E-Mail for employees

Microsoft Exchange

Togehter with the IT service center at the Ilmenau site, the URMZ offers the GroupWare solution Microsoft Exchange for employees. It offers cross-device access to electronic mailboxes, address books, calendars for appointment management and coordination as well as other tools that support you in your work.


The Exchange account can be accessed platform-independently via web browser using Outlook Web Access (OWA) and at the workstation using Microsoft Outlook. The integration of the Exchange account is also supported for mobile devices.

Authentication is always carried out using the user name and password of the university account (PC logon). If required, a separate password for Exchange can be assigned in OWA, which is reset via the URMZ user portal user portal  when the password changes.

All incoming and outgoing e-mails are checked for viruses.

Server informations


Servername: group.uni-erfurt.de


Login: uex\username

Size of your mailbox: 10 GB

Size of an e-mail (incoming/outgoing): max. 20 MB

Start of outlook

Anmeldefenster Outlook

Outlook is made available as part of Microsoft Office on all devices administered by the URMZ. You can find Outlook via search or in the Microsoft Office folder in the Start menu.


  • The first time you start outlook. you have to enter your username and your password. Due to the login to the network, the user name is already prefilled (picture 1).
  • DThe prefilled user name benutzername@ad.uni-erfurt.de must be changed to log on to the Exchange domain as follows:  uex\username
  • By entering the password (the same as your PC login!) and confirming the login, outlook is automatically configured and started.

For the introduction of Exchange, training courses are offered that teach the basic functions of Outlook. You can find information on the manufacturer's website:

General information for mail migration

For the change from IMAP/Webmail to Exchange a migration tool is used, which was developed for the specific environment of the University of Erfurt. With this tool it is possible to transfer messages, contacts and calendars automatically to Exchange.

To start the migration, a new Exchange account is created with the same e-mail address and access to the previous IMAP account is restricted. From this point on, all new messages will already arrive in the Exchange mailbox. After the migration, access to the IMAP account will be completely disabled and the data will be deleted from the URMZ servers after the migration. The Thunderbird program will be removed from the computer, unless otherwise agreed.

Basically, all e-mails, contacts and calendars of your personal account that you can access online via webmail are migrated. Contacts and calendars from Thunderbird has be imported before the migration.

Not to be migrated::

  • Empty folders
  • Markers, categories
  • Rules for incoming mail and forwarding
  • Sharing from/to folders, calendars and address books
  • Message filter
  • Tasks
  • Signatures
  • RSS feeds

Migration of contacts from IMAP

Contacts from Thunderbird can be transferred to Webmail (Convergence) in a few steps and processed in this way with the migration tool:

  1. Open your Thunderbid address book.
  2. select the address book you want to transfer. With Tools => Export you start the export to a file.
  3. Select LDIF as the file type for export. The name of the selected address book is automatically suggested as the file name. Repeat steps 1-3 for all address books to be transferred.
  4. Log in to Webmail and navigate to the Contacts section. You can import the exported contacts into your default address book (title: Your Name) or optionally create a new address book for each address book from Thunderbird. To create a new address book, click the address book icon on the far left.
  5. Select the address book into which you want to import contacts and choose Import via the Import/Export icon.
  6. Select an exported address book using the file explorer and start the import. Repeat steps 3-6 for all address books to be imported.

Migration of calendars from IMAP

Calendars from Thunderbird can be imported to Webmail (Convergence) in a few steps and processed in this way via the migration tool. Alternatively, the format is also suitable for direct import into Outlook:

  1. In Thunderbird, switch to the Calendar view and select the calendar to export. By right-clicking on the calendar a menu appears where you can select the item Export Calendar.
  2. Specify the location and file name for the export. The calendar name is automatically suggested as the file name and the correct format ics is already preset. Repeat steps 1-2 for all calendars to be transferred.
  3. Log in to Webmail and navigate to the Calendar section. You can import the calendars into your default calendar (title: Your Name) or optionally create new calendars for import. To create new calendars, click on the calendar icon on the far left.
  4. You start the import by clicking the Import/Export icon. You can either select the required target calendar beforehand or choose it from the Import menu. Use the file explorer to select the previously exported file. Repeat steps 3-4 for all calendars to be transferred.

Short documentations


How do I search for the last name in the address book?

The default behavior of Outlook when searching in address books is to search by the (displayed) name starting with the first character. To change this behavior, select More Columns in the search window. Now Outlook searches in the selected address book separately using the Last Name, First Name and E-mail Address fields. Important: With this search method, the search does not start until you press OK or Enter.

How can I use addresses and mailing lists from shared address books when creating e-mail messages?


Shared address books are not displayed in Outlook in the address book search. This means that addresses and distribution lists cannot be easily used (searched) for creating e-mail messages. A workaround is described in the form of a short documentation.

How can I send large attachments to someone else?


To send documents or larger files it is recommended to use Gigamove.

Service section
Service section
(University Computer and Media Center (URMZ))
Kommunikations- und Informationszentrum (KIZ) - Room 0.11
Exchange Exchange