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When you log into Outlook Web Access (OWA) using the option 'private computer', the connection is automatically cut off after eight hours. If you use the option 'public computer' it will be cut off after 10 minutes.

All users will be informed once a day about any spam mails that have been received. These mails will be held in quarantine and kept for up to 21 days. Users can retrieve mails that have incorrectly been marked as spam from quarantine.

The mail system currently supports the following operating systems (OS) on mobile devices (PDAs/smartphones):

• iPhone
• Windows phone
• Android (all versions)
• Symbian OS with MfE

Directly after an employee's name change is entered by the Personnel Service or a student's name change is entered by the Student Admissions and Registration Office, the individual's mailbox is allocated a new, automatically generated address.

The previous email address remains the receiving address, the so-called email alias. The new email address is automatically entered as the sending address. The new email address must be used to log in.

There is a HAW mailer address book which contains all the personal email addresses and email lists from the HAW mailer system. All email users have access to this address book.
Only employees can send emails to all general email lists. A function-related mailbox can be activated following submission of a short written request.

To display the address book, use the HAW mailer (OWA), Outlook or a mail programme such as Thunderbird which can access the server using Exchange protocol. In the case of a connection using IMAP or POP3, only the mailbox will be displayed.

The email lists begin with 'VL' (e.g. 'VL all HAW students'). There are automatic lists with all students, employees, professors and instructors, sorted by department, faculty or the entire university. These lists contain all those email addresses whose status corresponds to the respective list at the time the email is sent.

Accessing the address book and email lists via ...

• HAW mailer:

Once you have logged into the HAW mailer (OWA) and opened a new mail, you can click on the 'To...' or the 'Cc…' button to open the address book. You can then search for a particular name or names and assign the recipients to a particular field using the 'To ->, Cc - > and Bcc -> buttons at the bottom left of the address book window.
The default setting for the address book is the 'Default Global Address List'. You can find other contacts under the 'Display other address lists' menu item.
Enter 'VL' or 'VL-' in the search field to enter an email list in the address field.
The search includes the first character. There are no wildcard characters such as '?' or '*'.

• Outlook:

In Outlook you can also use the 'To...' and 'Cc...' buttons to get to the address book, or you can click directly on the address book. Please make sure that the Global Address List is selected in the address book and that 'name only' is selected for the search function. If you are looking for an email list, enter 'VL' and click 'OK'.
The search includes the first character. There are no wildcard characters such as '?' or '*'.

• Android:

If you use an Adroid mail programme, you have to include the account as an Exchange mailbox. Open a new mail and search for contacts using the 'To...' and 'Cc...' buttons. Enter 'VL alle' to display the email lists.

• Mac/IPhone/Ipad mail:

Include your account in the mail programme as an Exchange mailbox. Open a new mail and search for contacts using the 'To...' and 'Cc...' buttons. Enter 'VL alle' to display the email lists.

All HAW Hamburg employees can add an alias to their HAW mailer mailbox. This means that you can create up to five addresses for your mailbox. You can set one of these addresses as your sender address. All the others are recipient addresses only.

PLEASE NOTE: To sign into your mailbox via IMAP or POP3 you can use the HAW account or the email address that you have set as your sender address. If you change your sender address, you also need to do so in your email programme. You can still use your HAW account to sign into your mailbox as this is unaffected by any changes to your sender address.

You can access the email alias function via a self-administration tool. Using this tool you can then generate and delete an alias, and change the sender address if necessary.

The email address (alias) that you assign to your mailbox must, however, fulfil one rule in order for it to be successfully added to your mailbox:

• Aconsecutivepartofyourfirstname.aconsecutivepartofyoursecondname@haw-hamburg.de
  Examples for Max Mustermann:
  • These variations would be allowed: m.m@haw-hamburg.de, ma.mann@haw-hamburg.de, ax.uster@haw-hamburg.de 
  • These variations would not be allowed: mx.Mustermann@haw-hamburg.de, Mustermann@haw-hamburg.de, Max@haw-hamburg.de 

You can access the email alias tool via the Employee Portal under Online Formulare (online forms).

Current notifications are listed on the right side of this page under 'Notifications'.
You can click on the individual notification to see an overview with more information about maintenance work, disruptions and other technical problems currently occurring.

The maximum number of recipients per email is 200.

When you use Outlook Web Access you can change the settings under Options so that the Bcc field is permanently visible.

