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Requests, failure reports and repairs

Please contact us via email servicedesk@id.ethz.ch or phone +41 44 632 77 77

Service Information and Update

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Outlook Web Access


Your eth email can be accessed directly through a web browser.

  • Go to mail.ethz.ch
  • Enter your ETH username (not the e-mail address)
  • Enter your ETH password for e-mail (Active Directory)


Mailclient


List of supported mail clients:

  • Outlook for Windows (Outlook 2013 and higher)
  • Outlook for Mac (Outlook 2011 and higher)
  • Apple Mail
  • Thunderbird for Mac and Windows (Thunderbird Version 45 and higher)
  • Windows Mail (Windows 8.1 / Windows 10)

 Basic requirements for support
  • The mail client requires an official manufacturer who can also provide support in case of problems with the product.
  • The mail client in general and the version in particular must be officially supported by the manufacturer together with our mail server.
  • Independent of the mail client, the underlying operating system must also have an officially supported version and a patch level that is as up-to-date as possible.
 Restrictions for «mobile devices»
  • Android devices can only be supported with "best effort" due to the extreme variety of OS and mail client versions.
  • Windows Phones are supported with "best effort" only due to the limited distribution.
  • There is currently no way to connect Blackberry devices to our mail server.
  • Access to the mail server with the Outlook App for iOS and Android is currently blocked.


General Information


 Brief overview

StaffStudent
Mailbox size5 GB1 GB
max. Mail size20 MB20 MB
Send limit per day500 Mail/day500 Mail/day
SendAsRequestNo

Send on behalf

RequestNo
Sender SpoofingNoNo
max. Aliasses1010
Manage Mail Forward

https://passwort.ethz.ch

Self Service\Manage Forward

https://passwort.ethz.ch

Self Service\Manage Forward

Support for your Mailbox
  1. lokal IT
  2. Servicedesk (Tel. 27777)
    servicedesk@id.ethz.ch

Servicedesk (Tel. 27777)

servicedesk@id.ethz.ch

 Mailbox quotas

When the mailbox quota is reached, there are three different thresholds. The standard values for employees and students are as follows:

ThresholdEmployees (standard)StudentsMessage to mailboxRestricted functionality
IssueWarningQuota4.5 GB (80% of the quota)820 MB (80% of the quota)Every night, a system-generated e-mail informs the user that the quota has been reached. This continues until the data volume falls below the quota or the next higher threshold is reached.None
ProhibitSendQuota5 GB (100% of the quota)1 GB (100% of the quota)Every night, a system-generated e-mail informs the user that the quota has been reached and that the mailbox functionality is restricted. This continues until the data volume falls below the quota or the next-higher threshold is reached.The mailbox cannot send any e-mails until the data volume falls below the quota.
ProhibitSendReceiveQuota7 GB (Quota plus 2 GB)1.2 GB (Quota plus 200MB)Every night, a system-generated e-mail informs the user that the quota has been reached and the mailbox is restricted. This continues until the data volume falls below the quota.The mailbox cannot send or receive (!) any e-mails until the data volume falls below the quota.

Quotas of more than 10 GB

As a matter of principle, quotas of more than 10 GB are not advisable if the mailbox is managed with an offline client. Offline clients download all e-mails from the server to the local computer.The advantage is that all mail data are available even if there is no connection to the mail server.The disadvantage is that most clients cannot reliably handle large local mailbox databases (< 10 GB) and/or perform poorly with such large databases. In the case of mailbox sizes of over 10 GB, it is advisable to use online mail clients only (e.g. web browser or Outlook in online mode).Please do not forget that the "Drafts", "Sent Items" and "Deleted Items" are also included in the quota calculation. Everything you save but have not yet sent in Outlook, Outlook Web Access and some other mail clients is stored in the "Drafts" folder. Most clients save a copy of your sent e-mails to the "Sent Items" folder.

