Deutsches Elektronen-Synchrotron DESY
A Research Centre of the Helmholtz Association

IT

Mobile Devices

On a smartphone or tablet you can either use the mail client's web interface (https://mail.desy.de) in your browser or you can install an app matching your productivity needs.

Unlike with using apps the use of the web interface does not require a possibly complex setup.

Using the Zimbra Web Interface

If you want to avoid setting up e-mail or calendar apps on your mobile device, a convenient way to access your e-mail is the web app. Open an internet browser and type in https://mail.desy.de Log in with your DESY account name, DESY password and the MFA token password. Now you can access your e-mail folders, calendar and contacts.

We recommend trying out the web app first and only considering other applications if the web app does not fulfill your personal needs.

Using Apps

There is no recommendation regarding installable apps on mobile devices coming from DESY. However, please note the following general remarks before installing and using apps.

Due to data security, account information must not be stored on external servers. Because of this you should check prior to using an app whether data is stored externally when using said app. We strongly advise against the use of Outlook on mobile devices since account information would be stored on Microsoft servers.

Apps, after setup, provide a local copy of your data on your device so that you can access your data even when the device is offline.

Exchange ActiveSync should be the primary synchronization method because it includes synchronization of your e-mail as well as your personal calendar and contacts. Calendars and mailboxes that are shared with you can not be synchronized this way. The access to Exchange ActiveSync may need to be activated by your Namespace Adminstrators or by UCO.

If synchronization via ActiveSync is impossible or unwanted, then e-mails should be transmitted to your device with an IMAP account, calendars with a CalDAV account and contacts with a CardDAV account respectively. You need to use CalDAV in addition to ActiveSync if you want to sync shared calendars (e. g. group calendars) in addition to your personal calendar.

Data transmission to and from the e-mail service has to be encrypted. For this, certain security certificates are necessary on the device. Since not all mobile devices come with those in the first place, you might need to install the latest security certificates before setting up your e-mail account. The certificates can be found here: https://www-ca.desy.de/zertifikate_dfn_pca/index_ger.html

Support

Please be aware that in case of problems only those devices can be supported that still receive the latest system updates. Devices that do not receive the latest updates anymore can not be supported due to technical and security reasons.

Because of the variety of available apps in combination with different device models the DESY IT department may be limited in their means of providing support. We ask you to be understanding of that.

If you need any support, please reach out to the IT helpdesk (Tel.: 5005, e-mail: uco@desy.de)

Create an applicationcode

The synchonization of your emails requires one to enter an applicationcode instead of your regular password.
To create an applicationcode, one must have the additional Two-Factor Authentication set up on Zimbra. Instructions can be found on this webpage:

https://it.desy.de/services/mfa/e_mail_programs/index_eng.html

Instructions for iOS Devices

Possibilities to synchronize iOS devices with Zimbra

Manual based on iOS 14.6.

 

To avoid incurring unnecessary costs during the transfer of data after setting up your ActiveSync account, it is advisable to have the device connected to a WLAN network, especially during the initial synchronization.

Note: With ActiveSync as the synchronization method, calendars and mailboxes that have been shared with you (e.g. group calendars or similar) are NOT synchronized. If you wish to do this, you will need to configure those via the CalDAV and IMAP synchronization method respectively. The configuration is described further down on this website.

Step 1. Add Account

  1. Open the settings of your iOS device and select the "Mail" category there
  2. Click on "Add account" (see figure 1). If an account has already been set up here, the item is called "Accounts" instead and shows the number of accounts set up.
  3. In the next menu, select the account type "Microsoft Exchange" (see Figure 2).

 

Accounts hinzufügen Zoom (131 KB)

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Microsoft Exchange Zoom (158 KB)

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Step 2 - Setup Account

  1. Enter your DESY e-mail address in the next dialog.
  2. The description is freely selectable and will be used as the title for your account in apps. Preferably use a descriptive name here (e.g. "DESY ActiveSync")
  3. As no connection to your account can be established with the default settings, please click on "Configure manually" in the pop-up that now opens (see Figure 4).
  4. In the next dialog, enter an applicationcode in the "Password" field (see Figure 5).

