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Zarafa Collaboration Platform

1. Th work meeting 17 minutes overdue A ames MO O ees ae 5 minutes le Snooze Figure 2 27 Reminder dialog 6 Using the button Invite Attendees one can send a meeting request as shown in Figure 2 28 Meeting request To add attendees simply add their email addresses The email addresses need to be separated by a semicolon By clicking the To button contacts can be selected from the Address Book The attendee will receive a meeting request which the attendee can Accept accept as Tentative or Decline alternatively the attendee can also Propose New Time for that request 20 Create new appointment with invitations and free busy status Meeting Jeng Ejsave Jl P Recurrence Cancel invitation PL Appointment Lucas Test lt Lucastunit ztest ni Subject sales meeting Location Delft Label Mone ka Start time 06 10 2008 E E End time 06 10 2008 2008 m en 15 00 L F Reminder 15 minutes Busy Status Busy e Attachments J Al Day Event a Figure 2 28 Meeting request By opening the tab Scheduling the free busy times for multiple people are shown see Figure 2 29 Scheduling FreeBusy On this tab colleagues can be invited Add a name an overview is showing exactly when a specific person is busy out of the office or available If an attendee has proposed a new date or time for a meeting the pr
2. Member Notes Name Sales colleaques El Nene E mail Lucas uniti ztest nl Lukerunitl ztest ni Private C Figure 2 52 New Distribution list window With the button Select Members contacts can be selected from the Address Book to add to the distribution list Alternatively the Add new button can be used to create a new contact that is added to the distribution list immediately Mew e mail address Figure 2 53 Add new address dialog With the button Remove selected contacts are removed from the distribution list Contacts are selected by single clicks in the lower part of the dialog Notes can also be added to the distribution list from the Notes tab 2 11 Public Folder Favourites The Favourite folder located under the Public Folders is a place where shortcuts to often used public folders can be stored To add a public folder to the favourites right click on that public folder and select Add to favourite folder A dialog as shown in Figure 2 54 Add to favorite folder window will appear It asks Fill in a name for the favourite folder by default the same name will be given to the folder By default only the selected folder will be inserted in the favourite folder without subfolders unless specified otherwise 35 Chapter 2 Using the Zarafa WebAccess 13 Add to favorite folder Mozilla E ISS E http funiti ztest nlfwebaccess index phpeload Li Add to favorite folder Public folder
3. The Office Hotel DS inbox 109 17 30 18 00 f 09 00 10 00 00 00 00 00 D Journal l i je ing f i i i vith C EC Call customer j T Junk E mail i Office i i i j f Office The Office Y Logboek WE baam Sch 10 00 11 00 D Notes Conference call D notities The Office 3 Ongewenste E mail gt Outbox 2 F Postvak IN P test Postvak UIT El keting ntme Annual Mar ing Seminar ei Sent tems r D o d b Utrecht D Taken oe Blow 00 13 00 21 00 21 30 19 00 00 00 Sc D Tasks 1 verwijderde items 23 1 L3 Verzonden items i j i E amp Inbox Joe Blow i pe EE bm bei Agenda of johnsmith 2 Public folder I John smith New Y You dont have permission to view this folder E Favorieten Publieke Ee en PS folders Open Multi User Calendar me D EY TT NO new you are logged on as Simon Koster settings log out Figure 2 33 Multi User Calendar 2 7 1 Adding a user to the time line 1 Click on the Add User button in tool bar at the top see Figure 2 34 Timeline The Address Book window will open Mon 1 Oct 2007 Figure 2 34 Timeline 2 Click on auser to select that person and click on the button Ok 3 The user is added to the time line and his her appointments are loaded 2 7 2 Deleting a user from the time line Select the user by clicking on the check box in front of their name Click on the button Remove
4. 9 dk Meet with associat fe Company y 14 00 15 00 1 Figure 2 37 Free busy Information for all attendees 2 7 7 Create or delete an appointment To create an appointment simply double click on the time line of the user an appointment has to be created for This will open a new appointment window where the appointment can be created To delete an appointment double click on the appointment to open it then use the red cross in the toolbar of the appointment dialog to delete it 26 Moving appointments 2 8 Moving appointments Moving an appointment can be achieved by opening the appointment and changing the start time In practise most users will prefer moving appointments by using drag and drop To drag an appointment the user clicks and hold down the left mouse button on an appointment and moves drags the mouse over the time line to the desired location to release the mouse button at that point To help place the appointment a red overlay see Figure 2 38 Dragging appointments follows the mouse to indicate new place of the appointment when the mouse is released at that point I l I I I I I I I 1 S z lohn Doe l Meeting customer 09 00 10 00 Conference call lane Doe 10 00 11 00 Meet with associal Company 14 00 1 loe Blow Gi I I l I I l I I l I I lohn Smith GA f You dont have permission to view this folder a Figure 2 38 Dragging ap
