Difference between revisions of "ZIMBRA USER'S GUIDE"

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Zimbra User's Guide

Setting Up your Account

The Zimbra Web Client (ZWC) is a full-featured messaging and collaboration application that offers reliable, email, address books, calendaring, task lists, and Web document authoring capabilities.

Versions of the ZWC include Advanced, Standard, Mobile or Touch Client.

You can also use Exchange Web Services (EWS), which provides functionality for Zimbra to communicate with the Exchange Server.

Note: Your account might not include all the features described in this guide. Check with your administrator to see which features are available.

Using the Touch Client

For information about the Touch Client, see the Chapter 16, Using the Touch Client.

Signing in and Signing Out

Sign In

Open a browser window and enter the URL provided by your Zimbra administrator. For example: http://mail.domain.com/zimbra/mail
When the Sign In screen displays, type your username. You might be required to type your full email address as the username (for example, myra@example.com) and your password.
To stay signed in until the session expires or you sign out, select Stay signed in.
If you do not want to use your default client, you can change the version. Click the drop-down menu and select the client version you want to use.
Click Sign In.

Sign Out

In the top-right corner, click the arrow next to your name and select Sign Out.

Choose a Default Client Version

You can set the default client version of ZWC at sign in. You can always switch to a different client version at sign in.

Go to the Preferences > General page.
In the Sign in section, select how you want to sign in.

Advanced (Ajax). Offers the full set of Web collaboration features. The advanced client works best with newer browsers and faster Internet connections.
Standard (HTML). Recommended when Internet connections are slow or

when using older browsers.

Mobile
Touch'

Click Save.

The next time you sign in, your selection appears as the default.

If Your Session Expires

Your system might log you out if your session is inactive for a preconfigured period of time.

Your administrator might also set a maximum amount of time that you can be logged in, regardless of whether any activity occurs.

If you are automatically logged out, simply log in again and continue working.

Changing Your Password

You can change your password. If you have trouble changing your password or have forgotten your password, or if the Password option is not displayed, contact your administrator.

Go to the Preferences > General page.
Go to 'Sign in > Password', click 'Change Password.
Enter your New password' and confirm the password.

Your new password must have a minimum of six characters. Contact your system administrator for more information.

Click Change password.
Click Save.

Navigating the Zimbra Web Client

Option	Description
Window header	The Window header displays: Search box User Name under which you are logged in. From the drop-down menu of your user name you can access product help, new features, about, change password, and sign out features.
Application Tabs	The applications that you can access are listed in the tabs on this row, such as Mail or Calendar applications.
Overview pane	The Overview pane displays: Folders – including system folders (Inbox, Sent, Draft, Junk (and Trash) as well as customer folders you created Searches – search queries that you created and saved for future use Tags – any tags you have created. Click on a tag to quickly see all messages that are tagged with that tag. Zimlets – links that may have been created to integrate with third-party applications from within your mailbox. When you are in the Calendar application, the Overview pane displays your calendar list and Zimlets.
Mini-calendar	The mini-calendar is optional. You can disable the mini-calendar using the Preferences>Calendar page.
Toolbar	The toolbar shows actions available for the application you are currently using.
Content Pane	The Content pane area changes depending on what application is in use. In the Inbox view, it displays all messages or conversations in your Inbox.
Reading Pane	Email messages are displayed in the Reading pane.
Search Bar	Search options, including the Advanced Search feature, are displayed in this area. You can also save searches from here.

Use Keyboard Shortcuts

To view a list of shortcuts while working in your mailbox, press Ctrl+Q.

If you want to leave the shortcut window open while you work in your account, click New Window.

To print the list, go to Preferences > Shortcuts and click Print in the top-right corner.

Use Browser Tools

Use your browser's Back button to return you to the previous page you

were viewing. You can also use the Forward button.

Do not use the browser's Reload or Refresh button. Clicking Reload or

Refresh restarts your session.

Personalizing Your Account

You can use the actions in this section to personalize your account. Most options are set on the Preferences > General page.

Change the Theme

Go to the Preferences > General page.
In the Appearance section, select the theme you want to use.
Click Save.

Change Font Size

Go to the Preferences > General page.
In the Appearance > Font drop-down menu, select the font. You can also change the Display Font Size and Print Font Size.
Click Save.

Change Your Default Time Zone

Go to the Preferences > General page.
In the Time Zone and Language > Time Zone drop-down menu, select the time zone you want to use.
Click Save.

