Installing and Configuring Microsoft Outlook

Microsoft Outlook is an e-mail program to send and receive e-mails. It is part of the Office Professional Suite of Microsoft and under the Baden-Württemberg license, you can use it free of charge for work duties.

How do I install Outlook on my computer?

If the University IT (UNIT) has performed the initial setup of your computer, you can start Outlook by clicking on the desktop link or via the start menu.

If Outlook is not yet installed on your computer, please go to the software section on the website of UNIT where you will find more information on how to get the Office Professional Suite.

After you have downloaded the Office Professional Suite, please proceed as follows:

Start the installation by double-clicking on the program icon
Select the relevant components and start installing them
Then start Outlook via the start menu and begin the setup of the e-mail inbox.

Instructions for Outlook 2019

Start Outlook 2019 on your computer. Click on the “File” tab and then on the “+ add account” button.

In the address field, please enter your e-mail address in the form Uni-ID mail.uni-mannheim.de (e.g.: mamuster mail.uni-mannheim.de, click “Advanced options” and check the box “Let me setup my account manually”:

Outlook tries to connect and after a while, a window appears where you can select the account type. Click IMAP:

Enter the following information in the menu which opens and then click on the “Next” button:

Table IMAP Settings
IMAP server (incoming server/incoming e-mails):
Students: students.mail.uni-mannheim.de
Staff members: staff.mail.uni-mannheim.de
Professors¹: staff.mail.uni-mannheim.de
¹You are a professor and the information above does not help?
Please try: staffmail.uni-mannheim.de
SMTP server (outgoing server/outgoing e-mails):
smtp.mail.uni-mannheim.de
You are a professor and the information above does not help?
Please try: staffmail.uni-mannheim.de
IMAP port: 993
Encryption: SSL/TLS
SMTP port: 465
Encryption: SSL/TLS

If a small authentication window opens, please enter your Uni-ID and the corresponding password, before you click “OK”:

In the following window, uncheck the box “Setup Outlook Mobile on my phone” and click “OK”:
Instructions for Outlook 2016
Start Outlook 2016 on your computer. Click on the “File” tab and then on the “+ add account” button.

Select the option “Manual setup or [...]” and click “Next”:

In the next window, select the “POP or IMAP” option and click “Next”:

Then enter your name, your email address in the form Uni-ID mail.uni-mannheim.de, server information (see table below), your Uni-ID (user ID) and the corresponding password and click “Advanced options”:

Table IMAP Settings
IMAP server (incoming server/incoming e-mails):
Students: students.mail.uni-mannheim.de
Staff members: staff.mail.uni-mannheim.de
Professors¹: staff.mail.uni-mannheim.de
¹You are a professor and the information above does not help?
Please try: staffmail.uni-mannheim.de
SMTP server (outgoing server/outgoing e-mails):
smtp.mail.uni-mannheim.de
You are a professor and the information above does not help?
Please try: staffmail.uni-mannheim.de
IMAP port: 993
Encryption: SSL/TLS
SMTP port: 465
Encryption: SSL/TLS

In the advanced settings, go to the “outgoing mail” tab, check the box “the outgoing mail [...] and mark the option “same settings as for [...]".
Then click on the “Advanced” tab:
In this tab, please enter the following:
IMAP: 993
SMTP: 465
Encryption method: SSL
Click “OK”:
Outlook will perform a test run. If a small authentication window opens, please enter your Uni-ID and the corresponding password, before you click “OK”:

If the test has been successfully completed, click “Close”. (If the test is unsuccessful, please try again later and check your settings).
In the next window, click on the button indicating that you want to complete the setup.

All instructions at a glance

Instructions for Outlook 2019

Instructions for Outlook 2016