E-mail service HAW Landshut at LRZ

Hochschule Landshut has outsourced the e-mail service for all Hochschul members (incl. students) to the Leibniz Computer Center (LRZ)..

Basic information about the LRZ mail service "Exchange service" can be found at  Dokumentation des LRZ Exchange E-Mail Systems.

You will receive messages and notifications on your university e-mail address from various areas of the university, including the Student Service Center, the faculties, the library and Service IT.
We would like to point out that the e-mails of the Hochschul account must be checked regularly because of this.
Alternatively, students can set up a forwarding via the SSO portal.

The Leibnitz Computer Center provides a comprehensive documentation of the LRZ Exchange e-mail system:
Dokumentation des LRZ Exchange E-Mail Systems.


Access options


a) Webmail-System:
https://xmail.mwn.de (Access data with prefix "la-" in front of your identifier)




(Password updated, see above.)

b) Connecting your LRZ mailbox to Outlook, among others:

To be found in the article: Connecting the LRZ mailbox


(In justified exceptional cases, Service IT may allow access to the "old HAW mailbox" upon request.)

Is there a limit on mail storage?
Yes. This is currently 3GB per mailbox for employees and professors.
Students, external employees and functional mailboxes have a limit of 1GB.
Staff/Professors:
If you still need more memory, the mailbox can be expanded in exceptional cases upon request to your department head. If necessary, please submit this request early so that we can plan for this in advance.

How big is my mailbox currently?
You can find out how to determine the size of your mailbox in our FAQs.

Viewing the memory size of the mailbox

Each employee has only a limited amount of memory available for his or her e-mail box. In order to display the currently used or still available memory, the following procedure must be followed:

In the Browser



1. Log in to the Outlook WebApp xmail.mwn.de (credentials with prefix "la-" in front of your identifier).

2. Select Settings (gear in the upper right corner) - Options - General - My account.
At the bottom right you will find "Mailbox usage".

In Outlook



1. Open Outlook on the PC or notebook. (Do not use the web version!)

2. In the upper left area, "File" must now be clicked:




3. After that, all the details about the available space will be displayed in the "Clean up mailbox" section:

Outlook / e-mail export to .pst file / backup of e-mails (employees and professors)

Landshut University of Applied Sciences has outsourced the e-mail service for all university members (incl. students) to the Leibniz Computer Center (LRZ).

Basic information about the LRZ mail service "Exchange service" can be found at Dokumentation des LRZ Exchange E-Mail Systems.

Problem:

1) Maximum mailbox size at the LRZ mail service is:

  • 3 GB for employees and professors
  • 1 GB for students and external lecturers

2) Unfortunately, an automatic transfer of the previous e-mails from the HAW mail system to the LRZ mail service is not possible.

1) Maximum mailbox size at LRZ mail service is:

  • 3 GB for employees and professors
  • 1 GB for students and external lecturers

2) Unfortunately, an automatic transfer of the previous e-mails from the HAW mail system to the LRZ mail service is not possible.

Employees and professors:
The current e-mail inventory in the HAW mail system can be exported to an archive file (.pst) and stored on the local drive (C:).
After the conversion, the exported file can be integrated into the LRZ mail service via Outlook.To do this, perform the following steps:

Step 1 - download all emails to local cache

 






Step 2: Export emails to PST file

1) At the top left edge make a left click on the "File" tab





2.) In the next window, first click on "Open and Export" and then select "Import/Export".





3) The import/export wizard appears. Here you mark "Export to file". After it is highlighted in blue click Next





4) In the "Export to file" window, select the "Outlook data file (.pst)" sub-item. After it is highlighted in blue click Next





5) In the "Export Outlook data file" window, please select your mailbox (will be highlighted in blue). Check if the checkmark "Include in subfolders" is set, if not please set it and click on Next.




6) In the new window click on "Browse" to select the location:





7) Select your C: drive on the left side and then click New folder



8) A new folder opens at the bottom. You can rename this folder. e.g. Outlook.



9) Once the folder has been created, double-click on it. You should now be in the path of the folder you created. At the bottom of the file name field you can enter a name of your choice (in the example "Backup"). Then confirm with OK.





