Zentraler Informatikdienst

Exchange – managing e-mails and more

For:  employees

Some of the employees manage their e-mail inboxes with Exchange. Exchange not only allows you to manage e-mails, but also to use group functions such as:

  • shared calendars

  • shared contacts

  • public folders

An automatic virus scanner and spam filter protect against unwanted malware and e-mails.

Accessing OWA (Outlook Web App)

Note

You are not sure whether you manage your e-mails with IMAP or Exchange? Please contact your IT representative.

Sending, receiving and organising e-mails: OWA, app

You can send, receive and organise your e-mails in the following ways:

Note

OWA is not a complete replacement for an e-mail app.

Mailbox, attachments

Please note the following specifications for Exchange mailboxes

  • The size of Exchange mailboxes is limited to 10 GB per mailbox. You will receive several warning messages, before you reach this limit. If necessary, it is possible to enlarge the mailbox to up to 20 GB. Please contact exchange.zid(at)univie.ac.at.
  • Maximum size of an e-mail is 50 MB. Maximum file size of attachments is approximately 35 MB per e-mail.
  • Attachments are not blocked by the Exchange server. Sending dangerous attachments like VBS or EXE files is prohibited by Outlook due to security reasons.
  • Messages in the junk e-mail folder will be automatically deleted after 99 days.
  • You can only send e-mails with the sender address firstname.lastname@univie.ac.at. For information on other configuration options (such as sending e-mails on your behalf or granting other users access rights), see Managing personal Exchange mailbox.

Out-of-office message

To set up an out-of-office message for an Exchange e-mail address, use the functions of the software you use to access Exchange. This is either an app (such as Outlook) or the Outlook Web App (OWA).

Managing forwarding

To ensure that your e-mails are delivered to the Exchange server, the Forwarding e-mails to Exchange server checkbox must be selected in the Manage forwarding form.

Use the user guide setting up e-mail account for Exchange.

Note: If you deselect the checkbox, incoming e-mails will no longer be forwarded to the Exchange server, and existing e-mails will not be transferred.

Data backup

All data on the Exchange server are backed up daily and stored for 6 months.

Requesting Exchange

To request Exchange for an organisational unit use the form Exchange-Bereich für Organisationseinheit beantragen (requesting Exchange, in German).

Upon request by the head or IT representative of a unit, the ZID provides every organisational unit with Exchange free of charge. The rights structure in Exchange (who is allowed to view or change which data?) is managed exclusively by the users themselves. 

A requirement for applying for Exchange is an existing share for the organisational unit. The respective share administrator activates the Exchange accounts for individual users.

User guides

Initial setup

Setting up e-mail account for Exchange

 

Setting up Exchange account

Recommended e-mail apps:

Not recommended e-mail apps: