© CIT

E-Mail & Groupware

Service: Every Universität Münster member has a personal e-mail address: "university-ID@uni-muenster.de". Important university e-mails will be sent to this address. It can be personalized in the IT Portal (e.g. "firstname.surname@uni-muenster.de"). After leaving the university (e.g. through exmatriculation or end of contract), students and employees can continue to use their email inbox for another three months (shorter periods may apply for other groups of people). After that, it is usually no longer possible to access the data and emails in it. Please ensure that you back up your e-mails in good time or forward e-mails relevant to your work to the appropriate persons.

As a student, you can check your e-mails via the standard mailbox. As an employee, you have the option of using the Exchange groupware. Exchange is used for the simple and secure administration of e-mails, appointments (calendar) and tasks.

Target Group: students, employees, alumni

Usage Costs: free of charge

Contact: Hotline

  • Manual: Retrieval of the Standard Mailbox

    Retrieval with a Webmailer
    You can access your standard mailbox worldwide and at any time using our webmailer perMail. An alternative login page is available for special cases (e.g. login as proxy).
    **Note on unauthorized e-mail apps**

    Retrieval with an E-Mail Program
    Select the e-mail program with which you would like to retrieve your standard mailbox:

    Outlook
    Thunderbird
    macOS
    iOS
    Android

    If you are using a program that is not listed here, you can use our settings overview for setup.

  • Manual: Retrieval of the Exchange Mailbox

    Activating Exchange
    As an employee, you can easily activate Exchange yourself in the IT Portal.

    Retrieval with a Webmailer
    You can then access Exchange via an e-mail program or via the browser at owa.wwu.de (Outlook Web App).
    **Note on unauthorized e-mail apps**

    Retrieval with an E-Mail Program
    Select the e-mail program with which you would like to use to retrieve your Exchange mailbox:

    Outlook
    MacOS
    iOS
    Android Mail

    Attention: The app "Mircosoft Outlook" for Android and iOS transmits your passwords to systems of the app provider and therefore must not be used to retrieve e-mails from the mail servers of Münster University. (This note does not apply to the original "Microsoft Outlook" on Windows and macOS).

    More detailed information on this can be found in the IT-Security section.

     

  • Sending and Receiving Big Files

    Size Limits for E-Mails
    What are the size limitations of Münster University's e-mail system? We have summarized the most important figures and tips for "major customers".

    • A single e-mail must not be larger than 25 MB, i.e. it can contain a maximum of about 18 MB of files attached to it. Our mail servers refuse to accept larger e-mails.
    • The maximum size of the inbox is 1½ GB. E-mails arriving in excess of this size will be returned to the sender as undeliverable (does not apply to Exchange).
    • Other email folders can be any size (large folders are slower). You can create any number of folders; there is no disk space quota.

    Sending and Receiving Big Files
    Sending files of more than 5 MB via the conventional e-mail route is often problematic, but most e-mail providers stop sending files of 20 MB at the latest. This may be enough in most cases, but there are always situations where you would like to send or receive larger files. In this case we offer the following solutions:

    • Sending with the university cloud sciebo: Our cloud storage sciebo makes it easy for you to share large files or entire folders with others - either as a download link or, if the other party is also a sciebo user, also via shares.

    • Receiving with the university cloud sciebo: If you want to receive large files, you can use a FileDrop. To do this, create a folder in Sciebo and click on "Share". Select the option "public links" and send this link to the person from whom you expect files. If you select the "Download / View / Upload" settings, anyone with this link can share files with each other. To ensure that only authorized persons have access to the folder, you should select a password under "Password" and set an expiration date for the link (e.g. after a submission deadline). You can also send the link to the folder directly to the target person(s) by entering their email address(es) under "Send link as email" and then clicking on "Share".

    • Sending with perMail: While sending from the university address normally only works with attachments up to a maximum of 18 MB, our webmail program perMail offers a practical alternative here: It automatically switches to deposit, i.e. just like the procedure described above, the recipient receives an e-mail with a download link. Here, too, the maximum size is 512 MB.

    Tips for Recipients of Many Large E-Mails
    (These tips only apply to the standard mailbox, not to the Exchange mailbox.)

    • In our "IT-Portal", activate "Nightly filtering" in the "E-Mail" section and select "Move read mails to quarterly folders". (If you receive several hundred megabytes per month, you may even be using monthly folders).
    • In your e-mail programs, make sure that the copies of sent e-mails are not stored in your Sent Folder ("Sent Objects" or similar), but in your inbox (perMail users can find this under "Settings" | "New e-mail page").

    This ensures that perMail is automatically called up once every night and that all e-mails read from the inbox are stored in folders on a quarterly (monthly) basis, sorted by time of receipt. In the automatically created quarterly (monthly) folders, you should be able to find your e-mails relatively easily even after a longer period of time.

    If you follow these instructions, all your e-mails are permanently stored in folders on the central e-mail servers. In this case you do not need to worry about data backup and can access all of your e-mails at any time with any IMAP-capable e-mail program or with our webmailer perMail.