Email at Palucca University
Target Group: Students and Staff
All staff and students (from Guest N4 onward) receive an individual email mailbox, including calendar and contacts functionality. This mailbox is intended for both internal and external communication.
The use of the personal email address is permitted only for official and academic purposes.
Unified Email Addresses and Mailbox Sizes
| Type | Email Address | Mailbox Size |
| Student | m.mustermann@student.palucca.eu | 100?GB |
| Staff | m.mustermann@palucca.eu | 100?GB |
| Role?Based | role@palucca.eu | 50?GB |
Individual email addresses are generated automatically. If there are issues with name formatting (e.g., incorrect given name as the alias), please contact the Organization/IT Department.
If the maximum mailbox size is exceeded, you will be unable to send or receive emails. In this case, please delete any unnecessary emails from your mailbox - including Sent Items and the Deleted Items folder.
Notes on Attachments
In some cases, attachments may fail to transmit if files are too large (max. 150?MB). In such cases, we recommend using the GigaMove service to send or receive large files.
Email Access Options
To access your email, calendar, and contacts, you can sign in to Outlook Online using a web browser (Chrome, Firefox, Safari, etc.).
- Open Outlook Online at https://outlook.office.com.
- Enter your Palucca email address as the “Username” and your password as the “Password.”
- If this is your first time signing in, you will be prompted for MFA (Multi-Factor Authentication). This adds an extra layer of security by requiring a second factor—e.g., a code via SMS, an authenticator app, or a voice call.
Note: Encrypted emails cannot be read in the web interface.
You can also access your emails, calendar, and contacts using a mobile device such as a smartphone or tablet (Android & iOS). For this, you’ll need an email app that supports ActiveSync (e.g., Microsoft Outlook, Gmail, Apple Mail, etc.).
The easiest and most feature-rich option is the official Outlook app from Microsoft. You can log in using your Palucca email address and your password.
Download for Android: Click here
Download for iOS: Click here
For all other email apps, select "Exchange" as the account type and then enter your Palucca email address and password to start the synchronization.
Note: Encrypted emails cannot be read on mobile devices.
After signing in with your Palucca account on university-owned laptops and PCs, your mailbox will be configured automatically when you launch Outlook for the first time. On personal devices not managed by the university (Windows or macOS), the following window will appear after logging in with your Palucca email address and password:
Uncheck the box that says “Allow my organization to manage my device” and click “No, sign in to this app only.”
Managing Quarantined Emails
Both incoming and outgoing email traffic is scanned by Sophos Central to detect and block harmful content. This includes attachments, links, potential identity theft, spam, phishing, and other threats.
If an email is suspected to be spam, it is moved to quarantine. You will then receive a notification email from Sophos showing all messages currently in quarantine. You can choose to release individual emails by clicking “Release” or delete them by clicking “Delete.” Please note that emails not retrieved from quarantine will be automatically deleted after 30 days.
After clicking “Release” or “Delete,” you will be presented with several options:
- “Release” allows you to release the email.
- “Release and Allow Sender” lets you release the email and permanently allow the sender.
- “Delete” allows you to delete the email.
- “Delete and Block Sender” lets you delete the email and permanently block the sender.
Sophos Self Service Portal
Alternatively, you can log in to the Sophos Self Service portal, a web interface that allows you to manage your quarantined emails. There you can release, read, or delete emails and choose to always allow or block specific senders. You also have access to an emergency inbox, which provides emails from the past 14 days as well as newly received messages in case of an internal server outage at the university.
Link to Sophos Self Service: https://cloud.sophos.com/manage/self-service
Please use your Palucca email address as your login credential.
If you do not yet have login credentials for Sophos Self Service, please enter your Palucca email address during sign-in. Then click “Continue” and select the “Forgot password” option. You can now set a new password by following the instructions provided.
Manuals
How to set up your email signature: Click here
How to set up the absence calendar: Click here
