email archive my emails Typically you do not have to archive your emails, because there is a backup system. Saving disk space (on the mail account) is also 'normally' not necessary. If you leave the institute and you loose your IMATH and also the UZH email address, it might me necessary to make a copy of your mails. Attention: copying emails is slow! Please be patient, check the log messages what's going on. There is no 'one solution fits all'. Copy to a mail folder of a different email account (gmail, gmx , ..) - Via Thunderbird, Apple Mail, ... Quick and easy solution. Drawback: Not so stable if you have thousands of emails. If you have subfolders: there is no recursive duplicating - you have to do it for every single folder. Step by step: Setup any email client on your computer. F.e. 'Thunderbird' (http://www.mozilla.org/en-US/thunderbird/) or Apple Mail. Configure your IMATH Account. Copy (duplicate!) all mails (mark all mails and choose 'copy') to a) a local email folder (this becomes your archive/backup, which is stored on your local computer), or b) a second configured (a free email service like gmail, gmx, ...) email account. In most applications, you have to copy/duplicate each folder separately (no recursive copy). Thunderbird: use importexporttools-ng Create a zip or mbox file(s) of your mails - thunderbird#Import_.2F_Export_Mails:_importexporttools-ng Via imapsync https://github.com/imapsync/imapsync Commandline tool - no GUI - compplicate to setup Has to be installed locally. Very flexible. Copies Mail recursively. emaillisten Overview: Links & Lists To see the list overview, you have to be located at the institute or logged into 'Local Info' (Spam protection). FAQ Why should I use these lists? A lot of recipients in the 'to' field, could classify your email as spam. It's much easier than to copy/paste 50 and more addresses. It's very easy to remember the list name. How do I use the list? The name of the list is an email address. Put this email address in the 'to' field of your email program. Who can use (send to) the emaillist? All members of the Institute. Are there any technical restrictions? The email lists are known only on the IMATH mailserver. You have to use the IMATH mailserver for sending When I send a mail to the emaillist, I receive an error message. What should I do? Use the Zimbra Webmail Interface of the Institute. How often is the list updated? Daily. My lecture is not listed, what should I do? Contact support@math.uzh.ch I would like to become a member of a list or I don't want to be a member of a list Contact support@math.uzh.ch Which persons are member of a list? Under Links & Lists you will see behind each list name a link called TXT - click on it and wait. locked out Trouble accessing email might be caused by Wrong username / password. Locked user in Zimbra - too many tries with wrong password (not IP based). IP block on Zimbra - too many tries with wrong password (IP based). IP block for the whole I-MATH infrastructure - too many tries with wrong password (IP based). To track down the problem: Open https://mail.math.uzh.ch - log in with your I-MATH account. For the most user, the I-MATH account is identicallly to the UZH shortname. Success: continue Fail: Does the website load correctly but shows an error 'Wrong password'? Sync/set your password under https://math.uzh.ch/account - Warning: if your I-MATH is different from UZH shortname, ALWAYS use the I-MATH account! Still problems: contact Support - your account might be locked on Zimbra. Does the website timed out? Your IP is banned, contact Support. Best together with a screenshot of your IP address https://www.whatismyip.com/ In case your email program (Thunderbird, Apple Mail, ...) has a problem: Typically the password is saved separately for sending (SMTP) and for receiving (IMAP). Change both! Switch off the WLAN on all of your devices but one - start with that one. Start your email program and send a mail from your I-MATH account to your I-MATH account. Wrong password: set the password again in your mail programm. Important: If you use Apple, reboot your device after changing the passwords! Apple Mail is known to still use the old password. Still wrong password? Check if (1) is still fine - if yes, your account is fine (not locked), the problem has to be in the Mail configuration. Repeat step 2 with all of your devices. mailMerge Sending mass mail via Thunderbird with the add-on Mail Merge (already installed on the terminal servers). Database is a CSV File. Quick Intro Create a receiver list as CSV File Start