webmail.ugent.be for students

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'Cyrus' mail = for students

Unsure which mail environment to use? Go to mail.UGent.be

Caution! webmail.UGent.be can only be used by users of the 'Cyrus' mail environment (See: E-mail address and e-mail environment) and users of a shared mailbox

Webmail allows you to access, send, receive and manage your e-mail through a web browser. You log in with your UGent login name and password and you can immediately consult and manage your e-mail. Webmail is especially handy for reading e-mail on the move.

If you do not belong to the 'Cyrus' mail environment and do not use a shared mailbox, the following message appears when you log on to webmail.ugent.be:
"Login failed. Unfortunately you cannot use this service, you have an exchange mailbox. Use https://owa.ugent.be."
Users of the 'Exchange' environment use Outlook Web Access ("owa.ugent.be"), the webmail service of Microsoft Exchange.

Using UGent webmail

Surf to webmail.UGent.be sleutel-icoon and sign in using your UGent login name and central password.

  • If you only have 1 (personal or shared) mailbox, you enter the mailbox. The name of the mailbox is in the right hand corner at the top of your screen.
  • If you have multiple mailboxes, a list appears. Choose the mailbox (account) you wish to access.

Caution! Troubles with webmail.ugent.be on Internet Explorer 9

Do you read your webmail on a "foreign" pc? After you are done, clear all browser data, close all browser windows and delete saved attachments.

Enable forwarding

  • Surf to webmail.UGent.be
  • Log in using your UGent login name and central password
  • If you see multiple addresses, click on the address (mailbox) for which you want to enable forwarding
  • In the menu bar on the left hand side, click "Filters"
  • In the top bar, click "Forward"
  • Enter the address to forward to
  • You can keep a copy of the forwarded mails by selecting "Keep a copy of messages in this account?"
  • Click "Save and Enable"

Enable a vacation message

  • Surf to webmail.UGent.be
  • Log in using your UGent login name and central password.
  • If you see multiple addresses, click on the address (mailbox) for which you want to set the vacation message
  • In the menu bar on the left hand side, click "Filters"
  • In the top bar, click "Vacation".
  • Enter start, end, subject of the message and reason for the absence. Click "Save and Enable"

Traditional (previous) view: usage

Address book - Attachments - Deleting messages - Display (on screen) - Folders - Forward - Group list - Language - Log in - Quota - Sender address - Signature - Spamfilter - Vacation -


Address book

  • To look up an e-mail addresses you can use your personal address book or the UGent LDAP database.

    You cannot add any more address books to these two.

    The personal address book can be completed in several ways.
    • Manually, by navigating to the address book and adding data.
    • E-mail addresses of people from whom you received an e-mail can be added by clicking the booklet next to the address when reading the e-mail messages.
    • Another possibility is to importing address books from another e-mail client. To do so, export the address book from this mail client. You can best do this using CSV (comma separated values).
      Please note that if there was a nickname that was linked to an address list in the addressbook of other e-mail clients, conversion errors will occur in webmail when importing them. So check the address book after importing.
    An address can be looked up via both 'Browse' and 'Search'.
    If you want to query the LDAP server, select 'LDAP UGent' instead of 'My Address Book'


  • Sending attachments
    In the appearing window when clicking on 'Compose', you will be able to find a button 'Browse' at the bottom. This buttton allows you to browse your local drives (hard disk, CD ROM,...) and to select the file you wish to send. After you have made your selection, choose 'Attach'.
    Note that an attachment sent via webmail can not be larger than roughly 1.6 MB. If the attachment is too large, webmail will hang (white screen).
  • Receiving attachments
    When you receive a message with an attachment, you can download the attachment by clicking .
    For receiving attachments the same limits apply.

Deleting messages

  • Check whether 'Hide Deleted | Purge Deleted' is visible in the menu bar, so that you can see the non-purged messages.
  • 'Hide Deleted', indicates that all deleted but not actually purged messages are hidden and these are also included in the quota count. In that case, click 'Show deleted'.
  • To remove e-mail messages click the box next to the message. Next click 'Delete'. The e-mail messages are now striked out. They can still be retrieved.
  • 'Deleted' e-mail messages will only be deleted 'for real' after you click 'Purge Deleted'
  • Remove messages in time to ensure that your mailbox does not exceed the assigned quota!

