Texts on this page have been partially machine translated from German.

E-mail - general information

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Notes on email

  • Always use the latest version of your email client and its security settings.
  • Be careful with your password. (change it regularly and keep it secret).
  • Never provide passwords, PINs, TANs, credit card details, etc. in emails, even if you are asked to do so.
  • Make sure you have an updated virus scanner active on your local system.

Email Policy

Conventions for sending files

At present, files (*.exe;*.pif;*.src;*.scr) and archives with such content are not permitted attachments.

  • To be able to send such a file nevertheless, rename it as follows, for example
    • calc.exe -> calc.exe2

Settings

  • Always use the page for changes: services.fh-aachen.de
  • Please adhere to the following password conventions
    • Length at least 9 characters
    • Combination of at least 3 numbers, 2 capital letters and 4 additional digits.

Shipping

  • Provide your email with a meaningful subject before sending it.
  • Make sure that the recipient knows who the sender is and include your contact information (email address, phone/fax number, email).
  • Never pretend to be a false sender.
  • Never send emails whose content is legally questionable. (discrimination, harassment, insults, threats, etc.)
  • Unencrypted e-mail is not protected against interception by unauthorised persons on the Internet. Never send sensitive data and content unencrypted.
  • Do not change the content of a message when forwarding it. If you still need to do so, ask the author for permission.
  • Compose emails as simple text messages. Avoid emails in HTML format, as it could be used to spread malicious software.
  • Only send files with an email if the recipient can receive and interpret them correctly. Executable files and files that could contain macros should be avoided. (or are sometimes blocked centrally. See "Email policy" tab)
  • Please note that email is normally used to send short text messages. Large file attachments place a heavy load on the e-mail server and may not be accepted by the recipient account.

Reception

  • Check your mailbox regularly for new messages.
  • Ignore chain letters.
  • Always make sure that the sender is genuine. This applies in particular to emails with file attachments and Internet links.
  • Observe the spam mechanism (labelled **** SPAM ****) and delete incoming e-mails suspected of being spam immediately if the content is of no relevance to you.
  • Ignore obvious false reports.
  • Suspicion is better than curiosity; keep your distance from anything dubious.
  • If you are away for a longer period of time (holidays), make sure that the sender is informed of the whereabouts of their email.
  • An email inbox is usually limited in size. Therefore, make sure that there is enough storage space for incoming messages. (You can find an overview of the utilisation of the mail account in the OWA)
  • Keep your email inbox tidy and organised to reduce the risk of overlooking emails.
  • Always return emails received in error (e.g. typing errors in the email address) to the sender with a corresponding note

Notes on email security

Emails are normally transmitted in plain text on the Internet/network. This is not a protected connection. This also applies to connections to the webmailer.

When using the OWA (Outlook Web App), an encrypted (protected) connection is established. You can recognise this by the https in the address: mail.fh-aachen.de. The certificate of FH Aachen University of Applied Sciences is displayed in the page information.

You then have a secure and encrypted connection to the webmailer. To ensure that an email can be assigned to you personally and also to encrypt an email, you should use a special certificate. You should use an externally managed certificate for this purpose.

Certifying an email means that this email cannot be forged and assigned to you.
Certifying and encrypting an email means that it is protected from sender to recipient.