and a few basic tips:
Attachments should not exceed a certain size. In case of mass mailings with attachments it is recommended to put the file on a web or ftp server or in the TU Graz cloud and to send only a link to it in order not to strain the email server unnecessarily.
Why do I stay over quota although I delete emails (on "sbox")?
In the course of setting up a TU Graz account, students are also asked for the desired email address, which is then automatically created as an IMAP account.
Staff members can possibly get a local email account at the institute (or OU), at the central exchange server you can create an email account at any time by editing the TUGRAZonline business card.
Alumni get their address or IMAP account (no SMTP account!) via the alumni association.
The individual steps are described on a separate page.
After termination of employment or studies, the TU Graz account will be deactivated and the associated email account will be deleted and also forwardings etc. will be removed.
For employees this happens on the day of leaving, for students generally either on December 15th or on May 15th, but before that you will be warned by email and informed which services are no longer usable.
Only if your name changes.After changing your email address, don't forget to correct the sender address in all email clients you use!
You can retrieve the emails via webmail (students/alumni) or OWA (staff) or you use any other IMAP-enabled email client that you configure with the email settings. The staff server is an Exchange server, which means you can also use Exchange-enabled clients here (Outlook can be used as both an Exchange and IMAP client, both have advantages and disadvantages).
If you try to connect via your TUGRAZonline business card and you cannot get to your emails via the link "SBOX-Webmail" or "TU Graz - E-Mail", first try if you can log in directly to webmail or OWA. If this works, then only TUGRAZonline has a problem, the email server and the webmail client are not affected.
If you can't log in directly via webmail (or OWA), please check our newsgroup or RSS feed to see if any problems have been reported there. Otherwise, please report it to the support team, who will then clarify whether only webmail (or OWA) or the IMAP or Exchange server itself is affected.
This is not an e-mail problem - the e-mail password corresponds (principle single credentials) to the TU Graz password.
Have you perhaps accessed with a mobile client (smartphone)?
There, the default settings are often such that the emails are
Each user has only a certain disk space for emails and also only emails up to a certain size are accepted (values for limits).
The current space usage is visible e. g. in webmail in the line below the main navigation:
Especially the space that sent emails consume in the sent-mail (or Sent etc.) folder is always forgotten!
In addition, it is often not taken into account that the default settings of many email clients are different, which means that some folders exist several times, e. g. drafts/Drafts, trash/Trash/Deleted Messages, sent/Sent/Sent Messages, Spam/Junk/Junk-E-Mail …
To prevent this, every new application that is used must first be configured correctly!
Care should also be taken to use the correct archive folder for archiving emails. i If you use a self-created folder in the INBOX, then this rather increases the space consumption in the INBOX!
When cleaning up, these must then all be subscribed to - it is better to configure all clients the same.
When deleting emails, you must also consider whether the emails are thereby
When using webmail, the folder sent-mail may have to be subscribed first (via the menu item "Folder") and can (depending on the settings) also be renamed automatically periodically (e. g. sent-mail-MM-YYYY).
If you have used up (almost) all your space, you need to reconfigure your email client so that when you delete emails it does not move them to the trash, but either deletes them immediately or marks them as deleted (and then "permanently delete"), after these settings you should then delete enough emails to make room for new ones again.
Unfortunately this is not possible in webmail, here there is only the possibility to empty the recycle bin, but even this requires some space. So if you are already "over quota", you have to move emails to the archive first, then empty the trash. If there is no space left in the archive either, you will have to make space with another email client!
You should choose your settings in such a way that emails are moved to the trash folder when they are deleted and that the trash folder is either emptied regularly or you empty it on occasion.
Emails marked as deleted are not really deleted until you then call "delete permanently" or "compress folder", depending on the client, or have configured this for logging out (even after this, emails can still be reconstructed by the postmasters for a certain time).
Also, it can take up to 30 minutes for the mailgates to be "informed" by the sbox that the user has made room (the corresponding job runs every full and every half hour). Accounts that have been "over quota" for a longer period of time have to be manually unlocked by the postmasters.
As mentioned before, this is due to your settings or your client - you have to delete the emails immediately, there is no room left for moving them to the trash.