You can read about how to change the settings here.

Digitally signed mails are best opened with a current mail client such as Thunderbird, Mail, Outlook or Entourage. There the mails can be requested via POP3/IMAP and the signed contents can be viewed.

You can send and receive emails of up to 25 MB.

The HAW Hamburg email team can provide remote maintenance and support if you have a problem you're unable to resolve.

• To receive remote support you need the Team Viewer Quick Support client.
• Depending on your operating system, please use one of the following files: Windows TeamViewerQS.exe , Mac TeamViwerQS.dmg, Linux teamviewer_qs.tar.gz.
• Start the Team Viewer client. Depending on the operating system, additional steps may be required to start the client.
• To receive remote support or maintenance from the IT support team, please give them the session ID and the four-digit Teamviewer password shown there.
• The remote maintenance session can be ended by either party at any time.

Email address: mailbetrieb (@) haw-hamburg.de

datenschutz nord GmbH
Konsul-Smidt-Straße 88
28217 Bremen

www.datenschutz-nord-gruppe.de
office (@) datenschutz-nord.de

The entire system was approved by the Hamburg data protection officer.

The HAW Hamburg administration's duty of proof for the sending of legally valid mails within the HAW mailer system (sender and recipient have mail accounts in the central HAW mailer system) is incumbent on the sender – that is, HAW Hamburg. This proof is secured through the system's storage of transmission protocols as well as 'tracking logs' of legally valid emails. This log data can be evaluated if necessary.

The sending of emails within the HAW mailer system from user to user can be logged by activating the functions 'transmission confirmation' and 'read confirmation' in the sender's locally installed mail client (only here). Both confirmations are sent to the sender's HAW mailer inbox.
The transmission of mails using Outlook Web Access cannot be logged. Only the 'read confirmation' function can be activated.

When an email from a HAW mailer user to another HAW mailer user (e.g., HAW administration, Student Center, etc.) cannot be delivered (due to incorrect address, technical problems, etc.) the email system generates an automatic answer that documents the non-delivery.

No system can or must legally be able to provide 100 per cent reliability (not even conventional postal delivery service providers). In the event of a legal dispute, the user is reponsible for providing proof of delivery.
HAW Hamburg ensures this via appropriate server-based configurations (activation of transmission confirmation). The user must activate this function in their mail client.
In future the HAW administration will proceed as described above with all legally relevant documents in order to be able to provide this legal proof for itself.

Yes. You can do this by printing the read and transmission confirmations, as well as the non-delivery notifications.

It is up to the university to determine how documents will be sent.

The personal consent of HAW members regarding the setting up of an official HAW mailbox based on the convention firstname.lastname@haw-hamburg.de is not necessary as there is a legal basis for this.

For students this is regulated by the amendment to the Registration Regulations of 12 April 2007, section 1, para. 2.1:

'The transmission of information between the University and its students takes place electronically (electronic communication). This particularly concerns the transmission of information about important dates, facts and events as well as the publication of administrative records (decisions). Excluded from this is the transmission of certificates, diploma supplements, transcripts of records, award certificates for academic degrees and comparable documents. For this purpose, the University shall set up a separate electronic address (email address) for each student.'

The mailboxes of employees who are no longer employed at HAW Hamburg – for example, because they have retired or because their contract has expired – will be immediately deactivated and their quotas will be set to zero. Mails to such an address will be automatically answered with a notification stating that the mailbox is full. It is possible to save the mails from the deactivated mailbox during the year following deactivation. To do this you need to contact the email team (mailbetrieb (@) haw-hamburg.de).

Instructors can use their mailbox for six weeks following the end of their contract. The mailbox will be deleted one year after the contract has ended. During this interim year it is possible to save the contents of the mailbox. To do this you need to contact the email team (mailbetrieb (@) haw-hamburg.de).

Students' HAW mailboxes remain active for one year following deregistration, at which time access is blocked and the mailboxes are immediately deleted. If you want to save the mails you must do so before the account is deactivated and deleted.

Section 110 of the TKG (surveillance measures) refers to someone operating a telecommunications system that provides telecommunications services to the public. Corporate networks and other closed user groups are therefore not among the obligated parties since they do not provide services to the 'public'. The HAW mailer system is provided for use by this type of closed user group, which means that it is not covered by section 110 of the TKG and such surveillance is not carried out by HAW Hamburg.