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.

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.

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 Personas

Creating different personas allows you to use multiple email addresses from your mailbox.

Go to the Preferences>Accounts page. Your default account and personal information is shown as the primary account.
Click Add Persona. The account name New Persona displays in the Account Name column and in the Persona Settings>Persona Name text box.
In the Persona Names text box enter a name to identity the persona to use in the From list when you are composing an email. This name does not appear in the email message.
In the Settings for Sent Messages section, specify the From information for this persona.

In the From te xt box type the name that appears in the From field of your outgoing email messages. This is the name that is shown before your email address.

In the drop-down menu next to the text box, select the email address from which to send messages. If this field is not editable, you do not have additional external accounts identified.

To direct replies to email messages from this persona to a name and address different from that which you configured in From

Select Set the “Reply-to” field of email messages to.

Enter the name in the text box.

(Optional) To associate a signature with the persona, click Signature.
To automatically use this persona when replying to messages sent to a specific email address or when forwarding messages from that address:

Select When replying or forwarding messages sent to.
Type the email address in the text box. If you are entering more than one email address, separate the addresses with either a comma or a semi-colon.

To automatically use this persona when replying to messages in a specific folder or when forwarding messages from this folder:

Select Replying to or forwarding messages in folder(s).
Click the folder icon to select one or more folders from the list of existing folders or to create a new folder.
If you are selecting more than one folder, separate the folder names with either a comma or a semi-colon.

Click Save.

Delegate Others to Send Messages on Your Behalf

Go to the Preferences>Accounts page.
In the Primary Account Settings>Delegates>The following users have delegated authority to this account section, click Add Delegate.
Add the email address of the person you are delegating permission. This must be an internal user address.
Check the permissions you want to give.
Click OK.

An email message is sent to the person letting him know that he has been granted delegate permissions.

Delegate Send Settings

When you delegate someone to send messages on your behalf, you can select to have a copy of the message sent to your sent folder, a copy sent to the delegate’s sent folder, a copy sent to both your and the delegate’s sent folders, or select no copy be sent.

Go to the Preferences>Accounts page.
In the Primary Account Settings>Delegate Send Settings section, select the option you want to enable by clicking the radio button next to the option.
Click Save.

Sending Email on Behalf of Someone Else

In your Inbox, click New Message.
In the From field, select the name of the sender from the drop-down menu.
Compose and send the message.

Customizing Your Options for Composing Messages

Go to the Preferences>Mail page, Composing Messages section.
Select how you want your messages to be sent, As HTML or As Text.
If you select As HTML, in the drop down menus, select the Font style, Size, and Color.
In Settings, select the options for how you want to manage composing messages.

Option	Description
Automatically save drafts of messages while you are composing	While you compose your message, a copy is periodically saved in your Draft folder.
Always request read receipt	All messages you send request a return receipt message sent back to you when the recipient opens your message. When you set this as your default, you can change this for individual email messages from the Options drop-down menu on the compose toolbar.
Reply/Forward using format of the original message	Even if your default text editor is different from the message received, check this box to reply to the message in the same format as received. This is useful to make sure the recipient can get the message in the best format they can read.
Always compose in new window	A separate compose window opens. You can view and navigate within your mailbox while the compose window is open.
Mandatory spellcheck before sending a message	All messages are automatically spell checked before they are sent.
Save a copy to Sent folder	This is enabled by default. You can deselect this option.

(Optional) Click Accounts Page to go to the Accounts preferences page and set up your personas.
(Optional) Click Manage your signatures..., to go to the Signatures Preferences page and add signatures that can be used when sending messages.
Click Save.

Using HTML to Compose Messages

To change the format for the message that you are sending, under Options, select either Format As HTML or Format As Plain Text.

Request a Return Receipt

Message you send to other Zimbra users can be marked to request a return receipt when the recipient opens your message. However, the recipient must have the Return Receipt feature enabled.

- To set this as the default

Go to the Preferences>Mail page, and in the Composing Messages section, select Always Request read receipt.

- To set this request per message

Before sending the message, in the Options drop-down list, select Request Read Receipt.

Save a Message as a Draft

Click Save Draft. The message is saved in the Drafts folder.

To retrieve a draft, open the Drafts folder and click on the message. When the message is sent, the message is removed from the Drafts folder.

Mark the Priority Level of a Message

Before you send the message, in the Priority drop-down menu in the message header, select the priority option, high, normal, or low.

The recipient sees the message priority flag in their mailbox and in the message.