10) The new selected path is now displayed and you can click on "Finish






11) Please assign a password for your backup file and click OK





12) Another window will open. Please enter your assigned password again and confirm with OK





13) Danach wird Ihnen der Fortschritt Ihrer Datensicherung angezeigt. Bitte klicken Sie nicht auf „Abbrechen“ bis der Vorgang abgeschlossen ist. Die Backupzeit variiert je nach Postfachgröße

Step 3: Include PST file in Outlook

After the export you will find a PST file in the specified folder. You can later include this file in Outlook. (see Instruction: Include PST file in Outlook).

Remove Outlook account (employees and professors)

To remove the previous mailbox, you can choose between two variants.
We recommend variant 1, as it is significantly less error-prone.


Variant 1: Remove the Outlook profile


1. At the bottom left edge click the Start button




2. After the click, type "System" on the keyboard. The search bar will open automatically and in the menu you should see the Control Panel, please click on it




3. In the "Control Panel" window please select "Email (32-bit)



4. In the new window please click on "Show profiles"





5. Your profile will be displayed in the "E-mail" window. Please click on "Remove"





6. Confirm the warning message with "Yes"




7. Your profile has been removed. Please click on "Apply". After that you can close all Control Panel windows.





8. When you restart Outlook you will be asked to enter a profile name. You may enter any name (here in the example LRZ). Then confirm with OK.




9. After that you have to enter your user data. Please refer to our instructions at „04_Connecting the LRZ mailbox“ and the LRZ-Dokumentation.


Variant 2: Delete mailbox



This variant should be executed only if the user does not want to delete his profile!


1. At the top left edge make a left click on the "File" tab




2. In the next window, click on the "Account settings" item and select "Account settings" from the submenu as well





3. In the new "Account settings" window, select the "Data files" tab and then click "Add"




4. Confirm the saving of the new file in the specified path with "OK"






5.  Now select the new location and click "Set as default" at the top.






6. In the new "E-mail transmission location" window, confirm the question with "Yes"





7. The default location has been changed and looks like this. After that you can click "Close" at the bottom




8) Please exit and restart Outlook for the changes to take effect. Perform steps 1 to 2 again

9) In the "Email" tab, select your email and then click "Remove"




10. Confirm the new window with "Yes"





11. The account has been removed and you can add a new account if needed

Connecting the LRZ mailbox

Instructions for connecting your LRZ mailbox to Outlook, among others, can be found in the subsections of the LRZ-Dokumentation.

Please use your e-mail address in the form:

Firstname.Surname@haw-landshut.de


Otherwise use as e-mail address:
YOUR_HOCHSCHUL_ID@haw-landshut.de

For examle: "s-mmuster@haw-landshut.de"

Please pay special attention to the note on the user name in the LRZ-Dokumentation!
Your user name at the LRZ mailbox is
ads\la-YOUR_HOCHSCHUL_ID

Beispiel: "ads\la-s-mmuster"

For further information please refer to the LRZ Dokumentation
 

Include PST file in Outlook (employees and professors)

Hochschule Landshut  has outsourced the e-mail service for all university members (incl. students) to the Leibniz Computer Center (LRZ).

Basic information about the LRZ mail service "Exchange service" can be found at Dokumentation des LRZ Exchange E-Mail Systems.

Problem: Unfortunately, an automatic transfer of the previous e-mails from the HAW mail system to the LRZ mail service is not possible.

Your emails saved in a .pst file can be used in two ways:
Variant 1) Connect as folder
This variant offers you the possibility to manage your "old" e-mails manually, i.e. after the connection you have the possibility to copy single, several or also all e-mails, possibly subfolders and the like, specifically into the new mailbox.
 
Variant 2) Use as import source
Here, all your "old" data will be transferred to the new mailbox.


Variant 1: Include Outlook PST as folder




1) At the top left edge make a left click on the "File" tab



2)  In the next window, first click on "Open and export", then select "Open Outlook data file".





3) In the new window "Open Outlook data file" go to the path you used for your backup. (Here in the example) Go to "C:" under it to the folder "Outlook". Click on the PST file "Backup.pst", then confirm with OK.





