Last modified by Aysegül Omus on 2023/12/28 12:48
Show last authors
1 = How can I set up Function Address? =
2
3
4
5 {{toc/}}
6
7
8
9 == 1. Important Information ==
10
11 === 1.1. What is a Function Address? ===
12
13 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.
14
15 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.
16
17 === 1.2. How can I apply for a Function Address? ===
18
19 An employee that wants to be added to a functino address simply has to write an email to **[[support@ito.cit.tum.de>>mailto:support@ito.cit.tum.de]] **with the following information:
20
21 Project Email Address
22
23 * Math Email Address of the employee
24
25 === 1.3. We do not have an email address for the project. How can we apply for one? ===
26
27 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**).
28
29 === 1.4. For which email accounts can I apply for access to a function address? ===
30
31 Only for mathematics accounts. For informatics accounts we provide the alternative of shared folders.
32
33 More on that [[here>>https://xwiki.rbg.tum.de/bin/view/Informatik/Benutzerwiki/EMailAdressenProjekte]].
34
35 === 1.5. Can I create further sub-folders? ===
36
37 Yes, they appear below the main folder like Inboxes etc. do.
38
39 === 1.6. Can I delete sub-folders? ===
40
41 Yes, it is possible to delete sub-folders.
42
43 === 1.7. Can I create an out-of-office reply for the function address? ===
44
45 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>>https://xwiki.rbg.tum.de/bin/view/Informatik/Helpdesk/IntumMatumEmailWeiterleitungAbwesenheitsnotiz#A_3.2._Urlaubsmodus_40automatische_Antworten_41]].
46
47 == 2. Login via webmail ==
48
49 You can login to **webmail.ma.tum.de** with the following credentials:
50
51 . **Login**: Math-Login@projectname (i.e. mustemay@reisebue, if the name is longer than 8 characters it will be shortened)
52
53 . **Password**: Math-Password
54
55 [[image:https://xwiki.rbg.tum.de/bin/download/Informatik/Helpdesk/Funktionsadresse/WebHome/Screenshot 2019-12-03 at 16.13.38.png||alt="Screenshot 2019-12-03 at 16.13.38.png"]]
56
57 After the first login a window appears. Please enter your **display name** and the **email address of the project**.
58
59 [[image:https://xwiki.rbg.tum.de/bin/download/Informatik/Helpdesk/Funktionsadresse/WebHome/Screenshot 2019-12-03 at 17.29.36.png||alt="Screenshot 2019-12-03 at 17.29.36.png" height="489" width="877"]]
60
61 == 3. Setup of Function Address ==
62
63 === 3.1. Apple Mail ===
64
65 In order to setup a new mialaccount, click on **Mail** and then **Accounts**.
66
67 [[image:https://xwiki.rbg.tum.de/bin/download/Informatik/Helpdesk/Funktionsadresse/WebHome/Screenshot 2019-12-03 at 16.16.43.png||alt="Screenshot 2019-12-03 at 16.16.43.png"]]
68
69 Now click on the **+**and choose **Add other Account** from the list.
70
71 [[image:https://xwiki.rbg.tum.de/bin/download/Informatik/Helpdesk/Funktionsadresse/WebHome/Screenshot 2019-12-03 at 16.16.58.png||alt="Screenshot 2019-12-03 at 16.16.58.png" height="551" width="779"]]
72
73 Click on **Mail account**.
74
75 [[image:https://xwiki.rbg.tum.de/bin/download/Informatik/Helpdesk/Funktionsadresse/WebHome/Screenshot 2019-12-03 at 16.17.37.png||alt="Screenshot 2019-12-03 at 16.17.37.png" height="567" width="780"]]
76
77 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.
78
79 [[image:https://xwiki.rbg.tum.de/bin/download/Informatik/Helpdesk/Funktionsadresse/WebHome/Screenshot 2019-12-03 at 16.30.28.png||alt="Screenshot 2019-12-03 at 16.30.28.png" height="568" width="793"]]
80
81 In this next step please enter:
82
83 **Email Address** : Project Email Address
84
85 **Username**: ITO/ma.tum-login@projectname (i.e. mustemay@reisebue, if the name is longer than 8 characters it will be shortened)
86
87 **Password**: ITO/ma.tum password
88
89 [[image:https://xwiki.rbg.tum.de/bin/download/Informatik/Helpdesk/Funktionsadresse/WebHome/Screenshot 2019-12-03 at 16.30.59.png||alt="Screenshot 2019-12-03 at 16.30.59.png" height="568" width="792"]]
90
91 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.
92
93 [[image:https://xwiki.rbg.tum.de/bin/download/Informatik/Helpdesk/Funktionsadresse/WebHome/Screenshot 2019-12-03 at 16.31.09.png||alt="Screenshot 2019-12-03 at 16.31.09.png"]]
94
95 === 3.2. Windows Outlook 2016 ===
96
97 Open the program and click on **File**.
98
99
100 [[image:office2016file.png||width="1000"]]
101
102 Click on **Add account**.
103
104
105 [[image:office2016addaccount.png||width="1000"]]
106
107 Set the checkmark for **Manual set up additional server types** and click **Next**.
108
109
110 [[image:office2016manualsetuporadditionalservertypes.png||width="1000"]]
111
112 Choose the account type **POP** and click **Next**.
113
114
115 [[image:office2016popimap.png||width="1000"]]