Spell Check a Message

On the toolbar, click the Abc link. Words in the email message that are unknown to the spell checker are highlighted.
Right-click on a highlighted word. A drop-down menu displays suggested corrections.
Select the correct word. The word is highlighted in another color.
To accept your changes and close the spell checker, click Resume editing.

Adding Words to the Spell Dictionary

Right-click on the correctly spelled word and click Add.

You cannot remove words from your dictionary after they are added. You can also configure the spell check to ignore words, right-click on the word and click Ignore.

Spell Check All Messages Before They are Sent

Go to Preferences>Mail>Compose.
Select the option Mandatory spellcheck before sending a message.
Click Save.

Replying to Email Messages

Reply to a Message

Select the email you want to reply to.
Click Reply or Reply to All in the toolbar. A new compose window is displayed with the address(es) in the header and the original message in the body.

If you view message in the Conversation view, you can click reply at the bottom of the message

Type your reply.
Click Options on the toolbar and select an option if you want to change how the original message is included in the reply.
Click Send.

Note: If you add your signature automatically to your messages, it is placed in the message according to your preference settings.

Set Preferences for Email Replies

Go to the Preferences>Mail page, Composing Messages section.
To reply to the message in the same format it is received, select Reply/ Forward using format of the original message.
Select whether to include the original text in your reply message. If you are including the original message:

Choose whether to mark the previous responses with a character or include the original details in the header (The To, From, and Subject fields). You can also include the original message as an attachment.
If you want to prefix the previous responses, select either the angle bracket (>) or pipe (|).

Click Save.

Forwarding Email Messages

Forward an Email Message

Select the email you want to forward.
Click Forward on the toolbar. The text of the forwarded message appears in the body of the compose page, unless you have set your preferences to forward messages as attachments.
Enter addressees.
Click Send.

Forward a Message as the Originator

Right-click on the message and select Edit as New.
Address the message, remove existing address if necessary.
Click Send.

Forward a Message as a Redirected Message

Right-click on the message and select Redirect.
In the Redirect text box, enter the recipients addresses.
Click OK.

Set Preferences for Forwarded Email

Go to the Preferences>Mail page, Composing Messages section.
If you want to prefix the original message, select either the angle bracket (>) or pipe (|)

 Note: If you have selected a prefix for reply messages, you must use the same prefix for both replies and forwarded messages.

Undeliverable Email

Sometimes a message cannot be delivered. One reason is because the email address is not valid. In this case, verify that you have the correct address. Other causes can be that the recipient’s mailbox is full or the recipient’s mail system is having problems.

Working with Email Filters

You can create filters to do the following:

Sort incoming messages into folders. For example, all email messages from your supervisor are automatically moved into your Management Directives folder on receipt.
Tag messages. For example, email messages from the corporate-events mailing list are marked with the Events tag.
Forward or discard email. For example, all email messages received from a particular email address are moved to the Trash folder.
Flag messages for importance.

Filters are applied in the order that they are listed. You can change the order at any time.

 Note: An email message is evaluated by each active filter, unless you specify that a message is treated only by the first filter that it 
 matches. Usually, you do not want more than one filter applied to a message after the first match because the message can undergo multiple, 
 perhaps contradictory, actions.

Setting Up Filter Rules

A filter rule consists of one or more conditions and one or more actions. If the message matches the conditions, the specified actions are performed.

Filter Conditions

You can base a filter condition on the following:

Specific email addresses in the From, To, or Cc fields
Email messages that are under or over a specific size
Dates
Presence or absence of file attachments
Words in the message subject or body
Calendar invitation
Email messages that are marked by importance

Filter Rule Actions

Examples of filter rule actions are:

Keep the message in your Inbox
Move the message to a specific folder
Tag or flag the message
Discard the message before it reaches your Inbox
Forward or redirect the message to a specified email address

Creating a Filter

Go to the Preferences>Filters page.
Click either Incoming Message Filters or Outgoing Message Filters
Select New Filter.
In the Filter Name text box, enter a unique name for the filter.
To make the filter active, check the Active box in the upper right corner.
Choose whether the message must meet any or all of the listed conditions

any means that if a message meets any one of the conditions, the action is performed.
all means that the message must meet all conditions for the action to be performed.