4) If the password prompt appears, please enter the password you set for the Outlook .pst file. Optionally you can tick "Save this password in the password list" so that Outlook saves your password and does not ask for it again.



5) On the left side you will now find a new entry "Outlook data file" or "backup" in the mailbox/folder list. After expanding you will find your old data there




Variant 2: Import Outlook PST to Mailbox




1) At the top left edge make a left click on the "File" tab





2) In the next window, first click on "Open and Export", then select "Import/Export"




3) The Import/Export Wizard appears. Here, check "Import from other programs or files". After this is highlighted in blue, click Next





4) In the "Import File" window, select the "Outlook Data File (.pst)" sub-item. After this is highlighted in blue, click on "Next"



5) In the new window, click "Browse" to select the save path:




6) In the new window "Open Outlook data file" go to the path you used for your backup. (Here in the example) Go to "C:" under it to the folder "Outlook". Click on the PST file "Backup.pst", then confirm with OK





7) The newly selected path with file is now displayed and you can click on "Finish




8) In the next window, if set, you must enter the password for your Outlook .pst file, then confirm with Ok. Optionally you can set a check mark at "Save this password in the password list", so that Outlook saves your password and does not ask for it again





9) Confirm the selection with "Finish" in the next window





10) After that you will see the progress of your data import. Please do not click "Cancel" until the process is complete. The import time varies depending on the mailbox size. If the process was completed, all legacy data will be in the current mailbox

 

 

Access server backup Outlook PST file (employees and professors)

Important: If you were not able to backup your PST file in advance, you have the option to access your server-side backed up Outlook file directly. If your PST file has already been included in Outlook, you do not need to follow these instructions!
Access to the server backup is only possible in the university network!!!

 

  1. Click on the Windows Explorer icon at the bottom of the taskbar (image 1). If it is not present, you can open the Explorer with the key combination Windows + E (image 2).

Image 1





Image 2





2. Enter at the top of the search bar the following path (as in the screenshot) ein\\dbs0.haw-landshut.de\pst$ and confirm it with Enter





3. If this window should appear, enter your university account data, your user ID and the current password (here in the example fhl-rz-win\hgf23333)





4. Now you can see your server saved backup in the path





5. Please copy this file to your local hard disk. Right click on the file and then click copy





6. After that, make a right click on c: on the left side and go to "New" in the submenu and click on "Folder"





7. A new folder will be displayed which you can rename (here in the example Backup)





8. After the folder is created click on it. Next to it in the window make a right click and select the "Paste" item in the menu window





9. You will be shown the progress of the copying process. Please do not click "Cancel" until the process is complete. The copy time varies depending on the mailbox size





10. After the copy process, your PST file will be displayed. You can now use it for importing. See tutorial Include Outlook PST file in Outlook



How can I set up/remove automatic forwarding from my university mail account?

Log in to https://sso.haw-landshut.de and then click on "Email Forwarding".



Now change the email address under "Forwarding address" to your own and click Save.




If you wish to disable the forwarding, simply re-enter your university address.

Integration of the DFN address book (DFN-ldap) in Outlook

1. Under the "File" tab, select Account Settings and again Account Settings:



2. Select the "Address Books" tab:





3. Create a new address book as shown in the following screenshots:




4. After entering the server name, you need to select other settings:





5. Here you enter the port 636 and select "Secure Socket Layer".
Then click on the "Search" tab as well.





6. Make the user-defined entries:





7. After clicking OK the setup of the DFN address book is finished.
Close Outlook and start it again!

8. It is now necessary to set that the new address book is used first:
In the "Start" window of Outlook select (right) the address book:





9. And here in the "Extras - Options":





In the following window select "Custom", mark the entry of the "ldap.pca.dfn.de" and move it to the top with the arrow on the right side.

  • to be found in the article "Sending encrypted emails with Outlook".