5. The Zarafa account has to be the default account in the Outlook profile It s not possible to have the Zarafa account as secondary account and use as primary account for example an IMAP account 4 1 2 Start Outlook 1 Start Outlook and make sure the added profile is being used 52 Outlook connection type 2 This can be set in Control panel gt Mail gt Profiles on the bottom of the dialog window 3 The private mailbox of the entered user and the public folder will appear as a store in Outlook 4 2 Outlook connection type By default Outlook has an ongoing connection to the Zarafa server and does not store the folders and items on the local hard drive With the introduction of Zarafa 6 00 it is possible to synchronise all private Outlook data to the local hard drive Email agenda and contacts can easily be accessed even if no connection to the server is available This functionality is only available if the offline storage is enabled see the connection types below The following three options are available for the connection to the server Online Detect at startup and Cached Zarafa mode These will be described in the sections below 4 2 1 Online The Online type works the same as in the previous versions of Zarafa When a network connection to the server is available Outlook can be started Whenever the connection to the server is not available email agenda and contacts can not be accessed 4 2 2
6. reply to when replying e Compose mail in this format composing new mails as Plain text or HTML rich formatting e Close original message on reply or forward when double clicking a mail in the list view a dialog pops up showing the message With this option enabled that dialog will close when either its reply or its forward is clicked e Always request a read receipt turn this on to automatically request read receipts e AutoSave unsent every minutes set when to auto save unsent messages e Cursor position when replying where to start entering text when replying a mail e Set FROM email addresses here the addresses that can be used to send mail FROM are specified Use the button on the right to add an address to remove an address select it and click the button While composing an email the FROM address can be selected from a drop down menu on top of the TO field this drop down menu contains the addresses picked with this setting 40 The Out of Office tab Name USEr Name Email Address Userozarafa com Figure 2 60 Example Set from address e Edit signatures opens the signature dialog from where signatures for new mails or replies and forwards are managed See Figure 2 61 HTML signature signatures Signature for new messages TEST a Signature for replies and forwards ones E es a Ce EJ ails fea Format Normal Font E Size Ws a
7. Additional Information Use this address for mailing Attachments Contacte Figure 2 46 Details of a contact CN Private C In the Contact window buttons are available instead of labels click a button to show the details for that particular field Screenshots of the detailed dialog boxes for Full Name Figure 2 47 Name details dialog Phone Number Figure 2 48 Phone details dialog and Address Figure 2 49 Address details dialog are shown below Name details Title O First Klaas Middle Last Jansen Suffix Sri o unclear Cancel Figure 2 47 Name details dialog 32 Detailed Contacts Phone details Country Region Code 31 City Area code 015 Local number 123456 Extension Figure 2 48 Phone details dialog Address details Hooftstraat 69 Street City Delft State Province Zuid Holland ZlPiPostal code 2524HT Country Region Netherlands Wl Show this again when address is incomplete or unclear Ok Jl Cae Figure 2 49 Address details dialog There are three types of address fields Home Business and Other The drop down menu shown in Figure 2 50 Cascade menu to choose the address type is used to change between these addresses In this menu ticks are shown besides the address types indicating which addresses have been entered already Other Figure 2 50 Cascade menu to choose the address type Different
8. D Tasks Figure 2 22 Search Result When finished searching press the Clear button red circle icon to return to the normal list view To remove the search bar click the Search button in the tool bar again Archiving functionality is provided by the Zarafa Archiver a product that is be offered separately from ZCP 2 4 5 Downloading Attachments Attachments can be downloaded one by one by right clicking the attachment and selecting Save target as From ZCP 6 50 up it s possible to download all attachments from a message at once in a compressed ZIP file by clicking the Download all Attachments button as seen in Figure 2 23 Message Attachments Attachments a Download all attachments wallpaper 69393 jpg 1331kb wallpaper 74836 png 1958kb wallpaper 288717 jpg 125kb Figure 2 23 Message Attachments 2 4 6 Attach items to mall To add items as attachments or forward them as text message in body of composing mail 16 1 Click on Attach Items button or envelope with paper clip icon see Figure 2 24 Attach Item Dialog Create E Mail E Sey Le y d La H ah a f d sl He Optior E oil Attach items to mail From Ween D subject 3 Calendar A E Deleted tems B Z U abe x 2 Dratts Ga 3 Journal 38 Junk E mail gt Ej wgempesg Format Normal thanks Shyam Select from 3 Es E G AR J amp Task Request dddddd t