 

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Passwort eingeben Zoom (145 KB)

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  1. In the next dialog, check your previous entries again and add "mail.desy.de" in the "Server" field and your DESY account name in the "User name" field (see Figure 6).
  2. In the last dialog, select which data of your DESY account (mail, contacts, calendar and reminders) should be synchronized and then click on "Save" (see Figure 7).
  3. If you are receiving an error message at this step, please visit the "Error message during setup with Exchange Active Sync" section in the FAQ.

 

Als Mailserver mail.desy.de eingeben Zoom (180 KB)

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Step 3 - Synchronize account

Once the Exchange ActiveSync account is set up, your device will start transferring data from the service to your mobile device. This process can take a while, depending on the amount of data that needs to be transferred. To avoid incurring unnecessary costs, it is advisable to have the device connected to a WLAN network during this process.

During the synchronization process, you can open the Calendar and Mail app on your iOS device to view the first synchronized data.

Note on the term "Microsoft Exchange ActiveSync"

In this case, the term "Exchange ActiveSync" has nothing to do with the Microsoft Exchange Server, as the name might misleadingly suggest. Instead, it refers to a specific way of transferring data (so-called data transfer protocol). Although this type of data transfer was developed by Microsoft, it cannot only be used in conjunction with a Microsoft Exchange Server.

 

Synchronization of one's emails (IMAP)

Manual based on iOS 14.6.

To avoid incurring unnecessary costs during the transfer of data after setting up your IMAP account, it is advisable to connect the device to a WLAN network, especially before the initial synchronization.

Step 1 - Add account

  1. Open the settings of your iOS device and select the "Mail" category there.
  2. Click on "Add account" (see Figure 1). If an account has already been set up here, the item is called "Accounts" instead and shows the number of accounts set up.
  3. In the next menu, select the "Other" account type (see Figure 2).
  4. In the following dialog, select "Add mail account" (see Figure 3).

 

Accounts hinzufügen Zoom (131 KB)

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Zoom (130 KB)

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Step 2 -  set up account

  1. Enter your name, your DESY e-mail address and an applicationcode in the next dialog. (see figure 4)
  2. The description is freely selectable and is used as the title for your account in apps. Preferably use a descriptive name here (e.g. "DESY ActiveSync"). (see figure 4)

 

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  1. In the next dialog, check your previous entries again and add the following information (see Figure 5).

    Server for incoming mails:
    - Hostname: mail.desy.de
    - Username: Your DESY account name
    - Password: Your applicationcode

    Server for outgoing mails:
    - Hostname: mail.desy.de
    - Username: Your DESY account name
    - Password: Your applicationcode
     
  2. Activate the synchronization of mail in the last dialog and then click on "save" (see Figure 6).

 

Step 3 - Synchronize account

As soon as the IMAP account has been set up, your device will start transferring the data from the service to your mobile device. This process may take a while, depending on the amount of data that needs to be transferred. To avoid incurring unnecessary costs, it is advisable to have the device connected to a WLAN network during this process.

During the synchronization process, you can open the Mail app on your iOS device to view the first synchronized messages.

 

reach private/shared/resource calendar via CalDav

Please note that Thunderbird Lightning is not supported by us and unfortunately we cannot provide support for problems with calendars in connection with Lightning!

The private calendar can be accessed via CalDAV using the following scheme:

https://mail.desy.de/dav/vorname.nachname@desy.de/Calendar

If it should be a shared calendar the path is:

https://mail.desy.de/dav/NAMESPACE_shared@desy.de/Calendar

If it should be a resource the path is:

https://mail.desy.de/dav/ressource@res.desy.de/Calendar
 

Step 1 - Add Account

  1. Open the settings of your iOS device and select the "Calendar" category
  2. Click on "Add account" (see figure 1). If an account has already been set up here, the item is called "Accounts" instead and shows the number of accounts set up.
  3. In the next menu, select the account type "Other" (see Figure 2).
  4. In the following dialog, select "Add CalDAV account" (see Figure 3).