to write the Mail. As receiver (field To) write {{email}}. Inside of the 'new mail'-window, click on menu: File > Mail Merge. Choose: Personal Mail Deliver Mode: Send Later Format: Plain Text Browse and select the CSV File (step 1) with all the receiver email addresses. Click OK. The 'new mail' window disappears. All mails will be generated and copied to Local Folders > Outbox. Here you can check the mails. To send all mails, click on File > Send unsent messages You'll find a copy of each mail in your send folder. Detailed description CSV file with receiver email addresses Create a CSV file (plain text file with "," as field separation). One line for each receiver. Use a generic Texteditor like gedit or nedit. Format Rules: records are separated by line breaks (\r, \n, \r\n) fields are separated by field delimiters (comma, semicolon, colon, tab) fields may be enclosed within text delimiters (double quote, single quote, none) fields with embedded line breaks must be enclosed within text delimiters fields with embedded field delimiters must be enclosed within text delimiters fields with embedded text delimiters must be enclosed within text delimiters embedded text delimiters must be doubled first record must contain columnnames Example CSV File: email,individual,name,title albert.einstein@heaven.org,blue,Einstein,Prof. nelson.mandela@freedom.sa,peace,Mandela,Mr. Write Mail Write the mail as you would normally do. In the To field insert the name of the column of the CSV file which represents the receiver email address. If necessary, insert further variable names (column names in the CSV file - no spaces in column names!). Optional: Save this mail (for later use) as a draft. Finish: Menu File > Mail Merge. Mail Merge Choose: Personal Mail Deliver Mode: Send Later Format: Plain Text Browse and select the CSV File (step 1) with all the receiver email addresses. Click OK. The 'new mail' window disappears. All mails will be generated and copied to Local Folders > Outbox. Here you can check the mails. Sending Mails Mails: OK: Click on File > Send unsent messages Bad: delete all mails of the folder 'Outbox' and start again with writing the mail or use the previously saved draft. Final You'll find a copy of each mail in your sent folder. office365 Please check: Office365/Outlook Overview CheatSheet Protocol Server Port Username Password Encryption IMAP mail.math.uzh.ch 993     SSL SMTP mail.math.uzh.ch 587 or 2525, for Microsoft Outlook use 465     STARTTLS, Password Address book UZH ldap.connect.uzh.ch 636 UZH Full Name, z.B. cn=hans muster,ou=at,o=uzh Collaboration-Passwort SSL Note: Standard SMTP Ports are 25 or 587 (Wikipedia) Many organizations / universities block outgoing traffic to port 25 by their firewall. This means you can't send mails from your notebook / mobile phone by using such a network (LAN or WLAN). To avoid this problem: configure port 587 or 2525. If you are unsure whether your username and password match, please try to log in on the Webmail https://mail.math.uzh.ch. Configuring an Account Thunderbird IMAP: I-MATH / general Go to File > New > Email Account... 1.#2 Enter your name, mail address and password. Press Done ... wait ... Done ... Finish Apple Mail Configuration for IMAP-Konto Go to Menu > Mail > Preferences > Accounts Click '+' to create a new email account Choose account type (IMAP) Enter the needed data (Reference Card) Save and exit Now all the folders from your mail account should appear. To change the behaviour of the default folders of Apple Mail, do the following: Select the folder you want to edit (f.e. Sent) Go to Menu > Mailbox > Use This Mailbox For Choose the desired function Different 'Sent' folder: merge them! First verify that the IMAP protocol is configured. The wrong alternative is POP, which does not support shared mail folders. Especially under MacOS X and iOS, it happens that the individual devices and email applications use different 'Sent'-folder names like 'Sent', 'Sent Messages', 'sent-mail', 'sent_messages', ... Best is to configure all devices/email-applications to use 'Sent' as the sent folder. The majority of all email applications use this name as the sent folder. If there are already multiple folders named 'sent...': Configure all of your email applications (=every device by it's own!) to use 'Sent' as the sent folder. Move (best via https://mail.math.uzh.ch) all mails from the different 'sent...' folders to 'Sent'. Delete all empty 'sent...' folders. This last step is important for future configuration of email applications/devices: during the setup of a new email applicaton/account, the app looks for existing 'sent' named folders. If there is only one, it will choose the right one as 'Sent' folder by default. Forwarding email Log onto the webmail interface mail.math.uzh.ch Preferences > Mail > Receiving Messages > When a message arrives: Forward a copy to ... 