9. Detect at startup With the Autodetect Offline Online type Outlook checks at startup if the server can be reached When Outlook has a connection to the Zarafa server all items will be synchronised to the offline storage When the connection is lost Outlook will not automatically switch to its offline storage In order to switch to offline storage Outlook needs to be restarted When Outlook is started and there is not a network connection available Outlook will show a pop up message which asks if it is wanted to work offline ce Whenever the _ Detect at startup_ mode decides to work offline the behaviour for that session will be as described below in Section 4 2 3 Cached Zarafa Mode effectively In case it decides to work online the behaviour of that session will be as described above in Section 4 2 1 Online 4 2 3 Cached Zarafa Mode The third type of connection is Cached Zarafa Mode This type is similar to the caching mode of MS Exchange If this type is selected the offline storage will always be used When there is a network connection available all items of the user s own store will be synchronised to the offline storage The first time the Outlook profile is being configured it is required to have a connection to the Zarafa server After the profile is created and Outlook can be started all folders and items will be synchronised Sop important Please consider the limitations of the use of offline storage a
10. Normal Complete LUS Keep copy of task in task list Send me a status report when task is completed Attachments Private C Figure 2 44 Task Request 2 8 2 1 ASsign a task to someone 1 Click Assign Task from menu in task dialog as shown in Figure 2 41 New task window This will show Task request fields as shown in Figure 2 44 Task Request 2 Enter user address in the TO field The user s address can also be resolved either by clicking Check Names button in menu or from Suggestion List which pops up while typing user s name 3 Select or clear the Keep an updated copy of this task on my task list check box and the Send me a status report when this task is complete check box 4 Type instructions or information about the task in the body 30 Contacts 5 Click Send L FS If a recurring task is assigned a copy of task is created in task list but it won t be updated If Send me a status report when this task is complete check box is selected a status report will be received for each completed occurrence of the task 2 8 2 2 Accept or decline a task request 1 Open the task or task request 2 Click Accept or Decline 2 8 2 3 Reclaim ownership of a declined task 1 Open the task that contains the decline task request 2 Click Return to Task List 2 9 Contacts The Contacts folder has multiple views card view and list view Switching between views is done with the buttons on the
11. States and may be pending or registered in other countries Zarafa BV is not endorsed sponsored affiliated with or otherwise authorized by Research In Motion Limited All trademarks are the property of their respective owners Disclaimer Although all documentation is written and compiled with care Zarafa is not responsible for direct actions or consequences derived from using this documentation including unclear instructions or missing information not contained in these documents The Zarafa Collaboration Platform ZCP combines the usability of Outlook with the stability and flexibility of a Linux server It features a rich web interface the Zarafa WebAccess and provides brilliant integration options with all sorts of clients including all most popular mobile platforms Most components of ZCP are open source licensed under the AGPLv3 can therefore be downloaded freely as ZCP s Community Edition Several closed source components exist most notably i http creativecommons org licenses by sa 3 0 http www gnu org licenses agpl 3 0 html http www zarafa com content community e the Zarafa Windows Client providing Outlook integration e the Zarafa BES Integration providing Blackberry Enterprise Server connectivity e the Zarafa ADS Plugin providing Active Directory integration and e the Zarafa Backup Tools These components together with several advanced features for large setups and hosters are only available in co
12. required For automatic sync Figure 8 3 Account details 4 Select which items must be synchronised i E Tl a Edit Server Settings GA ActiveSync Choose the data you want to synchronize bE Contacts Calendar E mail Tasks Figure 8 4 Synchronise options 5 Press Finish and start synchronising by pressing Sync 8 2 2 IPhone based configuration The following steps are applicable for the iPhone 1 Open Settings and touch Mail Contacts Calendars 2 Touch Add Account and touch Microsoft Exchange 85 Chapter 8 Configure Mobile Platforms til NL KPN SCH 14 54 Settings Mail Contacts Calend Accounts GMail Mail Add Account Mail Show 100 Recent Messages gt Preview 3 Lines gt Minimum Font Size Medium gt Show To Cc Label Ask Before Deleting Figure 8 5 Mail Contacts Calendars settings ll NLKPN_ gt 15 15 gt Ca a SE Figure 8 6 Choice Protocol Provider 86 Phone based configuration 3 Enter the user credentials and touch Next Password 0000000000 Description john zustomer com Figure 8 7 User settings 4 The device will try to contact the server If the server is not equal to zustomer com in this case the connection will fail If the server is not configured for SSL connections the connection will fail too The iPhone has SSL enabled by default 5 Anew option field Server will pop up
