@win.tu-berlin.de
    2. Passwort: <tubIT-password>
    3. Confirm by clicking "Connect"

Links & Anleitungen

  • Exchange Web Access [9]

ZECM - Hotline

Tel. 314 - 28 000
Mo. - Fr. von 10 - 16 Uhr
e-mail query [10]
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