Screenshots Outlook 2013
In Outlook, you can access the Address Book button at any time:
no matter whether you want to write a new email or - as the following screenshot shows - look at the calendar of another upTUdate subscriber:
However, the TU-wide address book can also be integrated into various other mail clients, such as
Screenshots for inserting the upTUdate address book into Thunderbird 12.0.1:
First select the "Address Book" tab.
File --> New --> LDAP directory
Configuration settings: Server address: dc.intern.tuwien.ac.at, Basis-DN: ou=people,ou=tu,dc=intern,dc=tuwien,dc=ac,dc=at, Port-Nummer:636
Now you can enter search queries in the newly created LDAP address book "upTUdate".
(Screenshots for Outlook 2013)
Open the address book in the upper right corner. Under "All Address Lists" --> "TU Wien" you can now select the organizational unit whose members you would like to have listed in your address book:
Specify the selected institution as the default address list:
To change the default address book, click on Tools --> Options in the address book.
Select the desired institution as default address list and confirm with OK.
Via the link upTUdate, opens an external URL in a new window in TISS (tab Organization, section Address Book) you can display the authorization groups in which you are a member or, if you are an address manager, those that you can administer are also displayed.
Using the link upTUdate, opens an external URL in a new window in TISS (tab Organization, section Address Book) you can, if you are an address manager, also create authorization groups or administrate existing ones:
Create a new group and add employees
Specify a name for the group and a short description. The group name automatically contains the short name of the selected organizational unit as the prefix, in the example E020D.
You can add new members from your organizational unit.
Search for people from other organizational units.
Add the person to your group.
All members of your group are displayed.
Changing members of a group, deleting a group
You can use the icons to edit the members of your group, change the description of the group or delete it:
Change members or delete group.
All screenshots for Outlook 2013.
Calendar sharing: Configure other people's access rights to your own calendar
The screenshots show how you can give other upTUdate participants more or less insight into your own calendar.
In this example Paula Proband configures the access rights of her colleague Toni Tester to her calendar.
In the tab "File" you have to select "Options", there "Calendar".
Now you can change the "permissions for displaying free/busy information":
This gives the upTUdate participant Toni Tester the right to inspect the dates (including subject and location) of Paula Proband.
Open released calendar
The screenshots show how to access the calendar of another upTUdate participant.
In this example Toni Tester accesses the calendar of Paula Proband, who set the permission level in the above example:
Toni Tester sees now subject and place from the appointments of test person Paula , but not from the private appointments!
Share calendar for a group
The screenshots show how you can share your calendar with a group (e.g. an upTUdate permission group or an organization group).
In this example, Toni Tester releases his calendar for group E020.upTUdate.
All members of the E020.upTUdate group will now receive an email inviting them to open Toni Tester's calendar.
If you release your calendar for an upTUdate permission group or an organization group, all members of the group will receive a message, but of course only those members who have an activated upTUdate mailbox can actually access the calendar.
Visibility of private appointments
Please note that marking appointments as "Private" (symbol: padlock) does NOT guarantee that the details of the appointment will not be viewed by others under any circumstances!
This is only guaranteed for MS Outlook clients. In other client programs the private details could still become visible.
As an alternative, you can enter the private appointments in your own second calendar, which you do not share. If the private absence is also relevant for business, you can make this known by entering an additional appointment with a neutral name (e.g. "Private appointment") in the business calendar. In MS Outlook, both calendars can be displayed simultaneously next to each other or - even more clearly - overlapping. Some clients for mobile devices also have this capability.
Another alternative is to set the access rights to "Free/Busy" only (at least not "All Details").
(The described peculiarity is known to Microsoft and cannot be changed by TU.it ...)
Exchange cache mode: Caution trap!
The option "Download shared folders" has proven to be a trap!
In the account settings (Outlook 2013) in the tab "Advanced" the option "Download shared folders" can be checked.
As a result, you can make certain changes to folders (for which you have read but not write permission, for example) without (!) getting an error message, which will be undone during the next refresh!
Integration of the calendar in Mozilla Thunderbird
To use the upTUdate calendar in Mozilla Thunderbird you need two add-ons: Lightning and Exchange EWS Provider. Lightning integrated in newer Thunderbird versions extends Thunderbird by a calendar function. The Exchange EWS Provider, which is neither integrated in Thunderbird nor can be found over the Add-on search, offers the interface to the Exchange calendar.
You can use the Out of Office Assistant in Outlook and in Outlook Web Access to configure that each email is automatically answered with a text provided by you during your absence.
Setup in Outlook
All screenshots for Outlook 2013!
Select File --> Information --> Auto Reply.
You can create rules, which senders should receive a reply, copy, move or forward the received emails to a folder.
Setup in Outlook Web Access
Click on the gear in the upper right corner.
Enter your desired reply text.
Please note that emails generated by the Exchange Server itself (e.g. absence messages or messages regarding undeliverability) are unfortunately NOT forwarded, even if forwarding has been set up. This is an error that Microsoft has not yet corrected.
Screenshots for Outlook 2013
Select "File" --> "Information" --> "Manage rules and notifications".
Select "Manage rules and notifications".
Click on "Apply rules to messages I receive".
If necessary, select your desired conditions.
Select what should happen to the messages --> "redirect them to a person...".
In the address book, select the person to whom the forwarding should take place (or for the forwarding to a Institute mail address simply enter this)
Confirm and skip exceptions
The setup of a forwarding is now complete.
Screenshots for Outlook Web Access
Open OWA and click on the gear in the upper right corner and select "Options";
"email organise" -> "Create a new rule for incoming messages"
Select "Received from" as "New inbox rule";
Select the name from the address book;
enter the destination of the forwarding (e.g. an email address on an institute mail server);
The new rule is displayed.
Automatically move messages to a SPAM folder
With the help of a rule that specifies the conditions, you can automatically move messages marked with SPAM to your SPAM folder:
The screenshots are created with Outlook 2013; in Outlook 2010, however, the handling is the same.
Click on "Create rule".
Click "Advanced Options".
For example, after you have chosen the condition "with certain words in the message header", click on "certain words" in the lower field.
Enter the phrase to search for in the message header and select "Add".
Select what to do with the message, for example, "Move it to the Destination folder". Then click on "Destination folder" in the lower field.
Select the destination folder and click OK.
Click "Next" (e.g. to set exceptions) or "Finish".
Delete data if a mobile device is lost
If you synchronize your smartphone with your upTUdate account, you can delete all information from the device via the Outlook web interface, opens an external URL in a new window (OWA) if you lose your mobile device.
Caution: If you remove your mobile device from this list, a factory reset will be performed and your SD card will also be deleted!
"Settings" > Options
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