 Connection endpoints Mail protocols


ProtocolConnection to Mailserver

HTTPs (Outlook Web Access)

https://mail.ethz.ch/owa

MAPImail.ethz.ch
IMAPmail.ethz.ch (imap.ethz.ch); Port 993 (SSL)
POPmail.ethz.ch (pop.ethz.ch); Port 995 (SSL)
SMTPmail.ethz.ch (smtp.ethz.ch); 587 (TLS)
ActiveSync

mail.ethz.ch

Domain: d.ethz.ch (if needed)

Username: “<username>@ethz.ch”

EWS

mail.ethz.ch; Port 443

(https://mail.ethz.ch/ews/exchange.asmx)

Mailclients


As a matter of principle, all mail clients that use the above-mentioned protocols can be used.However, due to the great variety of clients, we can only officially support a limited selection:

 Browser for Outlook Web Access
  • Internet Explorer
  • Chrome
  • Firefox
  • Safari
 MAPI
  • Outlook (Windows)
 IMAP/POP/SMTP
  • ThunderbirdOutlook (Mac/Windows)

 EWS
  • Outlook (Mac)

  • AppleMail

  • (Evolution; nur sehr begrenzter Support)

  • (Lightning; nur sehr begrenzter Support)

 ActiveSync
  • WindowsMail
  • Offizielle iOS MailApp
  • Offizielle Windows Phone MailApp
  • MailApps unter Android nur auf Basis von «best effort»


Please note that from this list, we can only consider client versions that the manufacturers generally support, also in conjunction with our mail server. We reserve the right to prevent the connection of mail clients to the mail server infrastructure if they have massive vulnerabilities, burden the mail infrastructure excessively or do not comply with the guidelines of the Acceptable Use Policy for Telematics Resources at ETH Zurich (BOT).

 E-mail virus scanner

The mail organisation of the ETH Zurich's IT Services, employs two different systems to protect the mailboxes from harmful or junk e-mail: the mail filter (spam filter) and the mail virus scanner.

Both systems have a virus scanner, but differ fundamentally in terms of their function:

  • The mail filter upstream of the mail server comprises several servers that check all incoming e-mails from external senders for spam, viruses, malware, phishing, ransomware, etc.
  • The mail filter examines all elements of an e-mail. If one or several tests return positive results, the e-mail will be rejected. A detailed description of the mail filter is available here.
  • All e-mails received from external senders must first traverse the mail filters before they reach the mail servers with the mailboxes.
  • Various virus scanners are used on the e-mail virus scanner and the mail filter.
  • The mail virus scanner screens all (!) incoming and outgoing e-mails (external and internal) on the mail server.
  • The mail virus scanner only checks the attachment of an e-mail for viruses and its data type (extension) and is located directly on the servers containing the mailboxes.

Detailed configuration of the e-mail virus scanner

Virus scanning

  • Attachments containing viruses or Trojans are always deleted!
  • Virus scanning also takes place within archive files (ZIP, RAR, ...). If a virus is found in an archive, the entire archive will be deleted.

Attachment blocking

  • Mails or attachments larger than 20 MB are blocked.
  • Archive restrictions (ZIP, RAR, ...) – the entire archive will be blocked if:
    - The archive contains more than 5,000 files.
    - The size of the unzipped files is larger than 150 MB.
    - More than five nesting levels exist (archive in the archive in the archive ...).
    - The unzipped content is more than 1,000 times larger than the actual archive.
  • The following file types (extensions) are blocked:ade; adp; asx; bas; bat; bin; chm; class; cmd; com; cpl; crt; dll; elf; exe; hiv; hlp; hta; inf; ins; isp; js; jse; jtd; lnk; msc; msi; msp; mst; ocx; oft; ovl; pcd; pif; pl; plx; scr; sct; sh; shb; shs; sys; vb; vbe; vbs; vss; vst; vxd; wsc; wsf; wsh
  • No attachments are blocked within an archive file. If an archive file contains a file with an extension to be blocked, the virus scanner will not touch the file.
  • Encrypted and password-protected archives are admitted.
  • All blocked attachments and e-mails are held in quarantine for 30 days. During this time, the e-mail with the original attachment can be requested anew from the Service Desk by means of a ticket. Thereafter, the files are deleted automatically.