13. 1 Install the client To install the Zarafa Windows Client first assure Outlook is set as default email application from Control panel gt Internet gt Applications Then put the Zarafa CD in the drive wait for the automatic start of the CD and choose the uppermost option Windows Client Alternatively if the client was downloaded from another source double click the file named zarafaclient msi With version 5 10 Zarafa is introducing an MSI installer for the Zarafa client instead of an exe installer When upgrading from a Zarafa version prior to 5 10 it is advised to remove the older Zarafa client before running the new MSI installer If the old client is not removed two Zarafa clients will be visible in the Windows software list Version 5 xx of the Zarafa client is not compatible with a version 6 xx Zarafa server With version 6 00 Zarafa will ask during the installation if it needs to update the existing files Select this option if it s not necessary to connect to a Zarafa 5 2x server anymore 4 1 1 1 Instructions for Outlook 2003 Create a new mail profile in Outlook 2003 1 Goto Control Panel gt Mail gt Show Profiles 2 Click Add and fill in a title for example Zarafa Click OK Add a Zarafa Server to this profile 1 Choose Create a new mail account and click Next in the dialog window that appears after adding the profile or after choosing Email Accounts in Outlook or the Mail setup 2 Choose the la
14. 15 Context menu from a mail message last atra al Fark Jreag Labr2nrk z Y Red by ar Flay Lu vulelp 2 4 3 1 Delete email There are several ways to delete email They are e Via the delete button on the keyboard e Via the delete button in the right mouse button menu as shown in Figure 2 15 Context menu from a mail message e Via the red cross button in the top bar of the webaccess 2 4 3 2 Move email To move a single items it is most convenient to simply drag the item to its new location Place the mouse cursor over the item to be moved click and hold the left mouse button Continue to hold the button down while moving the mouse cursor until it is over the folder the message needs to be placed 13 Chapter 2 Using the Zarafa WebAccess af Mew d A L fe dl Reply Reply Al Forward Folder list Inbox All folders wad 3 st BE de e From Subject El mbox Speurders nl winnen bij speurders nl E Calendar BS Contacte RK Speurdeksh 707 innen bij speurders p Tt Deleted tems a Gi Dratts Ee Inbox Journal S Junk E mail 68 Gah Motes Lok Outbox fos sent tems Tasks Figure 2 16 Moving Email V a SE on 1 z E REEE ES m EE EE EENE press pr pm mmm ess men rs Ar gt owe Notice that the folder names under the mouse cursor are highlighted while moving This highlighting marks the folder where the message will be placed when releasing the button To
15. A popup like Figure 2 14 Image properties editor will appear which enables the user to customize width and height of the image and options such as border and alignment Preview width 403 ao Height ER Border Figure 2 14 Image properties editor It is possible to delete the inline image directly from the main body as if it were text 12 Copy move and delete email In some browsers it is possible to paste an image from your clipboard directly into the editor This will embed the image into the source of the body and it means that it will not become an attachment The image will be shown properly in Firefox and Internet Explorer 9 with limited support in Internet Explorer 8 In Outlook the image will not be visible properly 2 4 3 Copy move and delete email The following screenshot Figure 2 15 Context menu from a mail message shows the context menu that shows up when clicking with the right mouse button on an email Through this menu most copy move and delete operations are performed It also is possible to download a message as a file S zarafa Webaccess id Mew O ua lle ij Rek N ei Puma Aller 1 11 rom Subiect FGE inbox Aiexande Teat CH aende Cut sch AG Doze tera 12 Sel rata gt AE gt Scppot tah Journal RK Mk E mel Ga Motes Sap Live of Gent ters vi Taste CUE pube tutos e Tavares I Pucks Fuldene ER Wrruweinwin inma Figure 2
16. Category List Mew category Voting and Tracking Categories Business Use wv Item s belong to these categor Competition Favorites Reque Gifts Goals Objectives Reque Holiday Holiday Cards Available categories Hot Contacts Ideas ES nes Business International sme E competition Key Customer _ Favorites Miscellaneous bo nof Gifts Personal Goals Objectives Phone Calls Expire Holiday Status _ Holiday Cards Strategies wej C Hot contacts Encoding Ideas International Key Customer F Miscellaneous Personal Delete Delivery options Attachme Figure 5 21 Add category in Oulook 2002 2003 5 13 3 Categorise items and sort by category In order to categorise an item it is possible to categorise Mail Contacts and Appointments right click on it choose Categorise and then click on the desired category To order the items by category open the View menu choose Arrange by or Current View and then Categories 5 14 Mail expiration date Since ZCP version 6 20 0 it is possible to set an expiration date for the outgoing mail When writing a new mail this setting can be found under Options gt More Options the Message Options window will appear Tick the Expires after option and set the expiration date 13 Chapter 5 Using Outlook Message Options Figure 5 22 Message options 14 Chapter 6 Configure Mail Clients with IMAP and POP3 6 1 Client