Inclusion of the DFN address book (DFN-ldap) in Thunderbird

1. Select the Address Book tab



2. Here, under File, select the option New LDAP Directory





3. Make the entries as shown in the following screenshot:





4. In the options you still have to activate the search in the new directory:






5. You can find the setting in the "Compose" tab:





6. Select the DFN PKI LDAP. After clicking OK the setup of the DFN address book is finished. To be found in the article "Sending encrypted emails with Thunderbird".

Message delivery error - Clear Outlook cache

You will get an error message that the address no longer exists.

Problem:

There are two ways to solve this problem:

A. Remove a recipient address


B. Clear the entire Outlook cache

1. At the left upper edge make a left click on the "File" tab
 

2.  In the next window click on the "Options" subitem




3. In the "Outlook Options" window, please click on the "E-mail" sub-item



4. On the right side please scroll down until you reach the item "Clear AutoComplete list" and click on it



5.  In the new window "Microsoft Outlook" please confirm with "Yes"



IMPORTANT: After you have performed this operation, the error message should no longer appear. The Outlook cache will be completely cleared during this action and your email recipients will need to be re-entered. After an e-mail has been sent successfully, you can reach this recipient as usual via the name entry.



Guidelines for the LRZ mail servers

The following page describes which guidelines and restrictions apply when using the LRZ mail systems:
 

  • The maximum size of an e-mail is 50MB (applies to both sending and receiving)
  • The sending of e-mails is limited to a maximum of 250 recipients per day
  • Filtering out virus-infected e-mails
  • Use of anti-spam measures
  • Extended storage of connection data when greylisting
  • SMTP port blocking at the transition from the Internet to the MWN
  • Valid sender address when sending e-mails
  • Sliding deletion of emails in the recycle bin
  • Exchange: no Outlook/OWA based forwarding to external addresses

How do I install the employee certificate in Outlook?

Import of the certificate in Outlook


To be able to use the certificate in Outlook or Thunderbird, first create a backup copy of the certificate (Firefox or Internet Explorer)
In Outlook, on the File tab, go to Options and select Security Center Settings:


In the subitem E-mail security you can first make the setting "Add digital signature to outgoing messages. This setting is recommended, so e-mail messages are signed by default. Also activate "Send signed messages as plain text".
Then click on import.




In the window that opens, enter the path to your backup copy of the certificate, the password you used to protect your backup copy, and your name. Click ok.




In the following dialog, please select the "Security level" option


By default, the "Medium" option is selected. We recommend the "high" option. This will prompt for a protection password when accessing the certificate's private key, which is required for the signature. You must set this in the next dialog.




With the application, the private key in Outlook is kept in memory for a while, you don't have to re-enter it for every email.
Now you need to adjust the settings in the main "Email Security" window:



Select the signature certificate. You will be offered the certificate you just imported:


After selecting the certificate, select SHA256 as the hash algorithm:


Now you can sign messages. When creating a new message, you will find the options for encrypting and signing under "Options". Signing should be set by default, you don't need to do anything.




You can only encrypt if you have received the recipient's public key beforehand. This works, for example, if the recipient has previously sent you a message signed by him. This usually contains his public key and you can reply to him in encrypted form.

The keys of all participants in the DFN certification service, are automatically loaded into your mail client when you include the DFN address book (ldap) in your client:

Good luck with the email signature!

How do I install the employee certificate in Thunderbird?

Importing the certificate into Thunderbird

In Thunderbird you need to select the options under the menu item "Tools". In the window that opens, select the item "Advanced" or "Advanced" and there click on "View certificates":





Normally, the field under the "Own certificates" tab is empty. Import your certificate from the backup file you created. When importing, you must enter the certificate password you used to protect your backup.




When importing, you must enter the certificate password you used to protect your backup.
 
Attention: If you already have older certificates in your memory that you used earlier, do not delete them! Otherwise, messages encrypted with them can never be read again!

After the successful import, the certificate appears in the certificate store:





If you have not already done so, assign a master password for your Thunderbird. This is done in the options:




Under the "Security" tab:





This master password is requested when you need access to the certificate's private key when signing a message. When used, the private key is kept in memory in Thunderbird for a while; you don't have to re-enter it for each email.

