Difference between revisions of "E-mail"

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<div style="background-color: #FFFF00; border-style: dotted;"> This guide is for users at '''DTU Compute''' only</div>
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[[Image:39-emailIcon.png| 500x300px |emailIcon.png]]
 
[[Image:39-emailIcon.png| 500x300px |emailIcon.png]]
  
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For detailed guides on how to set up your system for e-mail at DTU, please see Email Setup below.
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The mail services at DTU are in Microsoft Office 365 Cloud, outlook.office365.com
  
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'''OBS! To use SMTP to send email via mail.dtu.dk (from Thunderbird e.t.c.), you need the access right set in DTUbasen'''. Please contact itsupport@compute.dtu.dk if you need it, so we can set the flag.
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For detailed guides on how to set up your system for e-mail at DTU, please see see setup instructions for different clients on DTU Inside [https://www.inside.dtu.dk/en/medarbejder/it-og-telefoni/it-support-og-kontakt/guides/outlook?rfb=eyJwIjpmYWxzZSwidWlkIjoiMjYzMTA5ODgtYWViOS00YzAyLWI1ZWQtNDg0NDIwZTZjZGJhIiwic2NwIjoiaW50ZXJuYWwiLCJrYmlkIjozNTAsInNpZCI6IlVDUWhqU0ltNnJsd2U4LWhrRUV1b2ciLCJhaWQiOjI1MDg3Mywic2VjaWQiOjU5NTY4NjM1LCJzdCI6IndlYl9zY3JhcGUifQ Outlook guide]
  
 
For a description of the various mailing lists at DTU Compute please see the page '''[[DTU Compute mailing lists| Email distribution lists]]'''.
 
For a description of the various mailing lists at DTU Compute please see the page '''[[DTU Compute mailing lists| Email distribution lists]]'''.
  
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The mail services at DTU Compute are facilitated by the DTU email systems. It can roughly be categorised in to three different e-mail components:
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Generally speaking, everybody with an account on the DTU Compute IT systems (except students) have an email address '''LOGONNAME@dtu.dk'''. This address is being used for DTU Compute mailing list, etc. All new staff users (incl. PhD. students) and guests are provided with a mailbox on the DTU server while students with an account at DTU Compute will have their email forwarded to '''s012345@student.dtu.dk'''
  
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* A central Microsoft Exchange server at DTU for presenting mail (plus more: calendar, address book, tasks etc)
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To read "just" mail (mostly non Windows users), the most popular client amongst DTU Compute non-MS users is [http://www.mozilla-europe.org/en/products/thunderbird/ Mozilla Thunderbird] (all platforms).
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* SMTP gateways for sending and receiving all mail for compute.dtu.dk domain
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* Spam and antivirus scan (see [[Scanning_of_email| email scanning at DTU Compute]])
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These components offers a very flexible scenario in terms of choice of e-mail client and operating system for the users. Generally the components offer the following e-mail related services:
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Web mail can be accessed from any browser (except maybe Lynx) at outlook.office365.com
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</b>
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====Retention time====
  
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* '''imaps''' (mail.dtu.dk) - imaps is supported by virtually all modern e-mail clients (see exception for android below)''<br />''
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Objects (i.e. email, contacts, etc.) deleted is normally just moved to a "Deleted Items" and once the "Deleted Items" is purged the items are completely removed. However, items deleted completely from the mailbox store is still available in a ''retention period'' of 30 days, i.e up to 30 after the item has been deleted it is possible to restore the item.
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* '''web mail''' (mail.dtu.dk) - provides mail access from any where with a web browser. The link to remember is <u>http://mail.dtu.dk/</u>.
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* '''MAPI''' (mail.win.dtu.dk)
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* '''Outlook Mobile Access''' (mail.win.dtu.dk) - webmail access optimised for browsers on mobile devices
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* '''RPC over HTTPS''' (mail.win.dtu.dk) - full Outlook functionality form external networks
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* '''Active Sync''' (mail.win.dtu.dk) - service allowing mobile devices such as mobile phones to synchronise personal mail, calendars, address books and tasks
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* '''SMTP''' (mail.dtu.dk) - handles e-mail transmissions to and from DTU Compute
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Generally speaking, everybody with an account on the DTU Compute IT systems (except students) have an email address '''LOGONNAME@dtu.dk'''. This address is being used for DTU Compute mailing list, etc. All new staff users (incl. PhD. students) and guests are provided with a mailbox on the DTU exchange server while students with an account at DTU Compute will have their email forwarded to '''s012345@student.dtu.dk'''
 
  
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==Microsoft Exchange Server==
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===Email auto-configuration in Outlook (only DTU WIN domain-joined computers)===
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If your computer has been joined the Windows domain (WIN), and you login with your DTU credentials, opening Outlook 2016 should auto-configure your email account. If you are located outside of DTU network, sometimes the auto-configuration doesn't work, and you must connect to a DTU VPN solution (Cisco VPN or OpenVPN) to setup Outlook (see [[VPN]]).
  