116
117 Fill out the imput mask as shown in the screenshot and click on **More settings**.
118
119 Email Address: projectname@ma.tum.de
120
121 * Username: Math-Login@projectname (i.e. mustemay@reisebue, if the name is longer than 8 characters it will be shortened)
122 * Password: Math-Password
123 * Incoming mail server: mail.ma.tum.de, Port:995
124 * Outgoing mail server: mail.ma.tum.de, Port:465
125
126 [[image:office2016moresettings.png||width="1000"]]
127
128 In the **Outgoing server** tab, choose the following options.
129
130
131 [[image:office2016outgoingserver.png||width="1000"]]
132
133 Now click on the **Advanced** tab and once againg choose the following options, before confirming with **OK**.
134
135
136 [[image:office2016advanced.png||width="1000"]]
137
138 In the new window, enter your **Username**, the **Serveraddress** and your ITO**/ma.tum password** and confirm with **OK**.
139
140
141 [[image:office2016ok.png||width="1000"]]
142
143 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.
144
145
146 [[image:office2016test.png||width="1000"]]
147
148 Finally click on **Finish**, if you do not wish to set up any further accounts.
149
150
151 [[image:office2016finish.png||width="1000"]]
152
153 === 3.3. Windows Outlook 2019 ===
154
155 Open the program and click on **File**.
156
157
158 [[image:file00.png||width="1000"]]
159
160 Click on **Add account**.
161
162
163 [[image:Addaccount01.png||width="1000"]]
164
165 Enter the email address of the project and set the check mark for **Let me set up my account manually** and click on **Connect**.
166
167
168 [[image:connect.png||width="1000"]]
169
170 Choose the account type **POP** and click **Connect**.
171
172
173 [[image:accounttype2.png||width="1000"]]
174
175 Enter the options as shown on the screen shot.
176
177
178 [[image:popsettings3.png||width="1000"]]
179
180 Enter your ITO password.
181
182
183 [[image:passwort4.png||width="1000"]]
184
185 Enter the username **ITO-Login@projectname** (i.e. mustemay@reisebue, if the name is longer than 8 characters it will be shortened)
186
187
188 [[image:username5.png||width="1000"]]
189
190 Finally click on **OK** to confirm.
191
192
193 [[image:complete6.png||width="1000"]]
194
195 === 3.4. Apple Outlook 2019 ===
196
197 Click on the tab **Outlook** and choose **Preferences**.
198
199
200 [[image:Screenshot 2020-04-22 at 17.13.07a.png||width="1000"]] Next, choose**Accounts**.
201 [[image:Screenshot 2020-04-22 at 17.13.24a.png||width="800"]] 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**.
202 [[image:Screenshot 2020-04-22 at 17.13.46a.png||width="800"]]
203
204
205 [[image:Screenshot 2020-04-22 at 17.17.53a.png||width="900"]]
206
207 Enter the email address of the account, that you wish to add and click on **Continue**.
208
209
210 [[image:Screenshot 2020-04-22 at 22.44.50funktionenteremail.png||width="800"]]
211
212 Now enter the following data:
213
214 * Email Address: projectname@ma.tum.de
215 * Username: Math-Login@projectname (i.e. mustemay@reisebue, if the name is longer than 8 characters it will be shortened)
216 * Password: Math-Password
217 * Accounttype: IMAP
218 * Incoming Server: mail.ma.tum.de, Port:993
219 * Outgoing Server: mail.ma.tum.de, Port:465
220 and set the check mark for **Use SSL to connect** for both servers, before clicking on **Add Account**.
221
222 [[image:Screenshot 2020-04-22 at 22.51.04dfunktionsadresseimap.png||width="800"]]
223
224 The account has now been added. You can either choose to add more accounts or click on **Done** and complete the setup process.
225
226
227 [[image:Screenshot 2020-04-22 at 17.16.54reisebuerodone.png||width="800"]]
228
229 === 3.5. Thunderbird ===
230
231 Open Thunderbird and in the Set up Tab click on **E-Mail**.
232
233
234 [[image:Screenshot 2020-04-23 at 02.43.08thunderbirdemail.png||width="800"]]
235
236 You can alternatively find this option by clicking on symbol with 3 stripes. Click on the symbol and choose **Preferences**.
237
238
239 [[image:Screenshot 2020-04-23 at 03.08.22thunderbirdeinstellungen.png||width="800"]]
240
241 Next choose **Account Preferences**.
242
243
244 [[image:Screenshot 2020-04-23 at 03.08.36thunderbirdkonteneinstellungen.png||width="900"]]
245
246 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**.
247
248
249 [[image:Screenshot 2020-04-23 at 03.12.56thunderbirdemailkontohinzufügen.png||width="800"]]
250
251 Enter your display name, the project email address and your ITO/ma.tum password and click on **Manual Setup.**
252
253
254 [[image:Screenshot 2020-04-23 at 02.52.36thunderbirdmanuellbearbeiten.png||width="800"]]
255
256 Next fill out the input mask of the window as shown:
257
258 * Email Address: projektname@ma.tum.de
259 * Username: Math-Login@projectname (i.e. mustemay@reisebue, if the name is longer than 8 characters it will be shortened)
260 * Password: Math-Password
261 * Incoming Server: mail.ma.tum.de, Port:993
262 * Outgoing Server: mail.ma.tum.de, Port:465
263 and click on **Finished**.
264
265 [[image:Screenshot 2020-04-23 at 02.44.41THUNDERBIRDFUNKTIONSADRESSE.png||width="1000"]]