Change the Language

Go to the Preferences > General page.
In the Time Zone and Language > Language section, select a language to use.
Click Save.

Change Text Direction

Go to the Preferences > General page.
In the Time Zone and Language > Compose Direction section, select Left to Right or Right to Left.
To switch the text direction from the toolbar, select Show direction buttons in compose toolbar.
Click Save.

Move the Reading Pane

On the toolbar, click View located on the upper right and select the reading pane you want to display.

Change the Pane Size

Click and drag on the bar separating the panes up or down.

Managing your Email

Customizing Your Mailbox Initial View

Go to the Preferences > Mail page.
In the Displaying Messages > Default Mail Search text box specify which messages are displayed when you open your mailbox. Enter the search keyword, followed by a colon (:) and folder, tag, or a saved search name. For example in:inbox.

The following table lists some examples to enter in the text box

is:unread	To display only unread messages
tag:<tagname>	To display email messages that are tagged with specific tags. For example, to display only messages marked with the ToDo tag, type tag:ToDo
in:<foldername>	To display messages that are sent to a specific folder via an email filter

Note: Use quotes if the folder or tag is more than one word. For example in:”Unread Email”

Click Save.

View Email Messages by Conversation

To create a new conversation thread, you must create a new message, not reply to or forward an existing message.

Change the Message View

Email messages in your mailbox can be organized by the date a message is received and by Conversation.

On the Mail tab toolbar, click the View drop-down menu.
Select either By Conversation or 'By Message.

Using A Reading Pane

You can use the Reading Pane to preview messages in your Inbox and other folders. If you have the Reading Pane on, when you click on an email message, the message displays in the Reading Pane and the message is marked as read.

Turn Reading Pane On or Off

On the Mail tab toolbar, click the View drop-down menu.
Select the Reading Pane option.

Set the Reading Pane for Marked as Read Behavior

You can also select whether messages you view in the Reading Pane are marked as read or not marked as read.

Go to the Preferences > Mail page.
In the Displaying Messages > Reading Pane section, select how messages are handled when the message is selected.
Click Save.

Changing How Often Your Account Checks for New Mail

Go to the Preferences > Mail page.
In the Displaying Messages > Check New Mail drop-down menu select how often to check for new mail.

If you select Manually, you must click the reload icon to get new email.

Click Save.

Setting Desktop Alerts For New Email Messages

You can set up desktop alerts for new email notification. To receive alerts, your mailbox must be opened.

Go to the Preferences > Mail page.
In the Receiving Messages > Arrival Notifications section, select how you want to be notified when new messages arrive. Select any of these options.

Option	Description
Show a popup notification	Information about the message displays. You must have Yahoo!BrowserPlus installed. To get a copy, go to http://browserplus.yahoo.com/
Highlight the Mail tab	The Mail tab is highlighted if you are not working in the Mail tab at the time.
Flash the browser title	Browser flashes until you open the Mail tab
Play a sound	You are notified by a beep. If you have your volume set to mute, you do not hear a sound. For this to work, you must have either QuickTime or Windows Media plugin installed.

Moving Less Important Mail Out of the Inbox

From the Mail tab, click the gear icon in the Mail Folders heading in the Navigation pane and select Activity Stream.

You can also set this up from the Preferences > Filters page, Activity Stream Settings link.

In the Activity Stream dialog box, select Enable moving messages into Activity Stream.
Select the type of messages to move. You can move the following type of messages:

Messages sent to a distribution list that you are a member of
Commercial mass marketing and bulk mail messages
Messages where your address is not in the To or in the To or Cc field
Messages from people not in your Contacts

Click Save.

Automatically Forwarding Messages You Receive

Go to the Preferences > Mail page.
In the Receiving Messages > Message Arrival: Forward a copy to: text box enter the email address where email messages should be sent.
If do not want the messages saved in your mailbox, select Remove local copy of message.
Click Save.

Receiving New Mail Notification to Another Email Address

You can configure your email preferences to notify you at another email address when you receive an email message to your Zimbra mailbox. This feature might be useful if you do not receive a lot of email to this account, but when you do receive email, it's important enough to require a timely response

Go to the Preferences > Mail page.
In the Receiving Messages > Message Arrival section, select Send a notification message to.
Enter the email address in the text box
Click Save.

Marking Multiple Messages for the Same Action

In your Mail view, use the check box on the Content pane to select one or more messages or conversations to perform the same action on.

Selecting the box in the header automatically checks all the messages on the page.

