Mail for address@win.tue.nl

The change of service for addresses@win.tue.nl July, 2017

The mailserver for addresses@win.tue.nl will be shut down.
This is commonly known as the "Linux" mailserver.
This will change or finish these services for addresses@win.tue.nl

  • Delivery of incoming mail.
    You can request delivery to your Exchange account, (X.Youraddress@tue.nl)
    where you have much more space.
  • Forwarding by mail-aliases@win.tue.nl
  • Forwarding and processing by owner rules (.forward, .procmailrc)
    for incoming mail for address@win.tue.nl
  • Mailboxes. You can move the current contents.
  • POP/IMAP at umta.win.tue.nl
  • webmail.win.tue.nl
  • Delivery of outgoing mail via smtp.win.tue.nl
  • address@win.tue.nl as sender address
  • account as implied address account@win.tue.nl, mostly used in cron jobs


Do I have delivery of myaddress@win.tue.nl on Exchange ?


If you have requested delivery on Exchange, we have carried that out and sent you a confirmation, in most cases by sending a testmail.

In case you cannot find that confirmation anymore or have doubts about the delivery, here is how to check delivery on Exchange:

Using Outlook or Outlook-Web-Access

Check that the address@win.tue.nl exists in the address book.
This can be done on the campus network or through VPN.

In some cases, the address is hidden from the address book.

Check the delivery

  • Send a mail to youraccount@win.tue.nl

  • Check the delivery on Exchange, using Outlook or webmail on https://webmail.tue.nl .

    If it is not delivered there, you obviously have no delivery on Exchange.

    If it is delivered there, it may be forwarded by the Linux mailserver.
    That delivery by forward (or an alias in the Linux mail environment) will stop working if the Linux mailserver is shut down.
    To check the absence of this forwarding, open the mail, check the message details. The mailserver umta.win.tue.nl should not appear in the Received: lines such as:

    Received: from umta.win.tue.nl
    Received: by umta.win.tue.nl


With delivery on Exchange,


All Exchange features also apply to youraddress@win.tue.nl

It is hard to create specific Inbox Rules for incoming mail that was sent to youraddress@win.tue.nl, for example to move it to a specific subfolder. You can select mail with that address in a message header, that is, any message header.

Selecting mail that was sent to that address will apply to all mail for the mailbox that also has that address as alias.


Do I still want delivery of myaddress@win.tue.nl on Exchange ?

That depends. On that address, you may receive:

  • lots of spam.
  • mail that you want, from people that you know or from mailinglists.

In case you want to assess whether the mail for address@win.tue.nl is mostly spam, here are your options for searching mail that was sent to that address:

  • For old mail (July 2017 or earlier) that was delivered through the old mailserver, with forward to X.Youraddress@tue.nl, that is, before you requested delivery on Exchange, you can search for mail: To address@win.tue.nl
  • For new incoming mail with delivery on Exchange,

    • Searching for mail To address@win.tue.nl after delivery to the Inbox does not work any more, since it is recorded as mail for X.Youraddress@tue.nl
    • You may set up a rule to deliver mail with
      address@win.tue.nl in any message header
      in a specific subfolder, and than hope that that header will be the To header.
      It works fine in most cases, only for mail from outside Exchange
      Do not forget to check that subfolder regularly.

    • Warning: a rule to select mail
      sent to address@win.tue.nl
      to deliver mail for this alias-address in a specific subfolder does work,
      but even better than you expect:

      All mail including mail to your primary address X.YourAddress@tue.nl
      goes into that subfolder.
      If you only look in you Inbox, it seems that no mail arrives anymore.

      In other words sent to does not mean any of:

      • the envelope recipient
      • the To: header
      • the for mailaddress in any Received: header

      but rather any address that is associated with the mailbox that the mail sent to that address was delivered at.


How do I send mail from Linux cron jobs ?