From the drop-down menu, select which part of the message to apply to the filter, such as Subject or Date.
Choose how the item must match, such as contains or does not contain.
Enter or select the information to compare against, such as the date, email address, or phrase. Conditions are not case-sensitive.
To add more conditions, click the + button and repeat the above steps. The order of the conditions does not matter.
Under Perform the following actions, choose an action from the drop-down menu, such as Move into folder.

Depending on the action that you choose, you might need to browse to locate a folder or tag name, or enter an email address to redirect a message.

To add more actions, click the + button and repeat the above step. The actions are applied in the order in which they are listed.
If you want more than one filter to be applied to a message, uncheck Do not process additional filters.

 Note: Usually, you do not want more than one filter applied to a message after the first match because the message can undergo multiple, perhaps contradictory, actions.

When you are done creating the filter, click OK.

Create a Filter from an Email Message

Right-click an email message and choose New Filter.

The Edit Filter dialog box appears populated with the information from the email message.

In the Filter Name text box, type a unique name for the filter.
Change the conditions and actions as necessary using the drop-down menus.
Click OK .

Create a Filter for Calendar Invitations

Go to the Preferences>Filters page.
Click either Incoming Message Filters or Outgoing Message Filters.
Select New Filter.
In the Filter Name text box, enter a unique name for the filter.
To make the filter active, check the Active box in the upper right corner.
In the Subject drop-down menu, select Calendar.
Select an invite is replied/not reply or invite is requested/not requested condition from the drop-down menu.
To add more conditions, click the + button and repeat the above steps. The order of the conditions does not matter.
Under Perform the following actions, choose an action from the drop-down menu.
To add more actions, click the + button and repeat the above step. The actions are applied in the order in which they are listed.
If you want more than one filter to be applied to a message, uncheck Do not process additional filters.
Click OK.

Viewing Filters

View Existing Filters

Go to the Preferences>Filters page.
Double-click a filter to view information about it.

Change Filter Order

Go to the Preferences>Filters page.
Use the Move Up and Move Down buttons to change the order.

Applying a Filter

Go to the Preferences>Filters page.
Click Run Filter.
Select the folders to which to apply the filter.
Click OK.

A Filter run complete dialog displays after the filter has completed. The messages stated how many messages were processed and how many were affected.

Apply a Filter to a Contact

Go to the Address Book>Contacts page and select a contact.
In the contact’s details in the right pane, right click the contact’s email address.
Select Add to Filter and select the filter or create a new filter.

Editing a Filter

Go to the Preferences>Filters page.
Select the filter that you want to change.
Click Edit Filter.
Change the conditions and actions as necessary using the drop-down menus.
Click OK.

Making a Filter Active or Inactive

Go to the Preferences>Filters page.
Click Edit Filter.
Uncheck the Active box in the upper right corner to turn the filter off.
Click OK.

Organizing Your Account

Using Folders

Folders are used to organize your incoming and outgoing email messages. You can create your own folders, or use the system defined folders:

User-defined folders. Folders you create to organize your email are displayed in the Folders list in the Overview pane. Top-level folder names cannot be the same as any other top-level folder in your email, calendar, or address book folders.

System folders. System folders cannot be moved, renamed, or deleted. The following are system folders:

Inbox. New email arrives in the Inbox.
Sent. A copy of each message you send is saved in the Sent folder.
Drafts. Messages you have composed but have not sent are saved in the Drafts folder.
Junk. Most filtering of unsolicited automated email (also known as spam or junk mail) is handled by a spam filter before those email messages reach your Inbox. Email that might possibly be junk mail, but isn't certain to be junk, can be placed in your Junk folder.

You can review these messages and either move them or delete them. If you don't delete them, they will be purged after a period of time, as specified by your administrator

Trash. Deleted items are placed in the Trash folder and remain there until you manually empty the trash or until the folder is purged automatically.

Create a Folder

Go to the Mail>Mail Folders page and click the Folders gear icon.
Select New Folder.
Enter the new folder Name and select a folder Color.
In the Mail Folders tree, select the placement of the new folder.

Click Folders to have the new folder displayed at the top of the list.
Click an existing folder to place your new folder within that folder.

Click OK.

Rename a Folder

Go to the Mail>Mail Folders page.
Right-click a folder and choose Rename Folder.
Enter the new folder name.
Click OK.

Delete a Folder

You can delete user-defined folders, but not system folders. When you delete a folder, the folder and its contents are moved to Trash. If you want to save some of the messages in a folder before you delete the folder, move the messages to another folder.

You can recover a folder and its contents from Trash by dragging and dropping the folder to another folder.