Now you have to set up the imported certificate for use in your account. To do this, go to the "Security" section in your account settings:




Select the certificate that you previously imported into the certificate store. You will use the same certificate for encryption. We recommend that you check the "Sign messages by default" box.




Done. Now you can send signed messages.

When creating a new message, you will find the options for encryption and signing under "Security". Signing should be set by default, you don't have to do anything more. To encrypt a message you still need the public key of your communication partner.




The keys of all participants in the DFN certification service, are automatically loaded into your mail client when you include the DFN address book (ldap) in your client:

Relocation of e-mail service HAW Landshut to LRZ

Hochschule Landshut has outsourced the e-mail service for all university members (incl. students) to the Leibniz Computer Center (LRZ).

Basic information about the LRZ mail service "Exchange service" can be found at Dokumentation des LRZ Exchange E-Mail Systems.

You will receive messages and notifications on your university e-mail address from various areas of the university, including the Student Service Center, the faculties, the library and Service IT.We would like to point out that the e-mails of the university account must be checked regularly.
Alternatively, students can set up a forwarding.

 

1. What is affected by the move?
All mail accounts, such as personal mail and functional mail addresses, but also all calendars, address lists and rooms managed via Outlook.
 
2. Does the mail address change?
No. You will still be able to use your previous mail addresses.
 
3. Do I have to take action myself?
Yes. It will not work without your help. See point 8.
 
4. Is there a limit on mail storage?
Yes. This is currently 3GB per mailbox for employees and professors. Students, external employees and functional mailboxes have a limit of 1GB.
Employees/Professors:
If you still need more memory, the mailbox can be expanded in exceptional cases upon request to your department head. If necessary, please submit this request early so that we can plan for this in advance.
 
5. How big is my mailbox currently?
Employees/Professors:
How to determine the size of your mailbox can be found in our  FAQs.
 
6. How can I reduce the size of my current mailbox?
By cleaning up your mailbox, i.e. deleting old e-mails that are no longer needed. For example, you should store important documents from e-mails in your personal network drive. There is also the possibility to archive your e-mails and/or mailboxes e.g. into a PDF document or into a so called PST file, see our FAQs.
 
7. Shared and functional mailboxes:
In the case of shared or functional mailboxes, there are usually several owners. Please check with your colleagues whether the mailbox is still in use. If you still need these mailboxes, please provide us with a main contact person. Please inform us of this contact person as soon as possible.

8. Procedure
Employees/Professors:
Changeover completed on 11/22/2019.

Students/externs (e.g., adjunct faculty):
Changeover was completed on 22.12.2019.
If you have set up email forwarding to your private email account, you do not need to take any action.

The Leibnitz Computer Center provides a comprehensive Dokumentation des LRZ Exchange E-Mail Systems.

Important for all users:
Please reset your password:
a. Log in to the service portal
b. Select "Change password"
c. Enter a new password (you can reuse your old password if it meets the specified rules)
d. It can take up to 40 minutes for the password for the LRZ mail service to be accepted.
 

9. Access options
a) Webmail-System:
Employees/Professors:

You can still access both mailboxes via "Outlook Web Access":

Old HAW-Postbox: https://xmail.fh-landshut.de (Usual access data)

New LRZ-Postbox: https://xmail.mwn.de (Access data with prefix "la-" in front of your identifier)


Students/externals (e.g. lecturers):

Old HAW-Postbox: https://webmail.haw-landshut.de (Usual access data)

New LRZ-Postbox: https://xmail.mwn.de (Access data with prefix "la-" in front of your identifier)

b) Connecting your LRZ mailbox to Outlook, among others:

See FAQ-article "04_Connecting the LRZ-Postbox"

More information about the e-mail area in the FAQs.

In the interest of a smooth move of the mailboxes, we ask you to observe the above points. If you have any questions or need assistance, please contact helpdesk(at)haw-landshut.de in a timely manner.
 

MacBook or macOS: I can't access shared calendars or they are not displayed

In order to access shared calendars (e.g. in Outlook) under macOS, you need at least the "Verifier" permission level

 

Access permissions can be accessed by right-clicking on the calendar followed by clicking on Properties:

Here you get the overview of the permissions under "Permissions":