Artikel 25.02.2025

Microsoft Exchange Online is the email system of OTH Regensburg. Microsoft Exchange Online is a cloud-based email service that provides emails, calendars, contacts, and tasks. University members can connect to Exchange Online using apps like Outlook or through a browser like Edge to access their emails and collaboration features such as shared mailboxes or shared calendars.

Members of the university are offered several options to connect to Exchange Online.

• General information

Standard access to personal mailboxes and functional mailboxes:

• Outlook in Web Browser
• Microsoft Outlook 365

Additionally, the following options are provided:

The following apps are not regularly supported by the IT Center:

Computer:

• Add an email account and a shared mailbox in Microsoft Outlook (new)
• Add Staff Email Account and Functional Mailbox in Microsoft Outlook for macOS
• Setting Up Exchange Online Mail Account on macOS
• Exchange on Thunderbird
• Add Email Account in Thunderbird – Functional Mailbox
• Exchange with Gnome Evolution

Phone:

• Outlook for Android App
• Exchange on iOS
• Exchange on Gmail
• Exchange in Samsung Mail App

Alternative Options:

• Microsoft Authenticator Passkey
• Disable email forwarding in Outlook Web
• Change your Password
• Delete Shared Mailbox
• Renew Outlook Profil
• General Info Shared Mialbox
• Automatic Reply Shared Mailbox
• Turn off Focused Inbox in Outlook
• Permissions in Shared Mailboxes
• Sign outgoing mails

The mentioned apps are approved for access to Exchange Online for all university members. Generally, each app (email client) must be registered and approved by the IT Center to connect to Exchange Online.

• Shared Mailboxes: If you encounter issues with your functional mailboxes after the migration (e.g., unable to send emails), these mailboxes must be added as separate mailboxes in email clients like Outlook. Link to re-add functional mailbox Funktionspostfach neu einbinden
• Quota: Migration of mailboxes with increased quota in Exchange on-premises (current email system): These mailboxes will also be migrated and will temporarily have an increased quota in Exchange Online. Meanwhile, an email archive is being introduced. The goal is to standardize the quota afterward.
• Shared Calendars and Rooms: After the migration, access to shared calendars or rooms (both referred to as resources) may be temporarily restricted or unavailable. This can happen if the resources are in different systems, current Exchange and Exchange Online. This is a temporary limitation that will be resolved after the migration of all mailboxes and resources.
• Certificates for the mobile Outlook app for iOS and Android are currently not working. This appears to be an app-related issue.
• Forwarding Error Message – Automatic forwarding to external email systems (such as GMX) is not permitted for staff (academic and academic support personnel) and is also technically blocked. Forwarding is allowed for students. In case of error messages, please check your inbox rules. Deactivate E-Mail Forwarding
• Publishing a certificate in the GAL is possible if all other mailboxes have been removed from Outlook.
• Automatic Reply for Shared Mailbox – Several users have set up automatic addition of the shared mailbox. In this case, you can only configure the automatic reply in Outlook Web by opening the shared mailbox account directly.
• Are you missing some emails? This might be due to the current view settings in your Outlook inbox. Instructions on how to change this can be found in the documentation:* Turn off Focused Inbox in Outlook