Receiving, writing and sending emails

EMAIL 10-020

What you need to know

To log in to HFU Webmail (, you will need your HFU account, which you will receive upon admission or when you start work.

After logging in, you will usually see the email mode as the start page. If you have selected a different start page under "Preferences" (top left > gearwheel icon ) in the "General" area (see also HelpCard EMAIL 10-010), then activate (top right) the email mode with this icon .

What you have to do

  1. Receive and read your emails in the inbox. To do this, click on the inbox (left) and then in the list (center) on the email you want to read.

    • The message appears in the right display column. It is then marked as read at the same time.

  2. Manage or reply to each opened email using the options in the upper right corner (e.g. Reply to Sender only, Reply to all recipients, Forward selected message, etc.).

    • There are more options (red arrow) in the 3 dot menu .

  3. Compose an email by clicking on the blue pencil icon at the bottom edge of the screen.

    • The email editor will open in a new window or you will first get two more icons visible above the pencil.

    • Select the upper icon "Write message in a new window". The email editor opens independently of the email program and you can read and reply to other emails while composing. If you select the middle icon "Write a new message", the email editor opens directly in the webmail window and no further actions are possible while composing there.

      You can also set one of these options as default under "Preferences" > "Mail" > "General" in the section "Always use the email creation window..."
      (see also HelpCard EMAIL-10-010).

    • After selecting the appropriate icon, the email editor will open.

  4. Enter the recipient(s), the subject and your message.

    • For data protection reasons, it is not possible to provide the data or email addresses of all university members as an address book. The autocomplete function when composing an email therefore only works if
      a) you have already saved the name in your own address book in Webmail
      b) the name matches a person that can be found in the "HFU Address Book DFN". These addresses are based on DFN user certificates of HFU employees, which were approved for publication during the application process.

    • To copy (or blind copy) a recipient CC / BCC into an email, select the respective button  or on the top right of the window.

    • In the menu below (3 dots menu) you can change more settings including, requiring a return receipt or setting the priority of the email.

    • You can attach files by clicking the paper clip located on the bottom right of the email editor.

  5. Send , save  or close  the email using the icons on the top right.

    • Sent emails can be found in the "Sent" folder and saved ones under "Drafts".
      Emails that are closed without saving are automatically and irretrievably deleted.

Problems or questions?

IMZ | IT-Infrastructure Services

Contact us at the following number 07723 920 9585 or log a support request under "E-Mail" at