17. Include this group in send receive FQ Schedule an automatic send receive every Perform an automatic send recejwe when exiting When Outlook is Offline Include this group in send receive F9 sl minutes heute eme Figure 5 2 Send and receive settings 5 1 2 Limitations of working offline Things to consider when using Offline functionality Currently it is not possible to synchronise the favourite folders of the Public Folder or delegate mailboxes Public Folders and delegate mailboxes will be directly opened from the server like the Online Zarafa modus and are thus not available while working offline The synchronisation of a mailbox of 1000MB will take around 1 hour whith a 100Mb s network connection to the Zarafa server In Offline mode it is not possible to open shared mailboxes or set security permissions on folders Ina Cached Mode profile the button Open other user s folder is disabled Currently shared mailboxes and calendars can only be opened via the button Open shared folders or via the button Open a shared calendar in the calendar section of Outlook If it s not possible to open the Public Folder after being offline the session is not available on the server To open the Public Folder again it is necessary to restart Outlook to set up a new session 5 2 Folder Management 5 2 1 The creation of a public folder By default every user is able to create folders and items in the Public fo
18. Notification Extension Inbox E From Received David Test Mon 16 08 2010 14 48 Y sdtasdath Adeem Test Mon 09 08 2010 15 06 RE test Cody kolenboer Mon 09 08 2010 15 05 Figure 2 62 Drag messages to desktop icon 2 14 2 Zarafa New Mail Notification Extension The Zarafa New Mail Notification Extension allows users to check their Zarafa Inbox without opening the Zarafa WebAccess or Outlook A Zarafa icon is put in the bottom right corner of the Firefox browser and will inform the users about incoming mail A double click on the icon will redirect users directly to their WebAccess 2 14 2 1 Settings With a right click on the Zarafa icon the extension s settings are accessible as shown in Figure 2 63 Zarafa Mail checker extension settings 43 Chapter 2 Using the Zarafa WebAccess a ZX FO Main Tabs Content Applications Privacy Security Advanced Zarafa Basic settings Jl Active URL iiin Advanced Settings _ Automatidy logon to the WebAccess Open WebAccess in Check interval 5 minutes v Display alertbox when receiving new mail Cookie ZARAFA_FIREFOX_EXT Figure 2 63 Zarafa Mail checker extension settings It is possible to activate or deactivate the plug in It is necessary to fill in the url of the Zarafa WebAccess and the user s username The advanced settings allow the user to personalise the plug in by changing the time interval for mail check and en
19. User in the tool bar at the top 2 7 3 Loading a group of users to the time line 1 Click on the button Load Group in the bar at the top The Group Window as shown in Figure 2 35 User groups will open 24 Load group dialog http localhost User group Mozilla Firefox EE E Mo Ioj x User group Groups Users Sales rep Executives PR Jane Doe John Doe Ok Cancel a Done o 2 Figure 2 35 User groups 2 Select a group in the left list and click on the button Ok 3 The group of users is added to the time line and their appointments are loaded per user 2 7 4 Load group dialog The Load Group dialog can be opened by clicking on the button Load Group in the bar at at the top The dialog consists of two lists The list to the left shows the different groups that have been created The list to the right displays all the users that are members of a particular group when that group has been selected from the left list To add or delete a group or user use respectively the plus or minus buttons on the right side of the list Remember that a group must be selected prior to adding or removing a user 2 7 5 No Access message When using the Multi User Calendar with several calendars of collegues open one might not have permission to create appointments for a colleague or not have permission to view the content a colleague s calendar at all In case one does not have permission to create
20. Y FARSA ERA AE EE AN ERA ARA CS EA te ee A E E AS e E EEN ON D ee veer ae e IPA ITIP THIET HIP THIER TIENT HEPA ELPA TIT IE NTT HEPA THLE A NTT HEPAT ER TIENT O PAEA Sear OEE Lea eel ol ot REET A A IRA st E i 2 A LE e Send B Ce xl Sei E 4 15 Options EE Eee ar etn a PPO POR OE Rin A a ET PTET EEN EE BCC Subject Inline image Attachments Vater lilies pa 82kb1 q ISL NI B Z U de i IS gt Format Normal Fort Size vii Ag gt aR L ea HEH Figure 2 12 Light blue cross icon to insert the image as a inline image 11 Chapter 2 Using the Zarafa WebAccess Create E Mail a ac de el NS A SE LJ EM A lee as Al WOU n Ba KE AAR NEE EA RUE A m A EAR UE ee OR RUE Na RE ENEE E ba RU E ER AAR E UE EES Be UE EEN EN EA RUE RE E dE et A UK E vn EA AN SG da d at ANE a EE NN ON KSC UE Ba VE LAN ET ERAN EEN LEE e ssn f ERF Ee EK KZ Je vs KE KKK Sy a ATA Bh Bae BM AA A A Bs Paty Ba a hfe Boake en fe in hf Be CT feu Bae By pe Bee Be a Be te Bare BLL hae AAA ATA AAA AA AS TEA a Se A aiL mL rl IL S Kr A E A Y A A es a WE NENNEN ENEE E ee EE ER Ela PEA Subject Inline image 1 Attachments F B Z U abe CIA E Format Normal as es Font E Size Lek u 7 gt E ea a al ES II i 5 Ei Ka ti al Hl i gl Figure 2 13 Example of an Inline Image To change the image size right click on the image and select Image properties
