By introducing Microsoft Exchange, we will provide all employees and students of the University of Mannheim with a standardized system for e-mails, calendars and address books.
The central Exchange mail system is more convenient and reliable and offers significantly more features for communicating and collaborating.
You will benefit from the following features:
The University IT will subsequently migrate the mail accounts, address books and calendars of the individual mail systems
to the new, central Exchange server. Due to the high number of mail accounts, we will split up the migration of the individual mail systems. We will inform you about the specific date for the migration of your mail account and all relevant details of the process about 2 to 3 weeks in advance via e-mail. You also find the most important information here.
There are two ways to access your Exchange account:
Here you will find the answers on frequently asked questions on migrating to and using Microsoft Exchange. Your question is not listed here? You are welcome to go to the virtual Exchange information desk or contact our IT support team directly.
If you are unsure whether your mailbox has already been migrated to the new Exchange mail system of the university, you can verify this as follows:
For looking up your Exchange e-mail address, please go to the Outlook web client in your web browser.
Please proceed as follows:
If you miss some contents after your mailbox has been moved to Exchange, please check if one of the following applies. If you have performed the check and are still unable to find the contents, please contact the IT support team at . uni-mannheim.de">itsupport uni-mannheim.de
If you cannot find the e-mail, please keep the following in mind:
Due to technical limitations, a very small number of e-mails cannot be migrated. The error rate usually is between 0.00% and 0.08%. This means that if your mailbox has 3,000 e-mails, on average one or two e-mails will not be migrated. If this happens when we are migrating your mailbox, we will send you a notification in which we list the relevant e-mails. Within eight weeks after the migration, you can go to your old mailbox and forward / download these e-mails.
The new Exchange mail system is not yet fully connected to the Microsoft 365 cloud services of the University, which include Teams. This means that your Microsoft Teams calendar and your Exchange calendar are currently two separate calendars that are not synchronized.
The two calendars can only be combined after all mailboxes of the university have been migrated. Then the Teams calendar in the cloud and your Outlook calendar on the Exchange server will be combined and will be treated like a joint calendar. We will inform you in due time about this migration.
Please note: This function is not available on the M365 instance for students.
You can only share your calendar with persons with a “...@uni-mannheim.de” address that are also in the domain “uni-mannheim.de”. If you try to share your calendar with another domain, such as “xyzgmx.de”, sharing will be blocked as this is an external address.
If you want to share your calendar within the domain of the University of Mannheim and receive an error message, please follow the instructions on how to share calendars.
The official Outlook app for Android and iOS does not directly connect to the Exchange mail system of the university but to Microsoft servers that then connect with the mail system of the university. This way, some data are temporarily stored on Microsoft servers, including all e-mails from the last 30 days (for more information see docs.microsoft.com).
This is not compatible with the university’s requirement to not store any e-mails in the cloud. Thus, the access for the official Outlook app is blocked.
If you migrated recently and are now using your new Exchange mailbox together with Outlook on your computer, your sent e-mails may not reach the recipients you contacted before the migration.
This error occurs when you use temporarily stored addresses in the “To” or “CC” field. Please delete these old entries when you see them and enter the address again. You only have to enter the address once. Afterwards, the suggestions appear as they have before.
The default setting is that Outlook searches the currently selectedmailbox when you start a search. If you have several mailboxes added to Outlook and the relevant e-mail is in another mailbox that you have not selected, this e-mail will not be displayed in the search results.
In order to search all mailboxes at once, enter the search term, click “Current mailbox” at the left and then select “All mailboxes”.
You can also set the default that all integrated mailboxes are searched at once. Please proceed as follows:
If you are unable to find a contact in the Outlook address book and you are sure that this contact is in the address book, please proceed as follows:
If you want to receive e-mails via mailing lists, you do not have to do anything. After we have migrated your account to Exchange, you can still receive e-mails with your regular e-mail addresses. The e-mail address you entered in the mailing lists is still valid for receiving e-mails. The e-mails will be delivered to your new Exchange mail box.
After migrating to Exchange, you can only send e-mails with a sender address for your mailbox. If your sender e-mail has changed after the migration (please see: FAQ – What is my Exchange e-mail address?) and does no longer correspond to the e-mail address authorized as sender in the mailing list, please contact the administration or the mailing list and ask to enter your new e-mail address.
Your e-mail certificate has been issued for one/
You can see the e-mail addresses for which your certificate has been issued in the certificate application that you filled in. The addresses are specified in the application.
No. The POP3 protocol is an old mail protocol which dates from a time in which storage capacity for individual mail accounts was very scarce.
This means that POP3 comes with some restrictions. We have deactivated POP3 due to the following restriction:
POP3 downloads the e-mails to the local computer of the user and deletes the e-mails in the Exchange mailbox. If the computer of the user is defective or there are other complications, these e-mails are lost without a backup and cannot be restored. If there are backups, the e-mails can only be restored until the last backup and some data will be lost. This is not acceptable for the mail accounts of the Exchange mail system.
Information for admins
You are an admin at a chair or a university institution? We will provide you with all information required so that you can support your users as best as possible when migrating to the Exchange mail system.