 

Accounts hinzufügen Zoom (131 KB)

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Step 2 - Account Setup

  1. In the next dialog, enter the following address in the "Server" text field
    where please replace "Group abbreviation" with the abbreviation of your own DESY group!
    https://mail.desy.de/dav/Gruppenkürzel_shared@desy.de/Calendar

Figure 4 shows the path of the group share of the DESY group IT as an example, for members of the DESY group IT the path is therefore: https://mail.desy.de/dav/it_shared@desy.de/Calendar

If you are unsure about the name of the share of your DESY group, please ask the group administrator responsible for you. If required, you can find a list of the responsible persons on the following website: https://it.desy.de/dienste/uco/windows_gruppenadmins

  1. Then enter your DESY account name in the "User name" field as well an applicationcode. Also enter a descriptive name for the CalDAV account in the "Description" field.
  2. In the next dialog, you can specify which elements you want to synchronize. Calendar should always be activated here. See Figure 5.

 

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Step 3 - Calender Synchronization

As soon as the CalDAV account has been set up, all shared group calendars to which you have access should appear for selection in your calendar app. In the Apple Calendar app, click on "Calendar" at the bottom of the app. Here you have the option of activating or deactivating the synchronization of individual calendars.

Please note that the synchronization process can take a while, depending on the amount of data that needs to be transferred. To avoid incurring unnecessary costs, it is advisable to have the device connected to a WLAN network during this process.

Instructions for Android Devices

Ways to synchronize Android devices with Zimbra
You can synchronize your Android smartphone with the Zimbra server in two different ways, firstly via an Exchange Active Sync account or alternatively via an IMAP account. In principle, you can read and receive emails via both ways, but you cannot access your calendar with IMAP. Due to the faster initial synchronisation and possible cost savings, we recommend switching on the Wifi. This documentation was created with a Fairphone 3 with Android 10. Please note that there may be differences with other manufacturers and other software.  

Note: With ActiveSync as the synchronization method, calendars and mailboxes that have been shared with you (e.g. group calendars or similar) are NOT synchronized. If you wish to do this, you will need to configure those via the CalDAV and iMAP synchronization method respectively.
 

Selecting an email app

When selecting an app to read and write emails, we cannot make a dedicated recommendation. The reason for this is that apps can change with every future update and not every app is available on every device.  As things stand (July 2021), the Gmail app installed by default (currently version 2021.06.13.x) can also be used as an email application from a data protection point of view. When considering whether an app is suitable, an important criterion is that the password and all other data (emails, contacts, calendars) remain local and are not sent to third parties (e.g. no transfer to cloud services).  This criterion is not met with the Microsoft Outlook app because data is sent to the Microsoft Cloud to be stored there. Its use is therefore strongly discouraged.
 

Synchronization via an Exchange ActiveSync-account

In the following, you will find step-by-step documentation on how to integrate an Exchange ActiveSync-account under Android.
 

1. Open Settings and select Accounts

Open the Settings app on your device. You can find it on your home screen or via the app search. In the app you will find the item "Manage accounts". You may have to scroll down a little to find the item. Open the "Accounts" item in the app.

2. Switch off automatic data synchronization, Add account

We recommend that you switch off automatic synchronization, as this saves battery and data consumption. You can still adjust this setting at any time after setting up the email account. Then select the "Add account" button to continue. 
 

3. Select Exchange

Select the "Exchange" to continue with the configuration of an Exchange Active Sync account. 

4. Enter your email address, select Set up manually

Please enter your DESY email address in the field. By default, it should follow the scheme firstName.Surname@desy.de. Then please select the button "Set up manually".
 

5. Enter applicationcode

Please enter your applicationcode. To check your entry, you can make it visible by tapping on the eye symbol. Scroll down the page to enter the mail server. 
 

6. Enter the mail server

By default, the mail server is not entered correctly. Please enter "mail.desy.de" as the mail server. 
You have now successfully completed the configuration. Please select the "Next" button. 

7. Configuration completed

You should now have completed the configuration. If this is not the case for you, please check your internet connection and the individual steps carefully. Please also visit the FAQ "Error message during setup with Exchange ActiveSync" section.
 
If you have any further questions, please contact the UCO (Tel: 5005, Email: uco@desy.de).

Add an IMAP account

1. Open Settings and select Accounts

Please open the Settings app on your device. You can find it on your home screen or via the app search. In the app you will find the item "Manage accounts". You may have to scroll down a little to find the item. Open the "Accounts" item in the app.

2. Switch off automatic data synchronisation, add account

We recommend that you switch off automatic synchronisation, as this saves battery and data consumption. You can still adjust this setting at any time after setting up the email account. Then select the "Add account" button to continue. 

