Mailing in the Desktop App (Microsoft Outlook)

We recommend using Microsoft Outlook. The setup for laptops and Pcs is user-friendly and many advanced functions become usable.

Note: The MS Outlook from Microsoft 365 was used for the following screenshots.
In other Outlook versions (e.g. from MS Office 2016 or 2019), the interface looks slightly different. However, the work steps are the same.

  • Create Exchange account for internal computers (AD)

    AD- (active directory) means that the PC or laptop used is connected to the FHP domain. This usually applies to employees of the FH Potsdam.

  • Exchange-Konto anlegen: AD-Rechner


    The registration takes place with the login of the Campus.Account.

  • Exchange-Konto anlegen: AD-Rechner

    Select Exchange as the account type.

  • Exchange-Konto anlegen: AD-Rechner

    Confirm successful account setup.

  • Exchange-Konto anlegen: nicht AD-Rechner

    The newly created Exchange account can be seen under the menu item File and Account Information.

  • Create Exchange account for external computers (not AD)

    AD- (active directory) means that the PC or laptop used is connected to the FHP domain. If this is not the case, it concerns external devices of FHP students.

  • Exchange-Konto anlegen: nicht AD-Rechner


    You can register with the login of the Campus.Account. Enter your e-mail address here.

  • Exchange-Konto anlegen: nicht AD-Rechner

    Select Exchange as the account type.

  • Exchange-Konto anlegen: nicht AD-Rechner

    Then enter the password of the campus account.

  • Exchange-Konto anlegen: nicht AD-Rechner

    Confirm successful account setup.

  • Exchange-Konto anlegen: nicht AD-Rechner

    The newly created Exchange account can be seen under the menu item File and Account Information.

FAQ about Outlook on Desktop Devices

Yes.
Each user has a personal mail address for which he/she must create an Exchange account.
Access to functional addresses is via delegation.

Access to functional addresses is done by delegation. Access to a functional address is delegated to one or more personal email addresses.

Delegation can only be initiated by the owner of the functional address. The technical implementation is carried out by the staff of the Central IT.

After the delegation has taken place, a new account with the functional address appears in MS Outlook.
This account can be used immediately.

So that the functional address can also be used as a sender address, the send authorisation is also delegated.
An absence note  can also be configured for the functional address.

We recommend creating accounts in MS Outlook as Exchange accounts. This is the only way to use the full range of functions of the Exchange server.

In MS Outlook, click on the menu item Files and then you will see the current and maximum quota (storage space volume) under Mailbox settings.

Quota ansehen

In MS Outlook, click on the menu item Files and then follow the path Options -> E-mail -> Signatures. There you can create or edit one or more signatures. Each signature is given a title.

 

Signaturen anlegen
Signaturen anlegen

A signature can be selected when writing a mail. Existing signatures can also be edited via this function.

Signaturen verwenden

Instructions for forwarding and redirecting e-mail messages by setting up inbox rules from 1&1 IONOS SE.

Difference between forwarding and redirecting an email:

  • Forwarding: Mails appear to the recipient as if they came from the original sender.
  • Forwarding: Mails appear to the recipient as if they came from the person who forwarded the e-mail.

Forwarding therefore makes more sense if the reply is to be sent directly to the original sender.

Set upforwarding and redirection in MS Outlook.

In MS Outlook, go to the calendar view. Calendar (default calendar) -> right mouse button -> select New Calendar . Set the name . Folder: Place where the new calendar is to be created. Confirm. The newly created calendar is visible and can be used.

Working Offline with Outlook

MS Outlook has the ability to work offline. Mails can be read and written even without a connection to a network. However, retrieving and sending mails is only possible if there is a connection to a network.

Manual synchronisation (send/receive) is forced by pressing the F9 key, the small icon at the very top left or by the menu item Send/Receive and Send/Receive All Folders.

Offline-Fähigkeit von MS Outlook
Offline-Fähigkeit von MS Outlook

 

If frequent offline work is foreseen, then the Exchange cache mode should be activated under File --> Information --> Account settings --> Change and set to all.

Offline-Fähigkeit von MS Outlook
Offline-Fähigkeit von MS Outlook