1.#3 Press Save Show Zimbra Calendar in Thunderbird Zimbra Calendar Show Google/Zimbra Calendar in Thunderbird https://wiki.math.uzh.ch/public/calendar Private Calendar: email reminder The standard institute calendar (=Zimbra) generates reminders, in the current Zimbra version, only via pop up Windows, if you logged into the webmail interface. Often you need a more independent way to receive a reminder. Until Zimbra is more flexible, please use the following workaround to generate personal reminder emails to a specific date and time: Create a date Insert !Remind somewhere in the title or the body Save and close the date You will receive an email once the date arrives. Optional Arguments:: :: Time before !Remind:xxdyyhzzm (f.e. 1d12h35m) :: Other email addresses !Remind:name@domain.com :: Can be combined !Remind:1h20m:name@domain.com General Events: email reminder research seminars colloquia conferences Dissertationsvorträge general events. The mailing lists are divided into two parts: automatically assigned e-mail addresses personal e-mail subscription Persons who are automatically assigned to a mailing list (only members of our institute)    research seminars: all organizers, all assistants of the organizers    colloquia: whole institute    conferences: whole institute    Dissertationsvorträge: whole institute    general events: whole institute Every institute member is free to enable/disable these 5 categories seperately. Every e-mail contains a personalized URL to subscribe / unsubscribe. Personal e-mail subscription: On every page of the given events, there is a link 'e-mail reminder subscription' which points to an e-mail address form (if the service is not disabled for the given event). After subscribing, an e-mail will be returned to the subscriber's e-mail. The e-mail provides a personalized link, which the subscriber must open in a webbrowser to activate the subscription. Subscription period: The e-mail subscription to a research seminar or a colloquium is semester independent. The e-mail subscription is active as long as the seminar exists. All other events occur only one time. Sending reminder e-mails: The Organizers of any event are free to choose between 0-7 days or to disable the reminder feature completely. This could be specified for all events of the current semester or on a per event basis. The default setting is 0 days, which means that the e-mails are sent very early in the morning on the day of the event. The content of the reminder email is either generic or specific on a per event basis. Mail Merge: generate serial mails to multiple recipients email/mailMerge Mail: [IT@MATH] Lotus Mail Authentication Error will be sent by I-MATH to you, if our mailserver can not access your mails at the ID for you. Typically this indicates:           a. There is a general problem at the ID mail server, or           b. You've changed your Lotus Passwort via ITIM, but our Mailserver does not know the new password (please contact I-MATH                    Support). The I-MATH IT Support also gets this warning email and checks the recent situation and will contact you in case something can be improved. Mobile Web Interface Sending attachments (ZCS 8.6.0/13.6.2015) It is not possible to compose emails and adding attachments to it, in the Zimbra Mobile Webclient interface. Workaround 1: use your email program on your mobile device. Workaround 2: before you log in to the webclient, switch to 'Standard (HTML)' or 'Advanced (Ajax)', but not 'Mobile'. Address Book / auto complete: outdated / wrong / unwanted adresses Most email programs collects adresses to help user to just partially type an address, called 'auto complete'. Sometimes it's necessary to clean up the list of collected addresses. E.g. a person writes from a private adress but you'll like to use only the official one. Zimbra Thunderbird phishing I received a phishing mail: What to do? Delete it. I received a mail and I'm unsure if it is a phishing mail (1) Check our IT news: https://math.uzh.ch/my - we're publishing phishing mails there, as soon as we're aware of it. Announcements starting with '[Phishing] ...' means: this is a phishing mail, delete it. (2) If (1) does not show the current mail, wait 1 hour, check again - still