Delete more than one message at once

In the Content pane, select the boxes for messages that you want to delete.
Right-click and select Delete.

Tag more than one message at once

In the Content pane, select the boxes for messages that you want to tag with the same tag.
Right-click and select Tag Conversations.
Select the tag from your list or create a new tag.

Print more than one message at once

In the Content pane, select the boxes for messages that you want to print.
Right-click and select Print.
In the Print dialog, click OK. All the messages are printed as one continuous file.

Forward more than one message at once

In the Content pane, select the boxes for messages that you want to forward.
Right-click and select Forward. A message compose page opens with the email messages attached.
Complete the message and send.

Moving Email Messages

You can move email messages or entire conversations from a folder.

Drag and drop the item to the desired folder in the left-hand Overview pane.
Right click the message and select Move. The Move Conversation dialog displays. Select the destination folder and click OK.

 Note: You can immediately undo the move. Click Undo that appears at the top of the page to move the message back to its original location

Sorting Messages in the Content Pane

In the Content pane header, right-click and select the sorting option. The header displays the sort order.

Group Messages

Select the folder and in the Content pane header right-click Sorted by and select Group By.
Select to group by date or size.
Select the order that the messages should be displayed; ascending or descending.

Removing Spam

Email that might possibly be junk mail, but is not certain to be junk, is placed in your Junk folder. You can review these messages and either move them out of the Junk folder or delete them. If you do not move or delete the messages, they are purged after a number of days as specified by your administrator.

Mark Email as Spam

Select the message to mark as junk.
On the toolbar, select Spam.

You can also right-click the message and select Mark as Spam.

The email is moved to your Junk folder.

Mark Email as Not Spam

Drag the message to another folder.
Right-click the message and select Mark as Not Spam. The selected message is moved to your Inbox.

Empty the Junk Folder

Right-click the Junk folder and select Empty Junk.
Click OK.

Spam Mail Options

Go to the Preferences > Mail page.
Scroll to the Spam Mail Options section.
In the Block messages from text box, enter email addresses that should always be treated as junk. You can list up to 100 addresses.
In the Allow messages from text box, enter email addresses you trust that for some reason end up in your Junk folder, such as newsletters you subscribe to. Messages from these email addresses are never blocked. You can list up to 100 addresses.
Click Save.

Maintaining a Trusted Addresses List

Go to the Preferences > Trusted Addresses page.
Enter the email address or domain name in the text box.

To include all addresses from a specific domain, type * before the @domain.com name.

Click Add
Click Save.

Finding the Origin of an Email Message

To find the origin of the message, right-click the message and select Show Original.

A new window opens with the information displayed.

Managing Your Account Quota

-To display your mail quota and how much you have used, hover the mouse over your name on the toolbar.

If you are over quota, the following things might happen:

You receive an email notification.
Your email interface displays a notification when you log in.
Email sent to you might be returned to the sender, along with a notification that your mailbox is full.

Reduce the Size of Your Mailbox

Delete old messages that are no longer needed.
Delete large file attachments to messages. Save the file attachments locally if you want to preserve them.
Empty the Trash folder.

Folder Information

If you hover your cursor over a folder, the number of messages in the folder and the size of the folder display.

Setting Up an Out of Office Message

The auto-reply message is sent to each recipient only once in a specified interval of days regardless of how many messages that person sends during that period. The default is seven days but the administrator can change this.

Go to the Preferences> Out of Office page.
Check Send auto-reply message.
In the Auto Reply Message text box, type the response to send while you are out of the office.
If you want this message enabled for a specific time frame, select Send auto-replies during the following time period and enter the start and end dates to send the auto-reply message.

If you do not specify a specific time frame, auto-replies are sent until you select Do not send auto replies.

(Optional) If you want to send a different message to users outside of your domain, select External Senders.

Select the type of external users to receive the second message. The default is anyone outside my domain. If you want contacts listed in your address books to receive the first message, in the drop-down menu select anyone outside my domain except those in address book.

Click Save.

Reading Mail

By default new messages are placed in your Inbox. If you have mail filter rules, new messages can appear in folders other than your Inbox. The number in parentheses next to each folder name indicates the number of unread messages within that folder.

Read a Message in Conversation View

To read a message in the Conversation view double-click the conversation containing the message. The individual messages display in the Reading pane.

To expand the message to see all the conversations, click Show quoted text at the end of the message.
To collapse the conversation view so only the last message is displayed, click Hide quoted text at the end of the message.
To collapse all messages to view only the sender’s name and the snippet of the first line of the message, click the + icon in the message header.

