Roundcube is the open-source webmail used by the Aix-Marseille academy to manage the professional messaging of its staff. Since 2025, access must go through the academic ENT, and the old isolated credentials have been removed. In 2026, several technical developments change the way agents connect, secure their accounts, and use their inboxes on a daily basis.
OTP Authentication and Cybersecurity Decree: What Roundcube Requires in 2026
Since March 1, 2026, decree n°2026-127 on cybersecurity makes strong authentication mandatory for public digital services in France. The Aix-Marseille academy applies this requirement to Roundcube via a two-factor authentication based on an OTP code generated by the VERDON application.
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Specifically, after entering the identifier linked to NUMEN (the unique academic identifier), the user must validate a temporary code on their phone. This mechanism replaces the simple username/password combination still described in many online guides.
The particularity of Aix-Marseille lies in this VERDON layer, which is not yet systematically deployed in other academies. In Nancy-Metz, for example, access to webmail relies on NUMEN but without a mandatory OTP code to date. This difference creates a gap between the habits of staff transferred from one academy to another: a teacher arriving from Nancy-Metz will need to install VERDON and configure the second factor before being able to read their first message.
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To delve into the new features and limitations of Roundcube messaging in Aix-Marseille, several technical points deserve particular attention, notably quota management and the automatic deletion of old messages.
IMAP and SMTP Protocols: Going Beyond the Limits of Roundcube Webmail
The Roundcube web interface presents constraints that heavy users are well aware of: disconnections after inactivity, erratic browser cache, lack of real-time notifications. The academy offers access via IMAP and SMTP to bypass these limitations, a point rarely highlighted in standard access guides.
Configuring a desktop client (Thunderbird, Outlook, or a smartphone mail app) allows users to receive messages without keeping a tab open at all times. IMAP synchronization maintains the folder structure and read/unread status across all devices.
Configuration Settings to Remember
- Incoming IMAP server: use the academic server provided by the DSI, with the secure port (usually 993 in SSL/TLS). NUMEN serves as the identifier, and the password remains that of the ENT portal.
- Outgoing SMTP server: port 587 with STARTTLS is the standard. Sending from an external client requires the same authentication as webmail, including the OTP code during the first connection of the client.
- Storage quota: it varies according to the profile (teacher, administrative, contractual). No overage is tolerated, and messages older than 24 months are automatically deleted without prior notification. Setting up local archiving in Thunderbird or Outlook protects old exchanges.
Using IMAP does not exempt users from regularly checking the Roundcube interface. Some settings, such as server-side sorting filters or out-of-office automatic replies, can only be configured from the webmail.
Roundcube Filters and Folder Management: Organizing Your Inbox Without Third-Party Plugins
Roundcube includes a server-side filtering system (Sieve) that allows sorting incoming messages before they even reach the inbox. This feature remains disabled by default in the Aix-Marseille academy for security reasons, but each user can enable it from the webmail settings.
A well-configured Sieve filter automatically redirects Moodle notifications to a dedicated folder, isolates messages from management in another, and marks emails from certain senders as priority. The time savings are significant when the inbox receives dozens of institutional messages each week.
Limitations to Know Before Creating Filters
Automatic forwarding to an external address (Gmail, personal Outlook) is disabled by default. This restriction arises from the regulatory framework on the protection of professional data. Staff wishing to centralize their messages on a single client should prioritize the IMAP configuration described above, rather than redirection.
Creating folders is free, but an excessive number slows down the loading of the web interface. A flat structure with five to eight thematic folders works better than a nested structure with three levels.
Calendar Synchronization and AMU Tools: What Remains Impossible in 2026
Despite recurring requests from staff, Roundcube still does not synchronize the institutional calendars of the academy. The lack of native CalDAV support in the academic deployment prevents any direct integration with schedules or shared calendars.
Platforms like Moodle or the AMU digital portal send notifications by email, but these alerts remain disconnected from a unified calendar. A teacher wanting to consolidate their deadlines must manually copy the dates into a third-party tool.
In case of loss of access, the recovery procedure requires a physical visit to the assigned institution. No direct email assistance is provided, complicating the situation for staff who are traveling or on leave. Anticipating this risk by maintaining an IMAP access configured on a mobile device remains the most effective precaution.
The evolution of Roundcube in the academy partly depends on national decisions regarding digital tools in the National Education system. The VERDON security layer and decree n°2026-127 have tightened access, but collaborative features (shared calendar, integrated videoconferencing) remain absent from the current scope. For Aix-Marseille staff, mastering IMAP configuration and Sieve filters represents a concrete lever to get the most out of a webmail that, by design, remains a tool for reading and sending mail.