FAQ

The UZH e-mail system is being converted from HCL Notes to Microsoft 365 (Outlook). The information on this page is aimed at Microsoft 365 users. Information on HCL Notes can be found at the link below:

Email and Collaboration

Limitations during the transition to Microsoft 365 Outlook

During the transition period, users already working with Microsoft 365 Outlook may encounter technical limitations when working directly with users that still use HCL Notes exclusively.

N9_Symbol_Mail.jpg

  Mail

1.) Recommended Email Clients


Q: Which email clients should be used at UZH?


A: The new Microsoft 365 Outlook system must meet current security requirements such as multi factor authentication (MFA). This is why Outlook is the new standard for email and calendar (Windows, Mac, webmail). Other modern applications such as Apple Mail and Thunderbird also support these requirements, but are partially limited in their range of functions. If you have problems, please use Outlook.


2.) Access help


Q: What is the quickest way to get help?


A: In the top right menu bar, please select ...

  • the question mark symbol
FAQ_Outlook_Webmail_Hilfe
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Img.: Search the help section        (magnifying glass icon to zoom in)

3.) Forwarding


Q: How do I automatically forward a message to another address?


A: In the top right menu bar, please select ...

  • Settings (cog wheel symbol) > show all Outlook settings
  • Email > Forwarding > Check Enable forwarding
FAQ_Outlook_Webmail_Forwardiong
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Img.: Settings and Forwarding
          (magnifying glass icon to zoom in)

     MS Support: Turn on automatic forwarding in Outlook on the web


4.) Rules


Q: How can I set up a rule for incoming emails?


A: In the top right menu bar, please select ...

  • Settings (cog wheel symbol) > show all Outlook settings
  • Email > Rules > Add new rule
FAQ_Outlook_Webmail_Rule
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Img.: Add new rule
          (magnifying glass icon to zoom in)

     MS Support: Use inbox rules in Outlook.com


5.) Junk email


F: How can I blacklist or whitelist an email address or domain?


A: In the top right menu bar, please select ...

  • Settings (cog wheel symbol) > show all Outlook settings
  • Email > Junk Email > Add
FAQ_Outlook_Webmail_Junkmail
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Img.: Blacklist and Whiteliste
          (magnifying glass icon to zoom in)

6.) Out of office reply


Q: How can I send an automatic out of office reply?


A: In the top right menu bar, please select ...

  • Settings (cog wheel symbol) > show all Outlook settings
  • Email > Automatic replies
FAQ_Outlook_Webmail_OoO
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Img.: Set automatic replies
          (magnifying glass icon to zoom in)

     MS-Support: Send automatic (out of office) replies in Outlook on the web


7.) Signature


F: How can I add a signature?


A: In the top right menu bar, please select ...

  • Settings (cog wheel symbol) > show all Outlook settings
  • Email > Compose and Reply
FAQ_Outlook_Webmail_Signature
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Img.: Add signature
          (magnifying glass icon to zoom in)

 MS Support: Create and add an email signature in Outlook.com


8.) Search


Q: How can I search my emails?


A: To the left of the search field, you can select the folders to be searched, to the right you can select the fields to be searched. Finally, select the Search button.

FAQ_Outlook_Webmail_Search
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Img.: Searching within folders and fields
         (magnifying glass icon to zoom in).

9.) Multifactor Authentication (MFA)


Q: What is multifactor authentication (MFA)?


See our instructions under Microsoft 365 and multifactor authentication

10.) Copy (migrate) mail and mail folders from HCL Notes to Microsoft 365 (Outloook) account


Q: How can I migrate the contents of my HCL Notes mailbox to my Microsoft 365 (Outlook) account?


A: Please consult our instructions for migrating mail and mail folders (DE) (PDF, 322 KB). In the document, you will find information on how to integrate your HCL Notes mailbox and your Microsoft 365 (Outlook) account in the email clients Apple Mail, Outlook and Thunderbird and then move the contents there via copy & paste.


11.) Apple Mail with Exchange


Q: How can I access my UZH Exchange account with Apple Mail?


A: When configuring your account in Apple Mail, please select Exchange as the account type, log in to Microsoft with your shortname or primary email address and to the University of Zurich with your Active Directory password.

  1. Click on the plus symbol
  2. Select the Exchange option
  3. Click on Continue
  4. Enter your short name in the [Name:] field.
  5. Enter your primary UZH email address in the [Email address:] field.
  6. Click on Log in
  7. Click on Log in to Microsoft.
  8. Log in to UZH using your primary email address and Active Directory password.
  9. Confirm login request via Authenticator app on mobile device.
  10. Click on Done.
You can find illustrated instructions here (PDF, 814 KB).