To open the message, click the line that contains the message you want to read.

If you have Reading Pane enabled, the message body appears in the Reading Pane. Otherwise, double-click the message. The message is displayed in the Content pane.

Read a Message in Single Message View

If the Reading Pane feature is enabled, click the message and read it in the Reading Pane.
If the Reading Pane feature is not enabled, double-click the message. The message is displayed in the Content pane.

Mark a Message or Conversation as Unread

Conversations containing unread messages are shown in bold with a blue dot to the left of the sender’s name.

To mark an entire conversation as unread in your Inbox, click the blue dot. When the conversation is expanded, all messages within the conversation display as unread and with blue dot.
To mark an individual message in a conversation as unread, click the triangle to expand the conversation and click the dot next to the message you want to display as unread. The conversation displays in your Inbox as being unread, but when the conversation is expanded only the unread message displays with the blue dot.

Opening Attachments to an Email Message

View Attachments

To view an attachment open the message:

Click the name of the attachment to open the attachment (if you have the correct application available).
Click Download to choose whether to open the file or save it on your computer. If you choose Save to Disk, a browser dialog box appears so that you can choose where to save the file.

The file is still attached to the message until you remove it.

Remove Attachments

To remove an attachment open the message and click Remove.

Preview Attachments

To preview an attachment click Preview to open the attachment even if the application is not installed on your network.

View Attachments as HTML

You may have the feature to view attachments as HTML. This allows you to open an attachment even if the corresponding application is not installed. Click view as html to view the content of the file. This feature is set by your system administrator.

Displaying Messages in HTML Format or Plain Text

You can view email messages in two formats, HTML or plain text.

HTML messages can have text formatting, numbering, bullets, colored background, and links, which can make messages easier to read.
Plain text messages can always be read by other email clients. Plain text does not support any text formatting, styles, links or images. You can view a message in plain-text mode even if it contains HTML. The HTML tags are displayed in the body of the message in the plain text view.

Set Message Display Format

Go to the Preferences>Mail page.
In the Displaying Messages>Display Mail, select either As HTML (when possible) or As Text.
Click Save.

Turn Off Preference to Display Images in Messages

When you display mail as HTML, images attached to a message are automatically displayed when you open the message.

To change this go the the Preferences>Mail page, Images and deselect Display pictures automatically in HTML Email.
Click Save.

How Address Bubbles Work

When addressing an email, you can right-click on a bubble to display a menu of options, including Delete, Edit, Edit Contacts.
When reading an email message, you can right-click on a bubble to display a menu of options, including Add to Contacts, New Email, Advanced Search.
You can left-click a single bubble and drag and drop it into another address field or select multiple bubbles and drag the addresses using the "rubber band" selection tool to move bubbles. "Rubber band" selecting is left clicking on the white space on the field and dragging a selection box across selected bubbles. The selected bubbles are highlighted in blue. You can now drag and drop them to another field.
You can use CTRL+C to copy and CTRL+V to paste the address.
You can tab or use the left/right arrow keys to navigate between bubbles
When autocomplete is used to select a distribution list, the bubble includes a + (plus) sign to identify the address as a distribution list. You can click the + to expand the list to display distribution list members. You can also click on an address in the list to send an individual email to the selected addressee.

Bubbles are enabled by default. You can enable or disable bubbles by going to the Preferences>General page, Other section.

Returning Read Receipts

Go to the Preferences>Mail page, Receiving Messages section.
In the Read Receipt section, select how you want read receipt requests to be handled.

Option	Description
Never send a read receipt	When a message is received with a return read receipt request, the request is ignored. You are not informed of the request. This is the default.
Always send a read receipt message	A return read receipt message is sent when you open an email flagged for a return receipt.
Ask me	You are given the option to send a receipt when you open an email flagged for a return receipt.

Click Save.

Printing an Email Message

The default font size used when a message is printed is 12 points. You can change this from the Preferences tab>General page.

 Note: Do not use the browser's File>Print feature. The page will not be well-formatted, and your message may be difficult to read.

Right-click on the message and select Print. The message opens in a new window. A standard print dialog appears.
Choose a printer.
Click OK. The message is sent to the selected printer.
Close the message window.

Alternately, you can select Print from the Actions link on the toolbar.

Print a conversation (all messages)

Right-click the conversation to be printed, and select Print. The conversation opens in a new window. A standard print dialog appears.
Choose a printer.
Click OK. The conversation is sent to the selected printer.
Close the conversation window.