User information

  • All actions of the virus scanners are communicated to the recipients and the internal senders.
  • All attachments that are blocked or deleted due to a virus are replaced with a text file generated by the system. This file contains the name of the removed original file and the type (quarantine or deletion) and reason for the measure taken.
  • All internal persons involved in the e-mail receive a separate e-mail with the subject "[Mail server notification]" from the system, which provides information on the measure taken and the mail servers involved in the measure.


Various instructions, tips & tricks


 Public-Folder Management in Outlook Web Access (OWA)

With Exchange 2016, the way public folders are accessed in the OWA changed to a “subscription model”. This means that public folders must be «subscribed to» individually. They then appear in your favorites. It is no longer possible to map and browse a hierarchical structure in the OWA. If two or more public folders have an identical name, they will also be displayed with the same name in the favorites.

 Adding a public folder in Outlook Web Access
  1. Login to Outlook Web Access (https://mail.ethz.ch) with your “ETH Username and Passwort for E-Mail (Active Directory)”.
  2. “Right-click” on the Favorites on the left side of the browser and select “Add public folder to Favorites”.

  3. Select the folder you want to “subscribe” to then click on “Add to Favorites”.

If the public folder is mail-enabled, it will now appear under your favorites.

If the public folder is a calendar, it appears in your calendar overview in the section "Other calen-dars".

 Remove Public Folder Access in Outlook Web Access
  1. Login to Outlook Web Access (https://mail.ethz.ch) with your “ETH Username and Pass-wort for E-Mail (Active Directory)”.
  2. “Right-Click” on the Public Folder you want to remove and select “Remove from Favor-ites”

The public folder is no longer visible in the favorites.

 Private appointments in Outlook (Exchange)

A lot of people try to protect the content of their appointments by marking them as "Private".

Unfortunately, the mail server does not actually conceal the content. Exchange merely flags the appointments as "Private" in its design. It is the clients' job to respect the marking.

Recommendation

Do not publish any sensitive or confidential information in Exchange appointments. Instead, communicate such information separately.

Example

The amount of information that Exchange sends to mail clients depends solely on the rights as-signed for the calendar. By default, every user with a mailbox on the central ETH mail server has the permission to see the "Free/Busy time" information of someone else's calendar on the same server. "Free/Busy time" means that the appointments are only shown as blocks without subject or content.

If the third item is selected in the above example ("Free/Busy time, subject, location"), the server will also send information about the appointment's subject and location. If the fourth option is sel-ected ("Full Details"), the server will also send the content. The same principle applies to permis-sions given via "Delegates". The data sent by the server always corresponds to the permissions assigned for the entire calendar, regardless of whether individual appointments have been marked as "Private". The client – and not the server – determines whether private appointments are shown as "Private".

Most common clients such as Outlook (Apple/Windows), AppleMail or OWA support "Private" markings for appointments and will only show them as a placeholder in the calender as reques-ted (like "Free/Busy time", see figure above). However, this behaviour is determined by the com-pany that developed the client and cannot be controlled by the mail server.

 Cleaning Up Your Mailbox

Check mailbox size

Mailbox and folder size can be checked on our website or the Microsoft Outlook client.

  • Check mailbox size
  • Folder and subfolder size can be checked with Outlook (for Windows):right click on a folder > properties > folder size

Mailbox clean up

Keep your mailbox slim and your client performant:

  • Delete Spam, newsletter, advertising mails and old system messages.
  • Save large attachments locally and delete the email.
  • Clean up the sent objects
  • Delete old calendar items

Emails which are older than 30 days, read and not in the folder “Deleted Items” can be deleted. These emails will still be available on your mail archive.

 Mailclient SMTP port 587 configuration
 Outlook 2013/ 2016
  1. Open Outlook.
  2. Click on “File” in the top left corner.
  3. Select “Account Settings” and click on “Account Settings”.
  4. Double click on your ETH account.
  5. Open “More Settings ...”
  6. Change to the “Advanced” tab.
  7. Check if “Outgoing server” port is set to “587”.

