FAQ - RWTH E-Mail
- Open up the SelfService. You log on with the user name (format: ab123456) and the password for RWTH Single Sign-On Account.
- Select "Accounts and Passwords" from the side menu.
- Mark the box of the "RWTH Service" with a check mark.
- Click on "Next" at the bottom of the account list and set a new password.
- Call the RWTH MailApp at https://mail.rwth-aachen.de
- Login with <ab123456>@rwth-aachen.de or <ab123456>@<institute>.rwth-aachen.de (see: Access: Types of e-mail addresses) and the new password for the "RWTH Service".
The error message "You don't have permission to send messages from this mailbox." says that you are trying to send via another e-mail address, i.e. assigned to your mailbox. This is not possible on the central mail system of RWTH Aachen University.
This typically happens at RWTH Aachen if you have entered your RWTH service account user name (e.g.: email@example.com) instead of your mail address (e.g.: firstname.lastname@example.org) as the sender mail address in the SMTP (dispatching server) settings.
Aside from e-mail functionalities, Exchange provides further groupware functionalities such as Calendar and Contacts. Additionally, mobile devices are supported as well.
In order to find out your mail address and username please log on to the Selfservice on https://rwth-aachen.de/selfservice/.
Next, select the option "Accounts and passwords" on the left and click on the service "RWTH Service". If you have more than one mail account at the RWTH, more than one service will be displayed with this name.
Here you will find the username in the form email@example.com (e.g. firstname.lastname@example.org). Aside from this username, you will need the password for your "RWTH-Service" account in order to log in successfully.
If you click on the service "RWTH Service" you will get an overview of this account. There you can find your e-mail address under "Sending Address".
All e-mails that reach the RWTH Aachen are checked for virulent attachments. The same goes for e-mails that leave the RWTH Aachen via the servers relay.rwth-aachen.de, relay-auth.rwth-aachen.de or smarthost.rwth-aachen.de.
If a suspicious code is detected in an attachment, the attachment is replaced by the following text:
This attachment contained a virus and was stripped.
Virus(es): Virentyp und Name
Additionaly, the text "***** VIRUS REMOVED / ENTFERNT *****" is included at the beginning of the subject line.
All e-mails that reach the RWTH Aachen are checked for SPAM mail.
If such an e-mail is detected, the text "***** SPAM *****" is inserted before the actual text of the subject line.
When creating an account, Outlook displays the following popup report:
This report must be confirmed so Outlook can download all required configuration settings to guarantee full functionality. Only then the free/busy times or out-of-office assistance will be displayed correctly.
If you have discovered that e-mails sent to you are undeliverable or if someone sending an e-mail to you receives the following error message:
Delivery has failed to these recipients or groups:
your e-mail client has most probably been configured wrongly.
Instead of your e-mail address (in the form of email@example.com), your username (in the form of firstname.lastname@example.org) has been set as the outgoing mail-address in your e-mail client. Usernames are only for logging into your e-mail accounts though. It is not possible to send e-mails to usernames!
To correct the misconfiguration and in order to be able to receive e-mails properly, you need to reconfigure your e-mail client.
Manuals and instructions of the different options of client installation can be found on the following webpage under "e-mail clients".
- Report the fault to the IT Service Desk.
- Please provide the following information:
- Sender and recipient address, date and time, screenshots of the error message and the email that could not be sent as requested attached. * Here you can find more answers to questions about e-mail.
- Here you can find more answers to questions about e-mail.
Should memory space requirements increase due to. e.g. committee work, we recommend the creation of an individual domain for this committee. Each institution will be provided with a free mail domain. For each additional domain a set-up fee will be incurred. The corresponding committee then has the ability to provide single mailboxes with individual quota based on the size of the assigned overall quota.
In order to create an individual mail domain we require the following information:
- name of the future maildomain
- name of the committee, the association, the institution of the RWTH Aachen University
- reference number of the institution (if applicable)
- surname, first name of two contact persons as well as their username
For incoming mail traffic the IT Center of the RWTH Aachen University uses the assessment system of the company Cisco Systems in order to reduce the amount of spam and virus-infected e-mails. With this process,each supplying e-mail system is assigned a so-called reputation score. This assessment is based on global analyses of the e-mail traffic of each dispatching system.
Three different gradations can be distinguished:
If the reputation of an e-mail server is classified as "poor", the RWTH Aachen does not accept e-mails of this system and the sender receives an automatic message:
"554 Your access to this mail system has been rejected due to the sending MTA's poor reputation."
Spam is a term for unwanted nuisance or promotional e-mails. The IT Center uses a spam detection software which marks over 90% of the spam emails arriving from outside as spam, resp. does not accept them.
A commercial spammer keeps a database with sometimes several millions of addresses. He may receive these e.g. by performing a targeted (automated with a program) scanning of newsgroups, homepages or e-mail directories, but also by trying out common addresses. Sending of e-mails is also automatic. Since sending e-mails costs almost nothing it doesn't matter if many addresses are invalid.
Spam emails are always commissioned by someone. By using promotional e-mails, the client seeks to achieve that his website is visited or that his hotline is called. The spammers get paid for this.
You do not receive spam e-mails from the IT Center. The spammer often applies a simple name as an address, without the "@" character. In this case our mail server adds its own name to the address.
Unfortunately it is relatively easy to forge sender addresses and other header lines. The spammers use this method to prevent confrontation with tedious returns, amongst others. Therefore please always have a look at the complete header first in order to verify where this promotional e-mail actually comes from.
We have all received e-mails with a similar content at some point: "Virus warning!!! If you receive an e-mail with the title "bonus buy" do not open it under any circumstances! It will destroy your harddrive! Please inform all your friends and affiliates about this threat!"
Trustful people, then, send this "warning" to all the contacts in their address register. That is exactly what the sender of the e-mail aimed at. Minutes of valuable working time are destroyed since these sorts of e-mails are virtually always a hoax.
Hoaxes are troublesome but harmless. Downright distasteful are chain letters about children suffering from cancer who can supposedly be saved if you send as many e-mails to friends and acquaintances as possible. It can be expensive and even dangerous if you give credence to obscure farms in Simbabwe or alleged tradespeople in Lagos. There are neither firewalls nor virus protections against hoaxes, so the only way to deal with it is common sense or as they say on the Usenet: the "Program Brain 1.0".
A list of the most common hoaxes can be found, e.g. at Sophos.
Many of the circulating worms (e.g. Sobig-E) take both recipient's and sender's addresses from the address register. In this process,it is especially the choice of the sender that is extremely unpleasant, since this way it may be you who gets a notification that a virus was sent even though you have a well-maintained and virus-free system.
No virus warnings are sent from our systems since the sender address is false in almost all cases.