But with the client "webmail" this is not possible, here you proceed as follows:
To make sure that moving or deleting emails is done immediately (and not only when closing Thunderbird), you have to enable the auto-expunge option manually. This is easily done by editing the configuration and setting mail.imap.expunge_option to 1 and mail.imap.expunge_after_delete to True.
In principle, every good email client should have several settings for deleting emails, e. g.
so if you delete emails immediately, that's actually your problem (there is no backup except for disaster recovery), nevertheless it can happen of course that even with a safe deletion method you delete important messages by mistake after all, so emails on server side are actually deleted only after a certain delay (90 days for Exchange server staff, 3 days for students). Students have to contact the postmasters, then emails can be reconstructed, Exchange users can do this themselves via Outlook or OWA (context menu "Recover deleted items").
These two folders are created for you by the system:
There are several possible solutions for this:
* This will not work for email sender addresses of TU Graz because of SPF.
Since Webmail (and other email clients) process attachments in a special way (they are generally base64 encoded), emails with attachments are enlarged by about 35 % (digital signatures and encryption may increase the size even more). Therefore Webmail accepts emails only up to a size of 16 MB, so that the email is not then rejected by the SMTP gateway. With other email clients we cannot say exactly by how much the email will be enlarged, but you should not be surprised if emails with attachments smaller than the maximum size are not accepted (as a guideline: 15 MB) - as a web-based alternative for larger emails bigmail.TUGraz.at is offered, a further increase of the limit is no longer planned!
A known problem is that some clients do not display attachments that are sent with appointment invitations, or the attachments may be deleted when updates are made to the appointments, which means that they no longer appear even in clients that display them.
You should therefore not attach any documents to the appointment invitations, but store them in the TU Graz cloud, for example, and only send the link to the documents with the appointment invitation.
If you receive the following message as part of an email, it means that the sender has attached a file with one of the file types classified as dangerous:
There are several answers for this:
There may be several reasons for this, including:
For a quick clarification we generally need the following data:
But please do not send us your password!
However, you can also check yourself via a web interface whether and why emails to you have been rejected.
At Graz University of Technology, both incoming and outgoing anti-spam filters
If an incoming email is classified as spam, then "[ SPAM? ]" is added to the subject, but the email is delivered anyway. If an outgoing email is classified as spam, then the email is rejected (reason: TU Graz could otherwise end up on blocklists), the sender must then change the content of the email or wrap the text and send it as an attachment, in the case of forwarding this option is often not available.
With Exchange servers it happens again and again that (e. g. after an update) the TLD of the server is changed to "local", "lan" etc., but these are test domains or domains for local applications and these may therefore not be used for production systems on the Internet according to RFC 2606!
But the delivering server will be informed about this and it should inform the sender, the administrators could then fix this in a few minutes.
Have you also checked if the email came back with an error code? You may have mistyped the email address or the recipient's server may not accept the spelling (web.de, for example, does not accept capital letters in the part before the @).
The points why an email was not delivered to us (see above) can of course also apply vice versa. You should (if the problem persists) contact the administrator of the other party's email server or send an email with the addressee's data and the time of sending to the postmasters.
At TU Graz, in order to send emails (if you do not use webmail or OWA), you have to either authenticate (and thus authorize) with your TU Graz account via SMTP or log in to the Exchange server via Outlook.
The key combination "ctrl-L" for "@" on a German keyboard does not work, unless you disable the access keys (= shortcuts) in the webmail options
In principle, receiving emails (IMAP or Exchange) and sending emails (SMTP) have relatively little to do with each other, i. e. if, for example, sending works, receiving does not automatically have to work as well and vice versa.
If there are problems with this, check the following list:
URL filtering: Our Mailgate replaces links to suspicious pages in incoming
emails in such a way that the address is still readable, but no longer directly
callable - example:
The suspicious page was.auch.immer becomes
Some email clients offer that you can recall emails that have already been sent. However, since it is completely uncertain whether this works (the message could have already been forwarded to another address or read or copied at the original address), this is useless.
We have put together a separate page for the most common error messages and their explanation.