21. clicking on the folder items Zarafa Webaccess 1 Email Message Ca Appointment Meetingrequest Contact FS Distributionlist CA Task 5 Note e ll p A AAA AGA a A e EI Figure 2 2 The New Menu 2 2 Managing folders Creating moving renaming copying or deleting sub folders is accomplished with the right mouse button in the folder list This pops up a context menu as shown in Figure 2 3 The context menu of a folder Folder list Inbox a E Inbox Lucas Test C Calendar Contacts EI Deleted tems Dratts Ve folc ES Jou 73 CopyMove Folder E Jun Figure 2 3 The context menu of a folder It is not possible to delete move or rename default Outlook folders like Inbox Calendar and Contacts Printing 2 2 1 Printing It is possible to print email appointments and contacts from the WebAccess Simply use the Print button from the toolbar Following these steps it is also possible to print calendar overviews of a day a week or a month 2 2 2 Resizing panes Just like in Outlook it is possible to resize the panes in the WebAccess allowing full control of the width and height of the workspace in each pane To do so place the mouse between two panes en drag the pane border to the prefered location 2 2 3 Empty deleted items folder The Deleted Items folder can be emptied by using the right mouse button and selecting option Empty folder from
22. column 2 4 4 Searching To search click the Search button in the tool bar A seach bar see Figure 2 21 Searching Options will then be added to the WebAccess view to remove the search bar click the Search button again 15 Chapter 2 Using the Zarafa WebAccess Zarafa Webaccess 2 New Xe 40 gj Reply Ai Reply All vi Forward AA Search Folder list Inbox Al folders aw El Search Subject or Sender D tor Search Clear Ve ca Sub eg Subject Received Y Size Calendar 2 der Thanks for joining Firefox Add ons Fri 05 04 07 08 52 02 S5kb e d Contacts Q S w Send Schrijf u in voor TechNet Live op 18 juni Thu 05 03 07 16 08 25 118kb e Q Deleted tems x ubject or sender b To orce TechNet Flash Windows Server Longhorn Beta 3 ls Here Thu 05 03 07 06 41 11 Y 5 a Drafts a administratietohostingpower r Betaling ontvangen Wed 05 02 07 17 45 05 9kb Vv 8 Inbox Cy The YMware Team VMworld Save the Date September 11 13 Wed 05 02 07 10 15 05 K ei Journal l Cy STARTREK COM TNG at 20 Star Trek convention news Doohan memorial and mor Tue 05 01 07 20 04 17 Y EN Junk E mail A service biqdennis com Koninginnedag en BigDennis com viert mee Sat 04 26 07 14 10 04 Y Ta A Fri 04 27 07 08 31 26 2 Outhox Q Dit wil jij toch ook Thu 04 26 07 11 46 33 VK E sent tems 2 Nieuw TOMTOM One XL Wed 04 25 07 13 43 51 Y d Tans 4 Microsoft Microsoft MSDN nieuwsbrief Wed 04 25 07 12 53 34 95kb Y y
23. configuration Every client supporting IMAP4 or POP3 should be able to connect to Zarafa via the Zarafa IMAP amp POP3 gateway For sending mail clients will use SMTP The SMTP server can be the same as the Zarafa server or the SMTP server of the internet provider Some servers need SMTP authentication The client can store sent messages in a Sent Items folder ce SMTP credentials are not necessarily the same as the Zarafa credentials 6 1 1 Mozilla Thunderbird This manual is based on Mozilla Thunderbird version 2 Other versions can be set up in a similar way The first two steps can be skipped when opening Thunderbird for the first time The following example is for the IMAP protocol The POP3 protocol is practically the same without steps 10 to 12 1 Goto Tools gt Account settings Tools Help Address Book Chri 2 Extensions Themes Message Filters Run Filters on Folder Junk Mail Controls Run Junk Mail Controls on Folder Delete Mail Marked as Junk in Folder Import Javascript Console Account Settings Options Figure 6 1 Tools dropdown menu 2 Click Add Account 3 Select Email account and click Next 4 Fill in your name and Zarafa email address and click Next 5 Select IMAP and fill in the Zarafa server s hostname or IP address Click Next 6 Fillin the Zarafa username for the Incoming username and the outgoing username Click Next 7 The account name can be chosen by the user it
24. move multiple items first select all the items only items that are currently visible can be moved To select a range of items click on the first item and then press and hold the shift button on the keyboard Before releasing the shift button use the mouse to click on the last item in the range that needs to be moved All items between the two items clicked on will become highlighted With items that are not consecutive hold down the control Ctrl button on the keyboard while clicking on each item To drag and drop these items release the control button place the mouse cursor on one of the selected messages drag them into the designated folder ltems can also be moved by clicking on the copy move button as displayed in Figure 2 17 Copy Move Button It is also possible to drag and drop messages to the desktop For more information about this feature see Section 2 14 1 Zarafa Attachment Drag o Drop Extension 2 4 3 3 Copy email To copy an item the drag and drop feature can not be used as it does not duplicate items Instead use the copy move button as shown in Figure 2 17 Copy Move Button See the section above about moving multiple items for an explanation concerning how to select multiple items Zarata Webaccess ER JNew A 4 Folder list All folders From Figure 2 17 Copy Move Button 2 4 3 4 Save Email as a File From ZCP 6 50 up it is possible to download messages directly from the