Alternately, you can select Print from the Actions link on the toolbar.

Print one message in a conversation

Open the conversation and select the message to print.
At the end of the message, click the gear icon and select print. The message opens in a new window. A standard print dialog appears.
Choose a printer.
Click OK. The message is sent to the selected printer.
Close the message window.

Deleting a Message

You can delete specific email messages or a complete conversation thread.

Right-click the message or conversation to delete and select Delete. Deleted messages are moved to your Trash folder.

You can recover files from Trash within 30 days of deleting them. After 30 days, the items are permanently deleted.

To permanently delete a message, click Shift>Delete. Messages are permanently deleted from your account.

Empty Your Trash Folder

You can empty your Trash folder any time.

Right-click on the Trash folder and select Empty Trash. All messages are deleted.

Items deleted from Trash are removed from your account and your account quota is updated.

 Note: Messages might be automatically purged if Trash purge policies are configured.

Recover Items Purged from Trash

Right-click on the Mail Trash folder and select Recover Deleted Items.
Select one or more messages to recover

Use the Search text box to find a specific item to recover.

Click the Folder icon below the Search text box and select the destination folder or create a new folder.
Click OK.

Assigning Retention Policies to Email Folders

Two options can be set up:

Message Retention. When Enable Message Retention is selected, when you select to delete a message in the folder with a receive or sent date within the range configured, a warning displays stating that the message is within the folder’s retention period to remind you not to delete the message.
Message Disposal. Messages in the folder that are older than the time configured are automatically deleted. You are are not notified.

In the Navigation pane, right-click on a mail folder and select Edit Properties.
Click the Retention tab.
To set the retention policy, select Enable Message Retention.
In the Retention Range drop down list, select which retention policy to apply. If you are setting a custom policy, in the text box enter the number of years, months, weeks or days and select the period from the drop-down menu.
To set when messages should be deleted from the folder, select Enable Message Disposal.
In the Disposal Threshold drop down list, select which policy to apply. If you are setting a custom policy, in the text box enter the number of years, months, weeks or days and select the period from the drop-down menu.
Click OK.

Composing and Sending Email

Composing a New Email Message

In the Mail tab click New Message.

Depending on your email preferences, the blank compose page opens in a new tab or opens as a separate compose window.

In the To text box, enter the email addresses of the person or persons to whom you are sending the message. Either type the address or click To to search through your contacts or the global address list.

Note: You can drag and drop the address bubble in the text box to the Cc or Bcc text boxes, and you can copy the address bubble by clicking CTRL+c.

If you have more than one email identity (also known as a persona) configured, From is displayed above the To: field. Select the identity to use for this email.
(Optional) In Options, click Signatures and select the signature that should be added to the message.
(Optional) To send a copy of the email to other recipients (Cc) or to send a blind copy (Bcc) without the recipients knowledge, enter email addresses in the Cc and Bcc fields.

Note: You can send a message without an address in the To field if there is an address in either the Cc or Bcc field.

In the Subject field, tell the recipient what the message is about.
Click Send to send the email message.

A copy of the message you sent is saved in your Sent folder.

Adding Attachments

Add an Attachment to a Message

Compose the email message.
Below the Subject field, click Attach and select My Computer.
Select the files and click Open. The file names displays below the Subject text box.
Click Send to send the message and the attachments.

Note: Recipients must have the appropriate software to open the file. Common file formats, such as text files, HTML files, and images such as GIF or JPEG files, can be opened in a variety of programs.

Using Signatures Automatically

Go to the Preferences>Signatures page.
In the Name text box, type a descriptive name to identify the signature. You can create multiple signatures, so using an identifiable name here is helpful.
(Optional) To format in plain text, click Format as HTML and select Format as Plain Text.
In the text box, type the signature text as you want it to appear. If you are using Format as HTML, you can add images and create links to your signature text.
In the Using Signatures section, select the default signature from the drop down menu to use with messages sent from your various accounts.
Select the placement of your signature in a message.

Select Above included messages to add your signature at the end of your reply and before the included messages.
Select Below included messages to add your signature at the end of the message.

Click Save.

Using Other Account Identities When You Send an Email

Add Attachments Using Drag and Drop

Select one or more files and hold down the cursor on the file(s) to be attached.
Drag the files to the message header area and release the cursor. The file names are displayed in the header.

Removing an Attachment

To remove an attachment, click the x in the attachment bubble.

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