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Date: Nov 25, 2020

Ongoing Problems with the Mail System The pandemic-related digital summter term oushed the university's IT resources to their capacity limits, inlcuding the mail system.

For many systems, the increase in technical resources have enabled a good start into the winter term. Unfortunately, some e-mail users are currently experiencing considerable problems using the central e-mail system, partly due to a further sharp increase in the volume of mails during the winter term. We are observing this especially with large e-mail accounts that work with shared folders and calendars. Especially access via webmail, but also with certain clients (e.g. Outlook, Apple-Mail), the reliability during peak load times is limited.

As a direct measure, we therefore strongly recommend that you use a client to retrieve your e-mails and use webmail only in exceptional cases for the time being.

If you have not used a client before, we recommend using the widespread open source client Thunderbird, which is available for all common desktop operating systems. See here for a Set-Up Guide.

For smartphones and tablets we also recommend using an e-mail client, according to the manufacturer's recommendation for the model.

In general, we ask you not to connect to the e-mail server from several devices at the same time. Furthermore, it would be helpful if the retrieval of e-mails from smart devices is not done via push, but only every 5 minutes, for example.

With the Thunderbird client, the number of connections can be limited in the server settings (see Limiting server connections for Thunderbird). According to our experience, the value "1" is completely sufficient here.

Otherwise, please make sure that you do not connect to the e-mail server from too many devices at the same time.

We are working at full speed to increase the performance of the overall system and to permanently expand the resources in order to achieve a consistent stability of the mail system.


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