25. side by the administrator This setting can always be overruled by the user itself and the old on behalf of permission can still be set by the user Keep in mind that delegation always overrules impersonation A user can always choose not to let another user impersonate as himself 2 4 1 4 Saving an email to drafts Saving an email is possible by clicking the Save a floppy disk icon After saving the email it is stored in the Drafts folder Another option is to automatically save an unsent email This option is available under the Compose Mail tab in the settings window To do this check the option Autosave unsent every X minutes and set the number of minutes that mails will automatically be saved This is only applicable when the email isn t sent yet 2 4 2 Inline images From ZCP version 6 30 0 the WebAccess has the ability to add inline images in mail messages To add an inline image click on Attachments and select an image If the HTML format is being used see Compose mail in this format in Settings Compose mail tab the inline image functionality is enabled A light blue cross icon will appear beside the attachment as seen in Figure 2 12 Light blue cross icon to insert the image as a inline image Click on the blue cross icon to insert the image in the mail body as shown in Figure 2 13 Example of an Inline Image The inline image will inserted at the last cursor position Create E Mail ET pk pe ee EE
26. the administrator 10 In the Tracking tab a list with all attendees for this appointment with their responses can be found Meeting ee o The following responses to this meeting have been received E james Organizer No Response de Luis Test Required Tentative Figure 2 31 Tracking tab 2 5 2 Accept a meeting invitation If someone invites you for a meeting you will receive meeting invitation At the top of the invitation a bar containing the buttons Accept Tentative Decline and Propose New Time is shown for sending a response to the owner of the appointment See Figure 2 32 Meeting invitation buttons Accept 4 Tentative 2 Decline Propose New Time Figure 2 32 Meeting invitation buttons By clicking Propose New Time a user can propose a new date or time to the owner The owner upon receiving the proposal can either accept it or decline it 22 Multiple calendar views 2 6 Multiple calendar views The Zarafa WebAccess calendar has five different views e Day view e Workweek view e Week view e 7 day view like the workweek view but with 7 days e Month view Views can be switched via the four buttons in the tool bar The date picker is used to move the view to another day week month which is at the top right of the screen when the calendar is opened 2 6 1 Move delete appointment 2 6 1 1 Move appointment An appointment can be moved to another time date by selecting the
27. the contect menu This option is only available from the context menu accessed with the right mouse button of the Deleted Items folder and the Junk Email folder if it exists 2 2 4 Restore items When deleting an item in the Deleted Items folder or the Junk Email folder the item is still temporarily recoverable Select the Deleted Items folder or Junk Email folder and use the button Restore Item in the bar at the top As shown in Figure 2 4 The soft delete restore window it is possible to restore all or a selection of the deleted messages or folders The restored items will be moved to the old location Deleting items from Figure 2 4 The soft delete restore window removes them permanently in that case only backups can recover an item When restoring a folder only that folder will be restored If the restored folder contained subfolders these can be restored by selecting the just restored folder and clicking on the Restore Item button again Restore deleted Items EN dl J F ES A A He me j ro VH Derreae Gr alata slota ll EA a i Ste AN al IO III telet LFEEIE Kul AS i ii gt SESS is Kaes Me OS a eh A A mn Eu ELEM a a A SS ES ES AS A SA AS E A A nn A OO EE e AAA AAA AAA TE Z P ao CCOO AAA AAA AE EA AAA AA REAL junk2 good mail Figure 2 4 The soft delete restore window 2 2 5 Marking all messages in a folder as read Marking all messages in a folder as read is accomplished by t