12.) IMAP clients (e.g. Thunderbird)


Q: How can I access my UZH emails with an IMAP client, for example Thunderbird?


A: When setting up manually, please first select detect automatically for authentication. The necessary authentication method OAuth2 will only be available after selecting detect automatically first.

Protocol Host name (mail server) Port Security Authentication method User name
IMAP outlook.office365.com 993 SSL/TLS OAuth2 Email address
Protocol Host name (mail server) Port Security Authentication method User name
SMTP smtp.office365.com     587 STARTTLS OAuth2 Emailadresse

13.) Mobile devices


Q: How can I access my UZH account with my mobile device?


A: This is possible via the Outlook App as well as most native email apps.

Apple Mail for iOS

When configuring your account in Apple Mail for iOS, please select Exchange as your account type, log in to Microsoft with your primary email address and to the University of Zurich with your Active Directory password.

  1. Open Settings..
  2. Click on Passwords & Accounts.
  3. Click on Add Account.
  4. Select Microsoft Exchange as the account type.
  5. Enter your primary UZH email address & description and click Next.
  6. Click on Log in to Microsoft.
  7. Log in to UZH using primary email address and Active Directory password.
  8. Confirm login request via Authenticator app on mobile device.
  9. Click on Save.
You can find illustrated instructions here. (PDF, 1 MB)

14.) Access to Mail-Ins


Q: How can I access my Mail-Ins after switching to Outlook?


A: A: After locking your personal mailbox on the Domino server, any links you have created to mail-ins in your navigation directory are no longer available. (See FAQ 32 "Open other mailbox" and FAQ 19 "Access to other mailboxes" on our Notes / iNotes support pages).

  • If the mail server and mail file of the mail-in are known, access is still possible via the Notes client, webmail and IMAP. (IMAP with restriction; no synchronisation of the calendar and the Sent / Drafts / Trash folders). Server and file names can be read in the Notes client in the application ...
         -> UZH Directory under Configuration > Messaging > Mail-In Databases,
    in webmail (before blocking) from the URL of the opened mail-in.
         -> E.g. from https://SERVER.uzh.ch/mail/FILE NAME/iNotes/Mail/?OpenDocument
         -> E.g. from https://idlmail08.uzh.ch/mail/_1_iberatu.nsf/iNotes/Mail/?OpenDocument
    Recommendation: Bookmark the URL in time.
  • After the blocking, the mail-in details can be found via our workaround online UZH Directory.

15.) 'Sent Items' Folder


Q: Why are my sent e-mails not displayed in the 'Sent Items' folder (Outlook desktop version)?


A: Please check in the Outlook settings of your Windows desktop client whether the following checkboxes are activated:

  • Menu "File" > Options > E-mail > Save messages section.
    > Save forwarded messages.
  • Menu "File" > Options > E-mail > Save messages section.
    > Save message copies in the 'Sent items' folder.
en_FAQ_Outlook_Gesendete_Elemente
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Fig.: Save forwarded e-mails and message copies in the 'Sent items' folder.
          (To enlarge, please click on the magnifying glass symbol on the left).

These settings are only available in the Outlook Client for Windows, not in the Mac or Online versions.


16.) Profile


Q: How do I create a new profile in Outlook?


A: You can find answers to the most important questions about profiles (Outlook desktop version and Windows) on the following Microsoft (MS) support page:

     Outlook email profile overview

Answers to specific questions can be found on the following MS support pages:

     Create an Outlook profile
     Edit an Outlook profile
     Switch to another Outlook email profile

Illustrated and UZH-specific instructions are available in the file CreateOutlookProfile (PDF, 268 KB).
In short:

  • Windows Start > Windows System > Control Panel > (Small Icons)
    > Mail (MS Outlook)(32-bit) > Show Profiles > Add > OK
en_FAQ_Outlook_Profile.jpg
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Fig.: Profile overview in the e-mail settings of the control panel.g.
         
(To enlarge, please click on the red magnifying glass symbol on the left).

You can find instructions for Mac operating systems here:

     Managing profiles or identities in Outlook for Mac

Notes:

  • An email profile consists of email accounts, data files and information about where your email is stored. The data includes rules, messages, contacts, calendars, notes, tasks, journals, search folders and other settings.
    Once created, the profile name cannot be changed, but the profile itself can.
    Outlook e-mail profiles (Windows) are stored in the Windows registry. When Outlook is started, the profile information is retrieved from the registry.