Include this line in your crontab:

MAILTO=y.o.u.r.name@tue.nl

See also:

man 5 crontab


.forward and .procmailrc do not work anymore


You may have created .forward and .procmailrc on these systems:

cedar.win.tue.nl teak.win.tue.nl ngrid01..ngrid32.win.tue.nl mammoth.win.tue.nl olifant.win.tue.nl

for forwarding and filtering incoming mail.

This also works for outgoing mail, eg from cron jobs.
This is why we have updated the mail settings on these systems so that it keeps on working for now (July 2017) , even after the Linux mailserver is shut down.

This forwarding is not processed by the Exchange environment.

The rules that you install on Exchange:

  • "Rules and Alerts" in Outlook, the Microsoft Office application
  • "Inbox Rules" in Outlook Web Access, the webbased application

do apply also for incoming mail to alias-addresses on Exchange.


recipient does not mean recipient@win.tue.nl anymore


If you still want to use an address@win.tue.nl for outgoing mail:

  • include the domain in the address. It may work without the domain for a while on some Linux-systems, but you may not rely on that.
  • Even if it "works", can be sent to Exchange from the Linux-systems, only a few of the addresses have a known destination on Exchange.

Mailinglists that require address@win.tue.nl as sender-address

Some mailinglists require that you use youraddress@win.tue.nl as sender address. You may want to do that with Outlook.

Your Exchange account does not allow to do that, but you can add a separate account that you only use to send mail.

This is actually a reference to a virtual send only account that does not need POP or IMAP on the old mailserver umta.win.tue.nl that will be shut down.

Outlook does not directly provide send-only accounts but you can choose settings so that an account can be used to only send mail, with the sender-address of your choice.

The account can be created at:

File - Account Settings - E-mail - New...
Manual setup or additional server types

The settings that really matter:

  • Email Address: youraddress@win.tue.nl
  • Outging mail server (SMTP): server: smtp.tue.nl
    Click More Settings and there, under Outgoing Server:
    • □ server requires authentication
      That is, do not check this box:
      • else you can only send as the authenticated user on Exchange, which is what you are trying to avoid
      • restricting the usage to the campus network or through VPN
  • If not already done, request delivery for incoming mail for youraddress@win.tue.nl to your exchange account.
    Else, you cannot receive mail from the mailing list.
  • □ Receive mail items
    That is, uncheck this checkbox after creating the account at:
    File - Options - Advanced - Send/Receive Groups - All Accounts - Edit... - Accounts - the new virtual send only account

The following settings are just recommended for the send-only account:

  • Account type: POP3
    You need to choose an account type, else you cannot create an account.
    Choosing IMAP here would suggest that outgoing mail can be saved at this account.
  • Incoming mail server: noserver.win.tue.nl
    It is recommended to choose a server that does not exist.
  • Logon Information
    • User Name: some_user_name
      You are not going to logon, but a User Name needs to be present to enable unchecking Test Account Settings.
  • □ Test Account Settings by clicking the Next button
    That is, do not check this box because you are not going to receive any mail for this account
  • If you want to save outgoing mail, create a rule:
    • for outgoing mail
    • from this account
    • save into a specific subfolder of another account that DOES provide space to save mail

  • The label for the account, by default youraddress@win.tue.nl
    This can be changed at More Settings under General - Mail Account
    You may want to add "send only" or "mailing list" .

Required and suggested actions for mailbox users

This chapter was directed to those who were using mailboxes on the Linux mailsever, mostly from Linux systems, for their address@win.tue.nl They were notified in 2015.

The mailboxes may not be available anymore if you read this now.

  • Install access to your Exchange account on all devices where you need to use it.
    and, if the mailapplication of your choice still needs SMTP for outgoing mail, use smtp.tue.nl instead of smtp.win.tue.nl.

  • For new incoming mail for youraddress@win.tue.nl,
    • Check your current mail routing and processing, see details below.
    • When done, ask us to have incoming mail for youraddress@win.tue.nl diverted to your Exchange account. You do not need to wait until the announced date.
      We will immediately test the new routing of incoming mail but only for the absence of mailloops.
    • Enable and test the Exchange mailprocessing rules, if any, yourself.
    • The senders@tue.nl may need to clear their nickname cache.

