How can I set up Function Address?

• How can I set up Function Address?
  • 1. Important Information
    • 1.1. What is a Function Address?
    • 1.2. How can I apply for a Function Address?
    • 1.3. We do not have an email address for the project. How can we apply for one?
    • 1.4. For which email accounts can I apply for access to a function address?
    • 1.5. Can I create further sub-folders?
    • 1.6. Can I delete sub-folders?
    • 1.7. Can I create an out-of-office reply for the function address?
  • 2. Login via webmail
  • 3. Setup of Function Address
    • 3.1. Apple Mail
    • 3.2. Windows Outlook 2016
    • 3.3. Windows Outlook 2019
    • 3.4. Apple Outlook 2019
    • 3.5. Thunderbird

1. Important Information

1.1. What is a Function Address?

A function address saves incoming emails in a common IMAP-folder, that all participants of a project have access to. Additional sub-folders can be created, which all participants have access to. When a participant deletes an email or moves it into another folder, it affects all participants.

If further participants are added during a project, they receive access to all folders of the function address, including emails that were received before they joined the function address.

1.2. How can I apply for a Function Address?

An employee that wants to be added to a functino address simply has to write an email to support@ito.cit.tum.de with the following information:

 Project Email Address

• Math Email Address of the employee

1.3. We do not have an email address for the project. How can we apply for one?

In the same way as described in 1.2. Please make sure, that the chair abreviation is included in the address and stands at the front of it (i.e. i99-helpdesk@in.tum.de).

1.4. For which email accounts can I apply for access to a function address?

Only for mathematics accounts. For informatics accounts we provide the alternative of shared folders.

More on that here.

1.5. Can I create further sub-folders?

Yes, they appear below the main folder like Inboxes etc. do.

1.6. Can I delete sub-folders?

Yes, it is possible to delete sub-folders.

1.7. Can I create an out-of-office reply for the function address?

You can select the project e-mail address in the drop-down menu in the SSP portal and create an out-of-office notice there. Further information and instructions can be found here.

2. Login via webmail

You can login to webmail.ma.tum.de with the following credentials:

. Login: Math-Login@projectname (i.e. mustemay@reisebue, if the name is longer than 8 characters it will be shortened)

. Password: Math-Password

After the first login a window appears. Please enter your display name and the email address of the project.

3. Setup of Function Address

3.1. Apple Mail

In order to setup a new mialaccount, click on Mail and then Accounts.

Now click on the +and choose Add other Account from the list.

Click on Mail account.

Next, enter the project email address and your own ITO/ma.tum password. In the Name field you can either enter the project name and your own name, or only your name.

In this next step please enter:

Email Address : Project Email Address

Username: ITO/ma.tum-login@projectname (i.e. mustemay@reisebue, if the name is longer than 8 characters it will be shortened)

Password: ITO/ma.tum password

You can either choose both or only the Mail option here, depending on whether you wish to use the account for Notes as well or not.

3.2. Windows Outlook 2016

Open the program and click on File.

Click on Add account.

Set the checkmark for Manual set up additional server types and click Next.

Choose the account type POP and click Next.

Fill out the imput mask as shown in the screenshot and click on More settings.

 Email Address: projectname@ma.tum.de

• Username: Math-Login@projectname (i.e. mustemay@reisebue, if the name is longer than 8 characters it will be shortened)
• Password: Math-Password
• Incoming mail server: mail.ma.tum.de, Port:995
• Outgoing mail server: mail.ma.tum.de, Port:465

In the Outgoing server tab, choose the following options.

Now click on the Advanced tab and once againg choose the following options, before confirming with OK.

In the new window, enter your Username, the Serveraddress and your ITO/ma.tum password and confirm with OK.

Test will be made for a short time. If these are performed successfully, you can click Close in order to continue. Otherwise you will need to check the options and make sure everything is set up correctly.

Finally click on Finish, if you do not wish to set up any further accounts.

3.3. Windows Outlook 2019

Open the program and click on File.

Click on Add account.

Enter the email address of the project and set the check mark for Let me set up my account manually and click on Connect.

Choose the account type POP and click Connect.

Enter the options as shown on the screen shot.

Enter your ITO password.

Enter the username ITO-Login@projectname (i.e. mustemay@reisebue, if the name is longer than 8 characters it will be shortened)

Finally click on OK to confirm.

3.4. Apple Outlook 2019

Click on the tab Outlook and choose Preferences.

       Next, chooseAccounts.
       If you have not yet set up any email accounts, you will see an Add Email Account button in the middle of the window. In order to add an email account, click on the + symbol and choose New Account.

Enter the email address of the account, that you wish to add and click on Continue.

Now enter the following data:

• Email Address: projectname@ma.tum.de
• Username: Math-Login@projectname (i.e. mustemay@reisebue, if the name is longer than 8 characters it will be shortened)
• Password: Math-Password
• Accounttype: IMAP
• Incoming Server: mail.ma.tum.de, Port:993
• Outgoing Server: mail.ma.tum.de, Port:465
  and set the check mark for Use SSL to connect for both servers, before clicking on Add Account.

The account has now been added. You can either choose to add more accounts or click on Done and complete the setup process.

3.5. Thunderbird

Open Thunderbird and in the Set up Tab click on E-Mail.

You can alternatively find this option by clicking on symbol with 3 stripes. Click on the symbol and choose Preferences.

Next choose Account Preferences.

In the open window down at the bottom left corner you can find the option Account Actions. Click on it and choose Add Email Account.

Enter your display name, the project email address and your ITO/ma.tum password and click on Manual Setup.

Next fill out the input mask of the window as shown:

• Email Address: projektname@ma.tum.de
• Username: Math-Login@projectname (i.e. mustemay@reisebue, if the name is longer than 8 characters it will be shortened)
• Password: Math-Password
• Incoming Server: mail.ma.tum.de, Port:993
• Outgoing Server: mail.ma.tum.de, Port:465
  and click on Finished.