3. Select IMAP

Select "IMAP" to continue with the configuration of the email service via IMAP. 
 

 

4. Enter your email address

Please enter your DESY email address in the field. By default, it should follow the scheme firstName.Surname@desy.de. Then please select the button "Next".

 

5. Enter your applicationcode

Please enter your applicationcode. To check your entry, you can make it visible by tapping on the eye symbol. Then confirm the entry with the "Next" button.
 

6. Enter the incoming mail server

By default, the mail server is not entered correctly. Please enter "mail.desy.de" as the mail server.  
If prompted, enter "SSL/TLS (always)" as the security type, enter "Plain" as the authentication type and select "993" as the port. The IMAP namespace does not need to be specified IMAP directory prefix remains empty. 
Then select the "Next" button.

7. Enter the outgoing mail server

By default, the mail server is not entered correctly. Please enter "mail.desy.de" as the mail server.  Then select the "Next" button. If you are asked for a security type, please enter "SSL/TLS" and "465" for the port. Whether you are asked for this depends on the device.
 

8. Account options

You can set the account options according to your preference. You can continue with the originally selected values by clicking the "Next" button. 

9. Complete configuration

As a last step, please enter your name in the field. Then confirm the dialogue with the button "Next".
You should now have completed the configuration. If this is not the case, please check your internet connection and the individual steps carefully. If you have any further questions, please contact the UCO (Tel: 5005, Email: uco@desy.de).

Mobile Zimbra web client

You can log in to https://mail.desy.de with the browser of your smartphone and use the mobile Zimbra web client. However, it should be noted that the web client is already considered deprecated and is currently no longer being developed. Therefore, you may only be able to use it to a limited extent.
 

FAQ

I am asked to encrypt my phone. What should I do?

Sometimes users are requested to encrypt their smartphone when using the ActiveSync protocol. Zimbra does no request such encryption, but instead does not inhibit it. Older Android version misinterpret this as a request for encryption.

If you do not want to encrypt your smartphone, please do not use ActiveSync but instead IMAP for reading your e-mails and CalDAV for your appointments and CardDAV for your contacts.

=> If you would like to encrypt your device, please backup all your data beforhand and ensure your device is connected to an external power supply during the encryption process. <=

reach private/shared/resource calendar via CalDav

Please note that Thunderbird Lightning is not supported by us and unfortunately we cannot provide support for problems with calendars in connection with Lightning!

The private calendar can be accessed via CalDAV using the following scheme:

https://mail.desy.de/dav/vorname.nachname@desy.de/Calendar

If it should be a shared calendar the path is:

https://mail.desy.de/dav/NAMESPACE_shared@desy.de/Calendar

If it should be a resource the path is:

https://mail.desy.de/dav/ressource@res.desy.de/Calendar
 

Problem with mobile device and email,appointments,contacts,reminders

Access to emails, contacts, appointments and reminders via mobile devices is done from different operating systems (Apple iOS, Google Android or Windows Mobile) with diverse programs using different protocols.

This leaves enough room for software errors. We cannot continuously update these in our FAQs. Therefore here is a link to Microsoft, which describes problems with access via ActiveSync:

Problems when accessing via ActiveSync and devices of other manufacturers.

Missing attachments on iPhone/iPad

Sometimes you see that an attachment has been sent with an email, but the complete email is not loaded yet. Then you can click "Load email completely". After that, the attachment has disappeared without a trace.

Just as occasionally, an attachment should be attached to an e-mail, e.g. because the text of the e-mail suggests this, and yet you do not see an attachment.

In both cases, please use the mobile view in your web browser on the mobile device and use it to view the attachment or check whether there is indeed an attachment.

This problem occasionally occurs with iOS devices (iPhone/iPad) and is an issue that has been known since at least 2012 and has not yet been resolved by Apple.
 

Error message during setup with Exchange ActiveSync

If you are receiving an error message similar to the ones listed below, it might be due to the missing activation of your accounts attributes (mailbox class: "outlook_sync").

In this case, please contact your Namespace Adminstration or UCO (5005/uco@desy.de).

Error messages:

iOS: Account could not be verified

Android: An error occured. Please try again or contact your IT Adminstration.

 

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