  • alias-addresses@win.tue.nl need to be converted:
    • the incoming alias@win.tue.nl itself, preferably to some_alias@tue.nl
      You would need to notify the senders.
    • their destinations@win.tue.nl must be converted to addresses on other domains
    New aliases@win.tue.nl are no longer created already for a few years
  • Existing already received mail in the mailbox for address@win.tue.nl
    that is, the mailbox that you now access through one of:
    • POP or IMAP on umta.win.tue.nl
    • webmail.win.tue.nl
    • /var/mail/account on some Linux systems
    will no longer be available in that way, so you need to move it to one of:
    • your Exchange-account:
      • Outlook on Windows has the best options to move all subfolders.
        You can ask the helpdesk for assistence
      • Most Linux mail programs can move mail by subfolder, after adding access for your Exchange account
    • another mailaccount, you need to do that yourself
    You need to decide to keep separate subfolders or to merge the contents.

Checking current mail routing and processing for youraddress@win.tue.nl

  • To prevent mailloops, remove any procedures that are routing mail
    • from your Exchange account
    • to youraddress@win.tue.nl
    Therefore, check:
    • Exchange rules:
      • "Rules and Alerts" in Outlook, the Microsoft Office application
      • "Inbox Rules" in Outlook Web Access, the webbased application
    • fetchmail procedures on Linux systems

  • To continue mailprocessing that you may have currently installed
    for youraddress@win.tue.nl in .forward,
    you will need to translate them to Exchange inbox rules.
    Rules may be useful only after diverting mail for youraddress@win.tue.nl to your Exchange account.
    You can compose the rules now and enable them later.

History since July 2017: When not yet diverted to your Exchange-mailbox

Here was how to access mail for account@win.tue.nl.

The following is history since July 2017.
Please do not use umta.win.tue.nl anymore.

Incoming or receiving mailserver

  • receiving mailserver: umta.win.tue.nl
  • protocol or server type: IMAP4 or IMAP+
  • STARTTLS to start SSL session, your application may choose port 143 or 993.

Outgoing or sending mail

  • Please use SMTP server smtp.tue.nl instead of smtp.win.tue.nl
  • With authentication works inside and outside the campus network,
    so this is the best choice for laptops and other mobile devices.
  • On the campus network tue.nl, including connections through VPN,
    authentication is optional:
    • Without authentication, use port 25
    • With authentication, use STARTTLS and port 587
  • STARTTLS only encrypts on the path until the smtp-server.
  • SSL does not work on claws-mail, it does work on Mac where it maybe implies STARTTLS.

Pecularities

Thunderbird

Just starting the

Mail account setup

dialogue can be a challenge, if you happen to follow route 2 below:

  1. (The menu button)
    • Preferences → Account Settings... → Account Actions → Add Mail Account...
    • Mail Account Setup, this dialogue should appear now.

  2. At first-time session or select an account in the mail view:
    • Accounts
      Create a new account:
      Email - Chat - Newsgroups - Feeds

    • Now this dialogue appears:

      • gandi.net

      Skip this and use my existing email
      I think I'll configure my account later


      The gray button is really for new accounts, so this is what you want, but this is easily read as a confirmation to use existing (references to) email accounts and skip creating a new one.
      But what is skipped here, is to go to gandi.net.
      And, use my existing mail implies the creation of a new account, (in which context this dialogue appears) which is actually a new reference, to "existing mail".

    • Mail Account Setup, this dialogue should appear now.

so, follow route 1 preferably and make sure that you have the Mail Account Setup dialogue window open.

Mail account Setup

Your name:
Email address:
Password:



Get a new account
Continue

posing the second challenge, not to click the attractive already active Get a new account button, just again leading to gandi.net, but to patiently enter at least:

  • Your name
  • Email address

well enough until the Continue button text turns from gray to black.

When done, press that Continue button.

From there, you will be able to select manual configuration and proceed entering the mail settings as specified above.


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Questions? Mail to helpdesk.win@tue.nl