not listed? Forward the mail to support@math.uzh.ch and ask if it is a phishing mail. Indicators of a phishing mail (3) Does the mail ask you to click on a link and/or to login somewhere? (4) Do you requested support from the sender? Still wondering if it is a phishing mail? Check the links inside of the supiscous mail. Links (URL) in the suspicous mail (5) Move the mouse over any given URL (don't click, just hover). This does not work on a mobile phone. Use a computer. In the lower left corner you'll see the real URL. Only judge the URL shown in the lower left corner, not the one directly shown in the mail! Does the Text (or URL) in the mail and the real URL (lower left corner) match? Yes: that's a good sign. (6) For regular users, it's hard to distinguish between good and bad URLs. Typical URL: https://wiki.math.uzh.ch/public/books/public-wiki/chapter/email Look ONLY on the first part, this means up to the first single '/' (very important!). In this case: https://wiki.math.uzh.ch - is this known to you? Example of bad URL: http://3.0.138.238/home... this is not trustworthy. People recieve mails form me, but I didn't send them The email protocol is very insecure - especially regarding the sender address. Every person (even you), can configure any address as sender and/or reply-to address. This typically does not mean your account has been hacked. Instead someone configured your address as sender address. That's all. There is nothing you can do against it. As a reference: How much SPAM have you already received by real people? Often, the shown name and email address is just a random grabbed one. Better organized phishing campaign uses sender email adresses from the same organization which will be attacked - this increases the probability that the phishing will be treated as authentic. Meaning: Don't blindly trust ...@uzh.ch-addresses. What is a phishing mail? An attacker tries to get your username/password by providing a website with a login box. Such a site will save your credentials. They often look identical to known websites. What happens if I provided my credentials to a phishing site? Thousands of people will receive spam, because your credentials will be misused to send spam. You're reponsible for this! The UZH will be marked as 'spammer' - UZH mail will be marked as potential spam or the receiving of UZH mail is completely denied. After submitting your credentials, it takes only a few minutes until the SPAM sending process starts. If you realize something went wrong - change your I-MATH password immediately  and contact us. I can't open my mails anymore If we're seeing too much traffic on an account, we lock the account. This is the only way to securely stop sending further mail by the spammer. We won't contact you: because you won't be able to read our mail anymore. You have to contact us (by your private email or via chat https://hello.math.uzh.ch). 'Do not trust any email' means ... Do not trust any email address - this is not a joke. Don't do it. Do not trust any content - see below 'Personalized...'. Personalized Spam Mails by Big Data & AI An attacker starts some 'big data' algorithm which reads a hacked email inbox, the collected email adresses (auto addressbook) and correlates that with other information like hacked email accounts, computer (incl. PDF, word or excel files saved on the computer) or general public available information. A personalized email is built automatically and fits perfectly to your current situation, but it's still a fake. With the advent of AI, personalized phishing mails become very easy to generate. Personalized Spam Mails by a Human Bad Actor With the hacked collected information and some creativity: There are almost no limits to creating convincing phishing mails. Yes, this is a real problem. Targeted attacks can be very effective.  Result: Be very suspicious. Ask for help in evaluating an email by forwarding it to us. (support@math.uzh.ch) Should I stop using email? No - Email is by far the most accepted electronic way to communicate - keep it. Just be aware that an email behaves like a postcard: everyone can write it, with any sender address, with any information. Are there alternatives to email? Yes: use a service which guarantees the identity of a sender. Signed email: this is not commonly used but possible. We do not support those. I-MATH members: use https://hello.math.uzh.ch - this is our secure chat server. Decide on your own to use messengers like Signal, Threema, Telegram, Wire, !WhatsApp signature Formatting of the signature: UZH CD Zimbra Go to Preferences > Signatures If you don't have a signature yet, click Edit to write it. Press the Done button Click Save (upper left corner) Go to Preferences > Accounts Now you can choose your signature in the drop-down list at the bottom. Thunderbird Directly in Thunderbird Go to Edit > Account Settings Type / Edit your signature directly in the Window. If the input area is locked, please uncheck the " Attach a signature from a file instead" 1.