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The Microsoft Exchange Server at DTU is Exchange 2010 Enterprise Edition. This offers additional functionality:
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===Manual email configuration in Outlook===
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On a private computer or a computer not joined the DTU WIN domain, you can setup your mail account manually.
  
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* e-mail via MAPI, imaps, web (OWA and OMA) or rpc over http
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Open Outlook and insert the following under "E-mail account" and click "Next"
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* Personal and shared calendars, address books and tasks via MAPI, web or rpc over http
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* Synch to mobile devices - via Active Sync
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The exchange server is administered by the DTU central IT department (AIT) but support is usually via DTU Compute ITSupport.
 
  
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To take full advantage of all the features included in the exchange server one has to use Microsoft Outlook (windows) as a client capable of utilising the MAPI interface. Entourage (for Mac) and Evolution (for Sun/Linux) both offers "almost" full functionality as they utilise the Outlook Web Access (OWA) interface to Exchange. All three clients handles remote access very well (same functionality from external networks).
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[[Image:autosetup_outlook.png| 700x400px |autosetup_outlook.png]]
  
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To read "just" mail (mostly non Windows users), a multitude of imaps clients exist. The most popular client amongst DTU Compute non-MS users is [http://www.mozilla-europe.org/en/products/thunderbird/ Mozilla Thunderbird] (all platforms). For imaps on some android systems, see below.
 
  
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Web mail on the exchange server can be accessed from any browser (except maybe Lynx). Internet Explorer will provide most functionality as it uses so called "Premium OWA" interface where as other browsers, such as Firefox, will have to settle with the "Light OWA" interface. Still browsers such as Firefox, Opera, Safari and alike provide mail, calender, address book and tasks functionality.
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This setup will try to auto-configure your email account. You should receive the following pop-up windows:
  
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===Special Exchange features===
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Tick off '''"Don't ask me about this website again"''' and then Click '''"Allow"'''
  
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There is a few settings that users should be aware of.
 
  
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'''Exchange Backup'''
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[[Image:autoconfigure_popup.png| 400x250px |autoconfigure_popup.png]]
  
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; A backup of the exchange server is performed once per day. The purpose of the backup is crash recovery, i.e. in case the exchange server breaks down DTU will be able to restore the mailbox with a loss of data of up to 1 day. The possibility for restoring individual mails accidentally deleted by the end user is quite limited (although in special cases possible). Instead accidentally deleted mails can be restored using outlook within the retention period (see below).
 
  
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====Retention time====
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Click '''"Use a different account"'''. Insert your email address in this format: '''XXXX@win.dtu.dk''' (XXXX = your DTU initials) and insert your password. Tick off '''"Remember my credentials"''' and Click '''"OK"'''
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; Objects (i.e. email, contacts, etc.) deleted is normally just moved to a "Deleted Items" and once the "Deleted Items" is purged the items are completely removed. However, items deleted completely from the mailbox store is still available in a ''retention period'' of 30 days, i.e up to 30 after the item has been deleted it is possible to restore the item.
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[[Image:authentication_popup.png| 700x500px |authentication_popup.png]]
  
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==Email Setup==
 
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You can find the setup for different types of systems:
 
  
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===IMAP/SMTP settings in i.e. Thunderbird===
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If the auto-configuration fails, go back or restart Outlook and then choose '''"Manual setup or additional server types"''' - click '''"Next"'''
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'''[https://www.inside.dtu.dk/Medarbejder/IT-og-telefoni/IT-systemer-og-vaerktoejer/Email/FAQ/Thunderbird/IMAP-SMTP-settings AIT IMAP/SMTP settings for Exchange]'''  
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===Android Setup===
 
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'''[[Email in Android]]'''
 
  
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===Iphone/Ipad setup===
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[[Image:manual_setup_outlook.png| 700x400px |manual_setup_outlook.png]]
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'''[[Email on iPhone|Email on iPhone/iPad]]'''
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===Outlook setup in Windows===
 
  
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If you have a computer on the Compute domain with standard setup, your mail has been set up for you.
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Insert the following:
  
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On a private PC you can add the account by opening Outlook and choosing 'add account'. If you are on the DTU network, you can use the automatic setup and just key in your name, email e.g. your_user@dtu.dk and password.
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'''Your Name'''
  