Display (on screen)

If you experience problems with webmail display, you can resolve them as follows.

  • In the menu bar on the left hand side, click on Horde.
  • In the top bar, click Options.
  • In the right column below Other Information, click on Display Options.
  • In list below "What application should Horde display after login?" select Mail.
  • At the bottom of the form, click on Save Options.


  • Via 'Folders' your folders can be accessed on the server (obviously not the local folders of your e-mail client).
    Sent messages are stored in the "sent-mail", which will be automatically created when the first mail from webmail has been sent. Mails saved as draft are stored in the folder "drafts".


  • To send your UGent e-mail directly to another e-mail address you can set a forward rule. To do so, choose 'E-mail' - 'Filters' - 'Forward' and enter the e-mail address(es) of the mailbox(es) to which you wish to forward the e-mails. Be sure not to enter your UGent e-mail address here!
    If you choose to save a copy of the messages in your UGent account you need to bear in mind that these messages use disk space and that you will have to remove messages regularly.
    Once the forward entry has been saved, you still need to activate the forward. You can do this in 'Existing rules' (via 'Filter rules' or 'Return to Rules List') Click on the red cross in the rule 'Forward'.

Group list

  • Creating a group list
    You can send a e-mail to a predefined group of people using your own group lists. You can create group lists only if you have added addresses to your personal address book (My Address Book).
    • Select 'Mail' in the left hand menu.
    • Click on 'Address Book' in the menu at the top. Make sure that 'My Address Book' is selected in the 'From' Field.
    • Click on 'Browse' (top left)
    • Select the addresses you wish to add to the list.
    • Next to the 'Add' link, select an existing list or choose "Create a new contact list in: My Address Book".
    • Click the 'Add' link. For new lists: enter a list name in the pop-up window.

    Group lists show up in My Address Book and are preceded by the icon.

  • Remove addresses from a group list
    Select 'Mail' in the left hand menu and then go to "Address Book" at the top. Click on 'Browse'(top left). Open the list by clicking on the list name in My Address Book. Select the addresses you wish to remove. Click 'Remove from this list'.


  • By default, the language the browser is set to is used. An other language can be chosen via 'Edit options for UGent webmail' - 'Locale and Time'.

Log in

  • Log in with your username and central UGent password.


  • You can see your 'Quota status' at the top of the screen, below the menu bar.
  • Make sure that you always remain amply below the assigned disk space.
  • To see the available amount of disk space, monitoring quota on personal disk space and extra quota, see : How much disk space do I have at my disposal?

Sender address

  • The sender address used in webmail is your generic mail address, so it looks like First_Name.Family_Name@UGent.be
    By default, your full name as known inside UGent is also mentioned in the From:-field. This can be edited via 'Edit options for E-mail' - 'Personal Information' - 'Select the identity you want to change: Default Identity' (='Standaard Identiteit').


  • Your signature is not created by default and can be created as desired.
    Via 'Edit options for E-mail' - 'Personal Information' - 'Select the identity you want to change: Default Identity'.
    Here the signature can be entered and other optional items can be activated.


  • Click on 'E-mail' - 'Filters' - 'New rule' and make sure you enter everything in accordance with the screenshot.
    This filter is a centrally established filter, which means that even if you use another e-mail client, the filter will be applied.
    As folder you can also choose another folder.
    If you already had a spamfilter on tarzan.ugent.be and this one is still activated, there is no use in creating a second filter.


  • A vacation message can be set via 'Mail' - 'Filters' - 'Vacation'. The subject and reason can be entered, after which 'Save' and 'Return to Rules List' can be selected. In the list of 'Existing Rules' the rule for 'Vacation' needs to be activated by clicking the red cross. You can deactivate the rules here as well.