#3 Press OK Signature in a File You can still use your .signature file: Check the box Attach the signature from a file instead Go to the file-location. In this case: /home/c/nem/.signature Edit the file with your favorite Texteditor. F.e. nedit Append a grafic below/as a signature Zimbra Version 7.2: not possible. Thunderbird Edit > Preferences > Composition > Send Options: 'Send the Message in both, plain text and HTML'. Edit > Account Settings > > Composition > Compose messages in HTML format: On. Edit > Account Settings > > Signature Text: Use HTML - ON In the signature: or Deposit the image on the personal homepage. thunderbird Setup Outlook Account Step 1 — Open the Account Settings Open Thunderbird and click the gear button at the bottom left (1) to open the Settings tab. In the sidebar, click Account Settings (2). Step 2 — Add a new mail account In the Account Settings tab, click + New Account above the account list and choose Mail Account… (3). Tip: Give the new account a recognizable name (e.g. «… (Outlook)») so you can tell the two apart. Step 3 — Enter your identity In the Account Setup tab, fill in: Your full name — shown to recipients of your e-mails Your e-mail address (e.g. firstname.lastname@math.uzh.ch) Your UZH password (check «Remember password») Then click Configure manually (4) — do not click «Continue», the automatic detection does not find the correct settings. Step 4 — Manual configuration Enter the following server settings:   Incoming server Outgoing server Protocol IMAP SMTP Hostname outlook.office365.com smtp.office365.com Port 993 587 Connection security SSL/TLS STARTTLS Authentication method OAuth2 OAuth2 Username your full e-mail address your full e-mail address Click Re-test and then Done. Step 5 — Microsoft sign-in Because the account uses OAuth2, a Microsoft sign-in window opens the first time Thunderbird connects. Sign in with your UZH credentials and confirm the multi-factor authentication (MFA) prompt. After that, Thunderbird stays connected for around 10 days.  Account order (left pane) Option a - Extension Folderpane Tools Option b - prefs.js Signature Right click your email account and select 'Settings' On the right side you can now edit your signature Quick Folders If you have a lot of folders, it is typically very time consuming to navigate through the tree on the left side, just in order to reach the folder. With the Thunderbird Add-On 'Quick Folders' you can configure your personal, most frequently used, folder list. For example, if you have to move your incoming mails into different folders, you just drag and drop the mails from the inbox to the configured folders in the 'Quick Folders'-List: To use the Add-On 'Quick Folders', you have to download and install it personally: https://addons.mozilla.org/en-US/thunderbird/addon/quickfolders-tabbed-folders/ UZH Address Book Name UZH-AD Hostname iduzhz2dc03.d.uzh.ch Base DN OU=Users,OU=Users UZH,DC=d,DC=uzh,DC=ch Port number 636 Bind DN uzh\ Use secure connection (SSL) on Shared Mailbox Configuration Login (~every 10 days):  Forgot my password  > Cancel > Select your account > ... login with your personal credentials vacation ooo out of office Important: To have OoO up and running, I-MATH Zimbra users have to setup OoO three times! on Zimbra as described below on Outlook as described below on Outlook even for 'Send replies outside of your organization' Zimbra Log onto the webmail interface mail.math.uzh.ch Go to Preferences > Mail > (scroll the big right window down) Receiving Messages > When a message arrives: Send auto-reply message: ... Press Save Please be aware: Notifications will only be sent once a week per person. This means, if you send a testmail to yourself on Monday, you will receive the automatic reply. If you send a second testmail to yourself 5 days later, you will not! outlook.com https://support.microsoft.com/en-us/office/set-up-auto-reply-out-of-office-cc0e480f-973e-4412-a27b-8a52108d6d51 Take care that you put your OoO message two times in the 'automatic reply'-Settings: Send automatic replies inside your organization Send replies outside of your organization