ZIMBRA USER'S GUIDE

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Main Page > Application Development Team > System Manual > ZIMBRA USER'S GUIDE


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

    1. Open a browser window and enter the URL provided by your Zimbra administrator. For example: http://mail.domain.com/zimbra/mail
    2. 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.
    3. To stay signed in until the session expires or you sign out, select Stay signed in.
    4. 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.
    5. 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.

    1. Go to the Preferences > General page.
    2. 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'
    3. 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.

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

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

    4. Click Change password.
    5. Click Save.

Navigating the Zimbra Web Client

1.png


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
  1. Go to the Preferences > General page.
  2. In the Appearance section, select the theme you want to use.
  3. Click Save.
Change Font Size
  1. Go to the Preferences > General page.
  2. In the Appearance > Font drop-down menu, select the font. You can also change the Display Font Size and Print Font Size.
  3. Click Save.
Change Your Default Time Zone
  1. Go to the Preferences > General page.
  2. In the Time Zone and Language > Time Zone drop-down menu, select the time zone you want to use.
  3. Click Save.
Change the Language
  1. Go to the Preferences > General page.
  2. In the Time Zone and Language > Language section, select a language to use.
  3. Click Save.
Change Text Direction
  1. Go to the Preferences > General page.
  2. In the Time Zone and Language > Compose Direction section, select Left to Right or Right to Left.
  3. To switch the text direction from the toolbar, select Show direction buttons in compose toolbar.
  4. 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

  1. Go to the Preferences > Mail page.
  2. 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”

  1. 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.

  1. On the Mail tab toolbar, click the View drop-down menu.
  2. 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
  1. On the Mail tab toolbar, click the View drop-down menu.
  2. 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.

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

Changing How Often Your Account Checks for New Mail

  1. Go to the Preferences > Mail page.
  2. 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.

  1. 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.

  1. Go to the Preferences > Mail page.
  2. 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

  1. 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.

  1. In the Activity Stream dialog box, select Enable moving messages into Activity Stream.
  2. 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
  1. Click Save.

Automatically Forwarding Messages You Receive

  1. Go to the Preferences > Mail page.
  2. In the Receiving Messages > Message Arrival: Forward a copy to: text box enter the email address where email messages should be sent.
  3. If do not want the messages saved in your mailbox, select Remove local copy of message.
  4. 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

  1. Go to the Preferences > Mail page.
  2. In the Receiving Messages > Message Arrival section, select Send a

notification message to.

  1. Enter the email address in the text box
  2. Click Save.
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