Important: When you delete a folder, a pop-up displays at the top of the pane indicating the folder is moved to Trash. Click Undo if you want to revert the deletion. This pop-up displays for a very short time, so click Undo immediately if you did not want to delete the folder, otherwise you’ll have to manually recover the folder.

Go to the Mail>Mail Folders page.
Right-click the folder you want to delete and select Delete.

Using Tags

Create a Tag

In the Overview pane, click the Tags gear icon and select New Tag.
Enter the new Tag name and select a Color for the tag.
Click OK.

The new tag is listed under Tags.

Assign a Tag to an Item

In the Content pane, right click an item.
In the drop-down menu, select Tag <topic>. For example, the topic can be a “Conversation”, which displays as Tag Conversation.
Select Remove Tag. If the item has multiple tags, select the tag you want to remove or choose All Tags to remove all tags.

You can remove a tag from a message when you have the message open in a reading pane. The tag displays in the message header under Tags, and you can click the X on the tag to delete the tag.

Display Messages with a Specific Tag

To find tagged message quickly, click a tag in the Tag section of the Overview pane.

All messages with the selected tag are displayed in the Content pane.

Search for Items by Tag

To search for a specific tag, type the following into the Search field:

tag:<tagname>. Displays all tags with this name.

 Note: If the tag name is two words, you must use quotes around the tag name.

Change a Tag Color

Go to Overview pane>Tags section.
Right-click the tag for which you want to change the color.
Select Tag Color and click a new color for the tag.

All tags with the previous color are changed to the new color.

Rename a Tag

Go to Overview pane>Tags section.
Right-click the tag you want to rename and select Rename Tag.
Enter the New Tag Name.
Click OK.

Delete a Tag

Go to Overview pane>Tags section.
Right-click the tag you want to delete and select Delete.
Click Yes to confirm the deletion.

Using Flags

The flag icon in the message list is a yes/no indicator that denotes whether the email message has been flagged. This can be used to indicate an action needed item or to distinguish the message or conversation from other items of lesser importance.

Flag a Message or Conversation

Place your cursor over the flag column for a message or conversation. The flag icon displays in a shadowed form.
Click once directly over the flag icon. The flag icon appears in its active form, which turns the flag red in color.

Remove a Flag from a Message or Conversation

Click an active flag icon to toggle the flag off. The flag is disabled and the flag color turns to a greyscale color.

Using Contacts

Contacts is where you can store contact details. Two types of contact lists are supported in the Web Client:

Your Personal contact lists, which consists of contacts you maintain. By default a Contacts, Distributions Lists, and an Emailed Contacts address book are created in Contacts. You can create additional contact lists and share them with others.
A Global Address List (GAL), sometimes called Company Contacts, is available to users within your organization. The GAL may contain convenience features such as distribution lists to facilitate communicating with an entire department.

 Note: You cannot edit GAL entries. You can, however, import an address once it appears in email you send or receive. You can add additional 
 contact information when the name is in a list in your personal contact lists.

Adding Contacts to a Contact List

Add a New Contact

Go to the Contacts page and select New Contact.
Enter the contact information and optionally upload a photo.

A plus sign next to a text box indicates that you can add more than one entry.

Optional: You can selecOther to:

Add a custom text box. Select Custom from the drop-down menu and enter the information in the text field.
Add a Birthday or Anniversary from the drop-down menu, and use the calendar to select a date.

Select how and where you want to save the contact in the upper right of the screen.

For File as, select how to file the name. The default is by last name, first name.
For Location, select which Contacts Folder to save the contact.

Click Save.

Add a New Contact from an Existing Email Message

You can add email addresses to an address book directly from the Sent By, To, Cc, and Bcc fields.

In an email message, right-click the name to add and choose Add to Contacts.
Add additional information and check the pre-populated fields for accuracy.
Choose how and where you want to save the contact.

For File as, select how to file the name. The default is by last name, first name.
For Location, select which address book to save the contact.

Click Save.

Automatically Add Contacts to Emailed Contacts List

Go to the Preferences>Contacts page.
Under Options>Settings, select Add new contacts to “Emailed Contacts”.

Viewing Contacts in Your Contact Lists

Go to the Contacts page and select the Contact List you want to view.

Check if an Email Address is in Your Contacts List

Hover your mouse over an email address. The information associated with the name displays.

If the name is already in one of your contact lists, the contact information displays.
If the name is not in one of your contact lists, only the email address displays.

ZIMBRA USER'S GUIDE

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