Overview
Setting up an automatic out-of-office message
You can set up an out-of-office message in the filter menu in the webmailer. To do this, please log in to the webmailer and select Settings in the menu on the left.
If you now click on the "Filter" entry (step 2), you can add new filters under Create (step 3). (Fig. 2 and Fig. 3)
4. specify a name for the filter. This will only be displayed to you.
5 Activate the filter
6. if an out-of-office message is to be applied to all messages, set the All messages option under Field. Alternatively, you can also define only certain sender addresses.
7. under Actions, select Reply with message.
8. enter your out-of-office message in the message content.
9. then define a subject.
10. under My email addresses, click Fill in with all my addresses.
11) Set the value for Frequency to 1 day(s) [Recommended].
12. save the filter.
If you want to have a time limit for your absence, add the following two filter rules as shown in the picture.
Remarks
Please note that only one absence filter rule may be defined.
If several absence filter rules have been defined, the absence note will unfortunately not work.
This also applies if one of the absence filter rules is deactivated.
Please do not use a Gmail account to test the out of office note, as Google unfortunately does not accept automatic replies generated by Roundcube.
Absence note in the service portal
The easiest way to activate an out-of-office note is via the serviceportal.uni-paderborn.de.
You can select the item "E-mail settings" under "User settings". Press the button "Activate absence notification". You can then enter the text in the editor window that appears. After pressing "Save", the out-of-office notification is active. You can switch the note off again by clicking on "Deactivate". Unfortunately, time control is not possible.
E-mail client configurations
Instructions for email migration
Email client configurations before migration
Configuration of individual programmes (after migration)
Mailman
What is a mailing list?
In simple terms, it is a list of e-mail addresses. If you send an e-mail to a mailing list, it will be distributed to all addresses on this list.
How can I display existing mailing lists?
Enter the following link in the address field of your Internet browser:
https://webmail.math.uni-paderborn.de
Click on "Mailing list administration" and you will see a list of all existing mailing lists that have been published by the administrator.
How can I subscribe to a mailing list?
There are two options here. You can contact the owner or administrator of the list directly and ask them to add you to the mailing list, or you can visit the following page
https://webmail.math.uni-paderborn.de/mailman/listinfo
click on the desired mailing list and follow the instructions displayed to subscribe to a mailing list.
How can I unsubscribe from a mailing list?
https://webmail.math.uni-paderborn.de/cgi-bin/mailman/listinfo
Please click on the list from which you wish to unsubscribe.
At the bottom of the page you will find the item "Unsubscribe / change an e-mail address". Enter the e-mail address with which you are on the list in the empty field and click on the button to the right of it. You must then follow the instructions under "Cancelling your subscription".
How can I create a new mailing list?
Please contact one of the postmasters of the mathematics computer centre.
How do I enter recipients?
Firstly, you must be an administrator the corresponding mailing list. If this is the case, please visit the following page:
https://webmail.math.uni-paderborn.de/cgi-bin/mailman/admin
Please select the appropriate mailing list here. Enter the administrator password to log in. You will receive an administrative overview of the mailing list, in which you click on "Member administration..." in the left column and then on "Register/Subscribe". There are several options to choose from and below you can enter the new e-mail address(es) in a text field. Make sure that you only enter one e-mail address per line. Optionally, you can select a text file in which the email addresses to be entered are in the same form.
By clicking on the "Save changes" button, Mailman adds the email addresses to the list and takes you back to the main menu. Now all you have to do is log out.
How do I unsubscribe recipients?
Firstly, you must be an administrator:in the corresponding mailing list. If this is the case, please visit the following page:
https://webmail.math.uni-paderborn.de/cgi-bin/mailman/admin
Please select the appropriate mailing list here. Enter the administrator password to log in. You will receive an administrative overview of the mailing list, in which you click on "Member administration..." in the left-hand column and then on "Delete/unsubscribe".
Select whether users and list owners should be informed. In the following text field, enter the email addresses to be deleted as they appear in the mailing list. Again, please note that only one email address is entered per line. Optionally, you can again select a text file that contains the e-mail addresses to be removed in the same form. Click on "Save changes" to remove the e-mail addresses from the list and return to the main menu, where you only need to deregister.
How do I set up another moderator?
Log in as Aministrator:in your list in the "Mailing list administration...". Select the first item "General options". Then, in the third text field, you can enter the e-mail addresses of the people who are to become moderators of the list as they appear in the list. Please note that only one address is entered per line.
Click on the "Save changes" button at the bottom of the page and log out again. The persons are entered as moderators.
How do I change the passwords?
The prerequisite is that you are registered as administrator:in the list. Register as such in the "Mailing list administration...". You can find out how this works, for example, under"How do I add recipients?" in this FAQ.
Once you have logged in, select "Passwords" from the menu and follow the instructions.
How do I set who is allowed to write to the list and who is not?
You must first register as an administrator. See"How do I enter recipients?". If you are in the administrative main menu of the mailing list, select the item "Subscription rules and address filters...". You will see some sub-items of the menu. Under the second sub-item, you can set who is authorised to write to the list and who is not. Simply select the relevant options and fill them in. Once you have made all the settings, click on the "Save changes" button to apply them. And don't forget to log out when you have finished ;-)
If it is a mailing list that is not published, please enter the relevant link in the address bar of your Internet browser to get to the desired page:
Limited space for mails or mails with the subject "quota violation"
The Paderborn University's mail servers are also subject to restrictions, i.e. each user with a mail address benutzer:in@mail.uni-paderborn.de only has limited storage space available.
If the space is almost exhausted, you will receive mails with the subject "Quota violation". You then have 7 days to free up space in your mailbox. This can be done either by deleting older mails or by increasing the available storage space. The latter can only be done on a case-by-case basis and by contacting the RBM staff.
You can view the storage space usage of your mails via webmail https://webmail.uni-paderborn.de/ . As soon as you are logged in, you can see the storage space utilisation at the bottom left next to the logout button.
Some clients, such as Thunderbird, are able to display the utilisation of your quota. The warning window is only displayed from a memory utilisation of 75%, from 80% it is displayed in yellow and from 95% in red.
Notes on unwanted advertising mails / SPAM
Unfortunately, scammers and advertisers have also discovered the communication possibilities of emails. Such unwanted emails are generally referred to as SPAM.
As it is unfortunately not possible to block all spammers, we can only try to follow a few rules to minimise the damage:
- Never enter your e-mail address unnecessarily. Most competitions and newsletters are designed to collect as many e-mail addresses as possible.
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Never reply to promotional emails - even if the email claims that you can easily deregister. This "deregistration" often only has the effect of confirming the email address. As a result, people receive all the more SPAM.
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Never send SPAM yourself. Anyone who uses UNI computers to send SPAM risks losing their university e-mail account forever.
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From time to time, viruses or worms are sent via e-mail instead of advertising. Although all incoming e-mails are checked on the mail server, to be on the safe side you should switch off JavaScript or similar scripting languages in your mail client.
Forwarding e-mails to another address
The forwarding of business e-mails to external e-mail addresses is prohibited.