HfG Karlsruhe Handbuch

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====== HfG email ======
  * Access Webmail via: https://webmail.hfg-karlsruhe.de.
  * With your username as login ID (eg. ''support'').

In this page:
  - [[en:email#Webmail|Webmail]]
    - [[en:email#My Inbox Is Full and I Don’t Receive New Emails|My Inbox Is Full]]
    - [[en:email#Automatic Filters|Automatic filters]]
  - [[en:email#Integrate It Into Your Email App|Integrate it with your own email app]]
    - [[en:email#Incoming Server|Incoming server]]
    - [[en:email#Outgoing Server|Outgoing server]]
    - [[en:email#Apple Devices|Apple devices]]
  - [[en:email#Trusted Emails from IT Support|Trusted, signed emails]]

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\\ You can use HfG email via your browser, using [[en:email#Webmail|Horde Webmail]], or [[en:email#Integrate It Into Your Email App|integrate it]] into your preferred standalone email application (Thunderbird, Apple Mail, Outlook, etc.) If you already use an application, we strongly recommend that you integrate HfG email into it.

===== Webmail =====
:!: Horde offers additional services, such as calendars, tasks or notes. Avoid using them, the [[en:cloud|HfG Cloud]] provides those capabilities in a more comprehensive and feature-rich way.

The HfG email is used often and for many different purposes, formal and informal, academic and festive! You will likely find a few waiting for you the first time you log in; this is common and may be an opportunity to get familiarised with what is currently going on. In order to handle this inflow, we recommend two things: deleting emails regularly and creating automatic filters.

==== My Inbox Is Full and I Don’t Receive New Emails ====
Your inbox has a quota of just 2,000 MB. When you reach 95% of that space, you will be temporarily removed from all your email distribution lists, and you will receive an automatic email. Delete emails until your quota is below 85% in order to receive distribution emails again.

=== Deleted Emails Still Appear in My Inbox, but Crossed Out ===
When you delete an email in Horde Webmail, it will still appear in your inbox, but crossed out. This means that it has been marked for deletion. To remove it completely, in the mailbox view:

  * Click on “Other” > “Purge deleted”. 

This can be cumbersome, or you may forget it, so you can create a “Trash” folder that gets purged automatically. To do this: 

  * Preferences > Mail
  * Message > Deleting and moving messages
  * Select "Move deleted messages to your Trash mailbox instead of marking them as deleted in the current mailbox?" and click Save.
  * Enter "Deleting and moving messages" again, and configure it to your liking, for example: 

{{ :en:email:trash-folder.png?direct&650 |}}




==== Automatic Filters ====
In order to de-clutter your inbox automatically, you can filter messages depending on the sender, receiver, subject, body...
  - Under 'Mail', click on 'Filters'.
  - Create a new filter by clicking on 'New Rule'.
  - Experiment a bit until you find the configuration that fits your use case.

As an example, you can create three folders in your inbox: personal, general and SPAM.

**Personal** (Emails sent to you specifically).
  - For an incoming message that matches: 'ANY of the following'
  - Destination (To, CC, BCC, etc.) – 'Contains' – ''support'' (your HfG username)
  - OR, Participant (To, From, etc.) – 'Contains' – ''support'' (your HfG username)
  - Do this: 'Deliver to my inbox'
  - Check the box for 'Stop checking if this rule matches?'

{{ :en:email:filters_personal.png?direct | Fig.1: Filters in Webmail, Personal}}

**General** (Emails from distribution lists that you are a member of).
  - For an incoming message that matches: 'ANY of the following'
  - To – 'Isn't' – ''support'' (your HfG username)
  - OR, Participant (To, From, etc.) – 'Doesn't contain' – Moodle
  - Do this: 'Deliver to folder...' – General
  - Uncheck the box for 'Stop checking if this rule matches?'

{{ :en:email:filters_general.png?direct | Fig.2: Filters in Webmail, General}}

**SPAM** (It is common practice at HfG to send emails about non-university topics, such as flatshares, job openings or cultural events, with the word 'SPAM' in the Subject).
  - For an incoming message that matches: 'ANY of the following'
  - Subject – 'Contains' – spam
  - OR, Body – 'Contains' – spam
  - Do this: 'Deliver to folder...' – SPAM
  - 'Mark message as' – Seen
  - Check the box for 'Stop checking if this rule matches?'

{{ :en:email:filters_spam.png?direct | Fig.3: Filters in Webmail, SPAM}}
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===== Integrate It Into Your Email App =====
We recommend that you integrate your HfG email with a stand-alone application. Some solid options are: [[https://www.thunderbird.net/en-US/|Thunderbird]] (all platforms), [[https://apps.apple.com/us/app/mail/id1108187098|Apple Mail]] (macOS, iOS), [[https://play.google.com/store/apps/details?id=com.fsck.k9&gl=US|K9]] or [[https://play.google.com/store/apps/details?id=com.google.android.gm&gl=US|Gmail]] (Android). We advise against the use of Microsoft Outlook.

The HfG servers provide access to the e-mail via the standard protocols IMAP (recommended) and POP3 for incoming emails, SMTP for outgoing. You can read about [[https://www.makeuseof.com/tag/pop-vs-imap/|IMAP v. POP3]], or proceed with the configuration:

==== Incoming Server ====
  * Username: Your HfG username (eg. ''support'')
  * Server: ''imap.hfg-karlsruhe.de''
  * Authentication: ''Password/Login with TLS/SSL''
  * Password: Your HfG password.

==== Outgoing server ====
  * Username: Your HfG username (eg. ''support'')
  * Server: ''smtp.hfg-karlsruhe.de''
  * Authentication: ''Password/Login with TLS/SSL''
  * Password: Your HfG password

==== Apple Devices ====
For Macs, iPhones and iPads, you can download [[https://cloud.hfg-karlsruhe.de/s/engjx9K3CF3b2pJ|this configuration profile]], which has all the right settings pre-configured and will only ask for your username and password. Simply download it, open it and type your login data.
\\ 
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===== Trusted Emails from IT Support =====
In order to ensure that emails received from support@hfg-karlsruhe.de are safe and trustworthy, IT Support uses a security certificate that signs every email. This is a quick overview of how to recognise a signed email in some of the most popular email clients.

  - Double check who the real sender is: some spam and phishing emails imitate account names, make sure it’s support@hfg-karlsruhe.de.
  - If the email demands something that seems unusual or potentially risky for your account, please write back to us expressing your concerns and double check with us before acting on the email.

==== Thunderbird ====
Thunderbird displays a badge as marked in Fig.1 that reads “S/MIME”. Its presence is already a verification that the email is signed. 

{{ :en:email:signed_badge.png?direct | Fig.4: Signed emails, badge}}

You can click on the badge in order to see more details, as shown in Fig. 2, where you will see the issuing authority and a second verification that support@hfg-karlsruhe.de is the sender. 

{{ :en:email:signed_popup.png?direct | Fig.5: Signed emails, popup}}

All the technical details of the certificate are available by clicking on the “View Signature Certificate” button, as shown in Fig. 3.

{{ :en:email:signed_cert.png?direct | Fig.6: Signed emails, certificate}}