This article explains how you can set up different versions of Outlook as an e-mail client for RWTH e-mail.

1. Outlook Profile Configuration
2. Setting Up Outlook 365
   1. Configuration
   2. Deactivate Autodiscover for Outlook
   3. Finishing setup
3. Setting up Outlook (Exchange)
   1. Configuration
   2. Finishing setup
4. Setting up Outlook 2016 (MacOS)
   1. Configuration
   2. Finishing setup

 

Please note:

With certain Outlook versions (mainly Outlook 365 & Outlook 2019) there is a change in the autodiscover process, which means that the Office 365 account is queried when selecting the account type or the selection of "Exchange" is not possible.
This leads to a problem when connecting to the central mail system of RWTH Aachen University. If this (autodiscover) problem occurs when selecting your account type, please follow the steps under II. Deactivate autodiscover for Outlook.

1. Outlook Profile Configuration

You may need to create a profile if Outlook was not previously configured on the device, and it is not possible to start the program with a valid configuration.

To do this, open the control panel and choose the "Mail (Microsoft Outlook)" setting. You may need to click on the drop-down arrow next to "Control Panel" in the search bar to display all control panel items.

Choose "Show Profiles...".

Select "Prompt for a profile to be used" and then click the "Add..." button to create a new profile.

Enter a name for the profile and choose "OK".

Enter your name and email address.

A Windows security login window will appear. Select "More choices" and then "Use a different account". You should then log in using the username and password of your "RWTH-E-Mail" account. Confirm the login with "OK".

Outlook will now configure a profile for you. Once the configuration has been completed, you can select "Finish" to complete the setup.

Start the Outlook App and select the profile that you just created.

2. Setting Up Outlook 365

You can download Outlook 365 as a part of the Office package from the page office.com using your RWTH student or employee access.

I. Configuration

Start the system and click on "File".

The option "Add Account" allows you to connect a new e-mail account to outlook.

The previous step opens a window to enter your e-mail address. After doing so, click on "Connect".

While doing this, please note that...

• personal e-mail addresses must be entered as "firstname.lastname@rwth-aachen.de", and
• official e-mail addresses must be entered as "<firstname.lastname>*@sampleinstitution.rwth-aachen.de"
  • every institute decides themselves how names are specified in the mail accounts (before the @)
• functional e-mail addresses must be entered without the preceding fkt_ of the username.

When asked to choose the account type, select "Exchange".

II. Deactivate Autodiscover for Outlook

To do this, call up the Windows app "Registry Editor":

• Press Windows Button + R and type "regedit" search for "regedit" in the Windows search bar.

Navigate to the appropriate path:

• [HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\AutoDiscover]

And set a new DWORD-Value (32bit) "ExcludeExplicitO365Endpoint"

Doubleclick on the DWORD-Value and change the value from 0 to 1

Then continue with the next step of the instructions for your Outlook version.

III. Finishing setup

In order to enter your username and password, first click on "More choices".

Click on "Use a different account".

and enter your login data for your e-mail account as follows:

• Username: ab123456@rwth-aachen.de or ab123456@sampleinstitution.rwth-aachen.de
  • If you are setting up a single-function e-mail adress (e.g. info@institute.rwth-aachen.de), please enter the username as: fkt_info@institute.rwth-aachen.de
• Password: the password of your respective RWTH-E-Mail-Account

By checking the box, you can ask outlook to save your login data for future logins.

Finally, by clicking on "OK", your account is set up and ready for use after restarting outlook once.

If you did not check the box as mentioned above, your login data will need to be entered each time you start outlook.

3. Setting up Outlook (Exchange)

I. Configuration

Please click on "Start" → "Control Panel" → "E-Mail"

Create a new account using the button "E-mail Accounts".

Create a new e-mail account with ”New ...”.

Select the item E-mail Account, enter your name, your e-mail address and your password for your e-mail account and click "Next". 

After restarting Outlook, the account can be used. If the option Remember my credentials is not chosen, the credentials have to be entered in every session.

4. Setting up Outlook 2016 (MacOS)

With newer versions of Outlook, an error message may appear stating that Exchange is not available. If you click on the Help menu and “Switch to older version/legacy mode”, Outlook can be set up without any problems.

I. Configuration

Open the Outlook settings and click on "Accounts".

Then select "Exchange or Office 365".

Enter the following Data:

• Email address: firstname.lastname@rwth-aachen.de or firstname.lastname@institutname.rwth-aachen.de

Then click on "continue".

Add the following data for the connection to Exchange:

• Method: User name and password
• E-mail address: firstname.lastname@rwth-aachen.de or firstname.lastname@institutname.rwth-aachen.de
  • Please use the same address as in the previous step
• Domain\username: username@rwth-aachen.de (e.g. ab123456@rwth-aachen.de or ab123456@sampleorganisation.rwth-aachen.de)
• Password: Your password for the e-mail account

Now Outlook will attempt to detect the server data automatically.

 Click ”Allow” to complete the setup.

II. Finishing setup

Click on "Done" to complete the setup.

• Port configuration
• Thunderbird (IMAP)
• Mail App Windows 10/11
• Android
• Apple