  8. If the “Outgoing server (SMTP)” port is set to “25”, change it to “587” and click “OK”.
 Outlook for Mac
  1. Open Outlook for Mac.
  2. Click on “Outlook” and choose “Preferences”.
  3. Select your ETH account.
  4. Check if “Outgoing server” port is set to “587”.

  5. If the “Outgoing server” port is set to “25”, change it to “587”.
 Apple Mail
  1. Open “Apple Mail”.
  2. Click on “Mail” and choose “Preferences”.
  3. Select your ETH account.
  4. Change to the “Server Settings” tab.
  5. Check if “Outgoing Mail Server (SMTP) - Port” is set to “587”.

  6. If the “Outgoing server” port is set to “25”, change it to “587”.
 Thunderbird
  1. Open Thunderbird
  2. Click on “Tools” and choose “Account Settings”.
  3. Open “”Outgoing Server (SMTP), select your ETH account and click on “Edit...”

  4. Check if “Port” is set to “587”.

  5. If the “Port” is set to “25”, change it to “587” and click OK.

 Configuring Shared Mailbox with IMAP

This document decribes how to integrate a shared mailbox using IMAP for various clients. This description may vary depending on the client and version. However, the principle is identical.

 Thunderbird
In the overview of the mail accounts select "Set up an account: Email".

Fill in the fields as described below:

Your name: "Shared mailbox name".

Email address: "Email address of the shared mailbox".

Password: "Password of the user, with corre-sponding permissions".

Thunderbird will now automatically attempt to determine the mail server configuration.

Do not (!) wait for the process and immediately select "Manual config".

Modify the lower half of the screen according to the following specifications:

Incoming: IMAP
Server hostname: mail.ethz.ch
Port: 993 SSL: SSL/TLS
Authentication: Normal password

Outgoing: SMTP
Server hostname: mail.ethz.ch
Port: 587 SSL: STARTTLS
Authentication: Normal password

(Incomming) Username: d\"ETH username"/"Email Address Shared-Mailbox"

(Outgoing) Username: d\"ETH username"

Then select "Done".

The mailbox will then appear as a new entry in Thunderbird.

 iPhone
In the settings, open "Accounts" and select "Add account".Then select "Other".

In the next selection, select "Add mail ac-count".

Hostname: mail.ethz.ch
User name:
d\"ETH username"/"Email address Shared Mailbox"
Password: "Password of the authorized user".

Hostname: mail.ethz.ch
Username:
d\"ETH Username"
Password: "Password of the authorized user".

 Mac Mail
Add a new account and select "Other Mail Account" followed by "Continue".

Name: Your custom name for the account.
Email Address: "Shared Mailbox Email Address".
Password: "Password of the authorized user".

Then select "Sign in".

A message will then appear stating that the user name and password could not be verified. This message can be ignored.

User Name: d\"ETH Username"/"Shared Mailbox Address"
Incoming Mail Server: mail.ethz.ch
Outgoing Mail Server: mail.ethz.ch

Click on "Sign In".

Now it takes a moment. The error in the last step will remain. The error can be ignored.

Click on "Next".

Open the preferences.

Change to the "Server Settings" tab.

Change the username.

"Outgoing Mail Server (SMTP)":
User Name: "ETH Username"

Click Save and restart the mail client.


Service description


Description

The mailbox is composed of mail, calendar, contacts and tasks. It is available on all current web browsers and mail clients. It has a well organised design and it is closely connected to the following services:

  • Spam filter for email
  • Mail archive
  • Telephone answering machine

Customer Benefits

The Mailbox is asynchronous, independent of time and distance. The mailbox service supports the following processes:

  • Secure internal and external mail communication
  • Calendar services
  • Address book
  • Room and equipment reservation

Customer Groups / Cost / Order

The Mailbox service is available to all ETH Zurich employees, lecturers and students and is free of charge.

Depending on the circumstances a mailbox is created automatically or manually by the responsible person in the organisational unit. IT Support Groups can create a mailbox manually. There, an administrator or the mailbox owner can also configure and customise various aspects of the mailbox.