Outlook

Outlook on Windows


This web site describes, how you configure Microsoft 2019 on a DESY Windows 10 device with your DESY account. After the configuration you will be able to send and receive emails with your account as well as view calendars and organize appointments this way.

 

Note: The following instructions were created with Microsoft Outlook 2019 under Windows 10.

In order to use Outlook in connection with the DESY email and calendar service (Zimbra), it is necessary that the so-called "Zimbra Connector for Outlook" (ZCO) is installed. Without the Zimbra Connector for Outlook, the connection is not possible.

The Zimbra Connector can be installed via NetInstall/DSM. During the installation all necessary configurations are done automatically and a corresponding Zimbra profile for Outlook with the name "CreateZimbraProfile.exe" or "Zimbra" is created.

Please note that when you start Outlook for the first time, you will be prompted to select the Zimbra profile with which you want to start Outlook. Afterwards a configuration window opens in which "zco.desy.de:443" should be entered as server name. In this window please enter your account name and password once.

Configuration Settings for the Zimbra Connector for Outlook

Depending on the size of your mailbox, the initial synchronization may take several hours. Please do not interrupt this process. During the synchronization, you can use the web client (https://mail.desy.de) without restrictions and access your mails and calendar using it.

Once the synchronization is complete, please remove the Outlook rule "Delete categories of e-mails" as follows:

  1. Select the "Start" tab and click on the "Rules" -> "Manage rule and notifications..." menu item.
  2. Here please delete the previously mentioned rule "Delete categories of emails".
     

After you have completed this step, you can use Outlook in connection with the central e-mail system at DESY. If required, you can find information on the web site about advanced configurations.

Solve Problems

If you experience any problems while using Outlook, please take a look at the following web page. Here we have summarized steps you can take to solve the most common problems you may encounter when using Outlook:

https://it.desy.de/services/e_mail/mail_programs_advanced_configurations_informations/outlook/solve_sync_problems/

Basics

How to make colored calender entries visible for different attendees

If certain entries in a calendar are always displayed e.g. in the same color due to conditional formatting, this does not mean that this conditional formatting is visible to other users of the calendar.
The conditional formatting is linked to the local PST (Personal STore) file. This is tied to the respective computer and cannot be transferred.

Alternatively, you can use the "tags" at Zimbra.
You can use these to categorize appointments when they are created and you can assign colors according to the day via individual settings.
The advantage is that the setting are saved on the server side, which is no longer bound locally like the conditional formatting.
This means that you can also log into other devices and expect the same color scheme.
The tags are then immediately visible for every participant, whereby the color settings must be configured individually.
One could agree on a common color scheme that each user sets for himself. Since Outlook is compatible with these tags, they should simply be adopted.

Zimbra integration into Outlook

If calendars, existing in Zimbra, are not or no longer available in Outlook, please proceed as follows:

  1. Open Outlook.
  2. Select the "Zimbra" tab in the menu bar.
  3. Select "Share Status".
  4. Activate the desired calendars by ticking the control box and confirm with OK 
  5. Close Outlook and wait for synchronization after restarting.