The email setup at NBI is relatively traditional but with some server name
exception. There is a central mail
server that receives email and makes it available to clients. Likewise,
email clients normally connect to the mail server to use its relay
facilities when sending email.
If you use terminal based clients like pine or mutt locally you can normally
use the default setup. If you use a graphical interface like Thunderbird,
Mozilla, Outlook, Evolution etc. you can make a quick setup using
Outgoing server: smtp.nbi.dk , port 465 with SSL using User name and password authentication.
Incoming IMAP server: imap.nbi.ku.dk or imap1.nbi.dk, port 993 using SSL
It is absolutely recommended to use the IMAP protocol. If you have very good
reasons to use POP, connect to pop.nbi.dk or pop.nbi.ku.dk on port 995 with SSL.
The first time you connect to one of these servers you are asked to accept a certificate
that verifies the server's identity. If you accept permanently, but are asked again
the next time(s) you connect, then try to
download and install the certificates
in the Trusted Root Certificates path.
Our mail clients expect to find all your email in a subdirectory named mail, i.e.,
in UNIX language
~/mail . See below.
The following contains more detailed information and hints. If it is just too
much, please feel free to ask
your questions on phone ext. 25283 or by email to oper.
Some good email habits.
- Do not leave your incoming mail in the inbox but move it to folders
mail directory as soon as possible. Huge inbox files are more sensitive
to errors than small. And, when an email has been added to the inbox the
whole file must be backed up, not only the changed lines. Large inbox files
therefore mean extra demand on the backup system. Consequently, there is a
limit (200 MB) on the inbox size. If this is exceeded, mail delivery to your
account is inhibited.
- Do not send emails with large attachments to many people. Instead, copy
the file to your
public_html directory and send only the link by email. The link
http://www.nbi.dk/~userid/filename . Then the
interested receivers can read the document in their browser.
- When you send emails to many people, do not enter all addresses in the To: or
Cc: fields. Instead, use the Bcc: field, or setup a mailing list.
- If you use a browser, please do not configure it to check for new email more
frequently than every 10 minutes.
- Do not start new mail threads by replying to an old, unrelated mail unless you
adjust the Subject and remove the old message(s). It is very disturbing to receive
emails with an inappropriate Subject including old, irrelevant contents.
Your email address.
Your basic NBI email address is firstname.lastname@example.org where userid
stands for your actual login id to the NBI UNIX system. In addition, you will be
reachable under aliases of the form Firstname.Lastname@nbi.dk (note
the dot between Firstname and Lastname). Additional aliases can easily be
created. This could be desirable if you are using a nickname, if your
family name is longer than 8 characters, if you have used different userids
at other installations etc.
The choice of client (mail reader) depends on what operative system you use and
on whether you want to work with a terminal- or browser-like program.
On Windows the choice is normally one of Thunderbird, Mozilla/Seamonkey, Outlook,
or Opera, but there is also a version of Alpine, a terminal based client.
On Unix and Linux you can choose between pine, mutt, Thunderbird,
Mozilla/Seamonkey, Opera and soon alpine, etc. You can find somewhat more
information on the
Software information pages.
Please, note the restrictions on availability of incoming email described
Many clients can use LDAP servers for directory functions. The server
ldap.ku.dk uses standard port 389 and DN
and provides email information for all Copenhagen University personnel.
To use this option e.g. in Thunderbird 1.5, open
Edit → Preferences → Composition → Addressing → Edit Directories
and add a new server as in the picture below. Then go back to the
Composition page and enable "KU phonebook" as Directory Server.
Outlook users can do the corresponding configuration by opening
Tools → E-mail accounts. On this page you should activate
"Add a new directory or address book", and on the next page "Internet Directory Service (LDAP)".
As servername you should choose
ldap.ku.dk. Then click on
"More Settings", choose Search and enter
o=ku,c=dk as Search Base.
Yet another possibility is to use Webmail from your
Our mail servers support the two main protocols, POP and IMAP. If you use POP
you will move all emails to your local computer. When IMAP is used the emails will
be left in your mail folders under your NBI home directory.
You should use generic server names like smtp.nbi.dk, pop.nbi.dk, imap1.nbi.dk
and imap.nbi.ku.dk for outgoing mail services, POP and IMAP protocols,
resp. At present, smtp.nbi.dk
points to the main mail server running on up.nbi.dk. The names imap1.nbi.dk and imap.nbi.ku.dk point to
gluon.nbi.dk which is also our main fileserver. imap1.nbi.dk is thus the
preferred IMAP server. You should always
use SSL (Secure Socket Layer) for increased security. If you use SSL you can also work with the
mailservers from outside the Institute. The ports to use are:
Outgoing server: smtp.nbi.dk , port 465 using SSL , port 25 without SSL
Incoming IMAP server: imap1.nbi.dk or imap.nbi.ku.dk, port 993 using SSL , port 143 without SSL.
Incoming POP server: pop.nbi.dk on port 995 with SSL , port 110 without SSL.
If you have not configured your email delivery differently, the mail server stores incoming mail
in a spool directory which is local to the mail server machines and can therefore not be read directly on
other machines. The mail servers are not open for public login. To access your incoming
mail you must therefore
- Use a program like procmail that can
deposit your incoming mail directly in a folder in your mail directory. New accounts are set to use this
method. Users who need assistance to configure procmail are welcome to ask for help.
- Login to a Linux machine and start a terminal-oriented client, e.g. pine, or
- Use a browser mail client, e.g. Thunderbird, Outlook or Mozilla Mail, after having configured it properly for the mail server, or
- Use Webmail in a browser.
Dealing with spam.
Spam, or with a technical term, unsolicited email containing virus or commercial
content, is a a big nuisance to most of us. To filter the email with respect
to spam we recommend
in combination with
New accounts are automatically configured to use procmail and SpamAssassin.
If you need to (re)create this basic configuration, just run
in a terminal window.
You should never edit your
.forward file. Instead, e.g. for forwarding,
.procmailrc file as described under the
procmail software information.
Using NBI email from outside NBI.
The email server is opened for IMAP and POP access from outside NBI only if the client
is configured to use SSL, see above. Other possibilities are to:
- Open Webmail in a browser.
- Login in a terminal windows with ssh or PuTTY to e.g. top.nbi.dk and then use pine or mutt there.
- Use virtual private network VPN. This will
give you access to other local facilities too.
Last modified: Sun Jan 25 15:05:36 MET 2009
Björn S. Nilsson