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From outside DTU it is easiest to use a VPN connection to connect to the network before the setup, see [[VPN]]
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Your DTU Email address ('''XXXX@dtu.dk''')
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==Known Problems==
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===Folder names in some clients===
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Mail server: '''mail.win.dtu.dk'''
  
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If you want your sent and deleted mail to end up in the same folder in an imap client like i.e. Thunderbird as they do when using Outlook, webmail or Activesync on your mobile phone, you must set copies of sent mail to be put in 'Sent Items' (Thunderbird default is 'Sent') deleted mail to be put in 'Deleted Items' (Thunderbird default is 'Trash')
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User Name: '''<DTU initials>@win.dtu.dk''' (XXXX@win.dtu.dk or win\XXXX)
  
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In Androids standard mail app it is not possible to set the folder names, so you have to check 'Trash' as well as 'Deleted Items'.
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Your '''password'''
  
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In the english version of Ipad's mail app, the folders are called 'Sent' and 'Trash', but 'Sent Items' and 'Deleted Items' are the actual folders being used, so no need (or possibility) to change the settings
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Click '''"Next"'''
  
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===Tagging in Thunderbird===
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You might need to tick off the same 2 popups (autodiscover- and authentication-window), as mentioned in the auto-configuration process.
  
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Only works on the local computer because Exchange does not store the tags on the server
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If everything fails when trying to setup Outlook from outside of DTU, please try again but with an active DTU VPN connection (see [[VPN]] )
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===Attachments in Thunderbird===
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The icon for attachment is only shown after the attachment has been opened
 
  
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Large attachments are sometimes unreadable. They can be accessed via webmail.
 
 
   
 
   
 
[[Category:Email]]
 
[[Category:Email]]

Latest revision as of 18:04, 7 December 2023

This guide is for users at DTU Compute only


emailIcon.png

The mail services at DTU are in Microsoft Office 365 Cloud, outlook.office365.com

For detailed guides on how to set up your system for e-mail at DTU, please see see setup instructions for different clients on DTU Inside Outlook guide

For a description of the various mailing lists at DTU Compute please see the page Email distribution lists.

Generally speaking, everybody with an account on the DTU Compute IT systems (except students) have an email address LOGONNAME@dtu.dk. This address is being used for DTU Compute mailing list, etc. All new staff users (incl. PhD. students) and guests are provided with a mailbox on the DTU server while students with an account at DTU Compute will have their email forwarded to s012345@student.dtu.dk

To read "just" mail (mostly non Windows users), the most popular client amongst DTU Compute non-MS users is Mozilla Thunderbird (all platforms).

Web mail can be accessed from any browser (except maybe Lynx) at outlook.office365.com </b>

Retention time

Objects (i.e. email, contacts, etc.) deleted is normally just moved to a "Deleted Items" and once the "Deleted Items" is purged the items are completely removed. However, items deleted completely from the mailbox store is still available in a retention period of 30 days, i.e up to 30 after the item has been deleted it is possible to restore the item.


Email auto-configuration in Outlook (only DTU WIN domain-joined computers)

If your computer has been joined the Windows domain (WIN), and you login with your DTU credentials, opening Outlook 2016 should auto-configure your email account. If you are located outside of DTU network, sometimes the auto-configuration doesn't work, and you must connect to a DTU VPN solution (Cisco VPN or OpenVPN) to setup Outlook (see VPN).

Manual email configuration in Outlook

On a private computer or a computer not joined the DTU WIN domain, you can setup your mail account manually.

Open Outlook and insert the following under "E-mail account" and click "Next"


autosetup_outlook.png


This setup will try to auto-configure your email account. You should receive the following pop-up windows:

Tick off "Don't ask me about this website again" and then Click "Allow"


autoconfigure_popup.png


Click "Use a different account". Insert your email address in this format: XXXX@win.dtu.dk (XXXX = your DTU initials) and insert your password. Tick off "Remember my credentials" and Click "OK"


authentication_popup.png


If the auto-configuration fails, go back or restart Outlook and then choose "Manual setup or additional server types" - click "Next"


manual_setup_outlook.png


Insert the following:

Your Name

Your DTU Email address (XXXX@dtu.dk)

Mail server: mail.win.dtu.dk

User Name: <DTU initials>@win.dtu.dk (XXXX@win.dtu.dk or win\XXXX)

Your password

Click "Next"

You might need to tick off the same 2 popups (autodiscover- and authentication-window), as mentioned in the auto-configuration process.

If everything fails when trying to setup Outlook from outside of DTU, please try again but with an active DTU VPN connection (see VPN )

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