28. then go through the standard ActiveSync settings Once the mobile device has been setup it should be possible to synchronise the device simply by clicking the Sync button in ActiveSync 8 2 1 ActiveSync based configuration The following steps are made for the Pocket PC though still applicable for WM 5 6 or Nokia s Mail for Exchange 1 Open ActiveSync and select set up your device to sync with it SE Chapter 8 Configure Mobile Platforms j ActiveSync Til LEN To sync with a desktop computer install Activesync on your computer and then connect this device If your company supports syncing directly with its Exchange Server you can set up your device to sync with it Learn more about synchronizing with a Server Figure 8 1 ActiveSync introduction 2 Type the server address without http or other URL parts 84 ActiveSync Edit Server Settings amp Server address myserver domain corn Note This is the same as your Outlook Web Access server address C This server requires an encrypted Gol connection Cancel E Next Figure 8 2 Server address Specify a username and password a domain must be specified but it is not used within Z Push so simply domain or some other random text can be specified Select save password if automatic sync is preferred Phone based configuration ActiveSync er Tye Edit Server Settings GA User name USE Save password
29. types of Phone Number fields are available in the Zarafa WebAccess To change the Phone Number type use menu shown in Figure 2 51 Cascade menu to choose the phone type In this menu ticks are shown besides the address types indicating which phone number types have been entered already 33 Chapter 2 Using the Zarafa WebAccess General Assistant Name Business Full Name OA Function Business Fax Company Callback File as Car Phone numbers Business Le gedet home JE Home Business Fax IEN Home 2 eee Mobile B Home Fax Addresses ISDN Business II Mobile h Other C Use this address for mailing Oiher Eso Pager Attachments Attachments Primary Radio Telex Contacts TIYADO Figure 2 51 Cascade menu to choose the phone type 2 10 Distribution Lists Sending a mail to a distribution list is done in the same way as sending a mail to a single contact Simply select the distribution list from the address list when adding entries to a TO CC or BCC field After selecting the distribution list all mailaddresses will be placed in the chosen header field 2 10 1 Creating new distribution lists Select the Contacts folder the new distribution list has to be created in Select the option Distribution List from the New button on the tool bar A dialog as shown in Figure 2 52 New Distribution list window will open 34 Public Folder Favourites Distribution List
30. 2 Zarafa New Mail Notification Extension ococococonononcccococonononcnnnncnnconononenonanno 2 15 Advanced Zarafa WebAccess configurations ocococococccocococococococononnnnnnnnnnnnnnnnnnnononons 2 15 1 Zarafa WebAccess as default mail chent 21S 2 NVIOOWS io Zi E MN EE 2 15 4 Adding Zarafa WebAccess as mailto handler in Firefox ocococccccococcccnccnnnnnos Z TO OUI Sate ta ane II A A tm teat si lab ante A 240 e A A N 3 Separate WebApp manual 4 Configure Outlook using the Zarafa Windows Client 4 1 Installation of the Outlook client ococcocococococococononononococonoroconnroncncnonenoncnnninnnnn e E A A renee ney A ee ener ere e Pi ee a ees E aU ORE Sven aa Soe a ee eae ese 122 DUUDOK CONNCCION MW dl eee A2 A e 4 2 2 Ee E E de o c A23 Cached Zzaala MOOC AAA A et 4 2 4 What is the best connection type to choose sssesrsrrsrrsrrsrrsrerrerrnrrrrrnrrnrrrne 43 AOVANGEO COMIGULAUIOM rana AL te due EE 432 Oter COMMECHOMN SETUING ri donados AA Ee le Gelee E it do 5 Using Outlook vi S L WOKING OMIE EE 5 1 1 Sending email during offline use 5 1 2 Limitations of working OIM a a desidia 3 2 Folder Management EE 5 2 1 The creation of a public folder ococococononcncccccocononocococonononanonononononenenes 5 2 2 Sharing of folders Setting permissions coccococcconcncnononononononononononononononnnnnnannnos 5 2 3 Adding or opening folders
31. 8 Fill in the Zarafa username in Email Username and the Zarafa password Click Next 9 Un tick whether the user wants to download the data from the server right away and click Finish 10 Highlight the new account in the folder list and click Properties in the context menu open by a right click on it 11 Select the IMAP tab 12 Check whether the Special Folders is ticked and the folders are set the same as the Zarafa folders 13 Finally click OK and start using Zarafa with the IMAP protocol 16 Chapter 7 Configure Calendar Clients using CalDAV and Cal This chapter describes how to configure the CalDAV or Cal client for using with the Zarafa server The zarafa ical gateway enables users to view their Zarafa calendars using clients like Sunbird Evolution or Mac Cal Since ZCP 6 40 tasks can be synchronised and created from the different clients To access calendar folders on Zarafa the following options are available For all clients but the Mac OS X iCal client use Calendar URL http server 8080 ical User s own default calendar via ical not recommended http server 8080 caldav lt user gt User s calendar in user s store Make sure the lt calendar name gt calendar name is in the store http server 8080 caldav lt user gt User s self created subcalendar in the user s lt subcal gt own store Location through actual subfolders in Zarafa is irrelevant http server 8080 cal
32. ARAFA_WEBACCESS_ADDRESS gt index php action mailtog8eto 1 HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client shell HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client shell open Zarafa Web Client HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client shell open command 0O rund1132 exe url dll FileProtocolHandler http lt ZARAFA_WEBACCESS_ADDRESS gt index php action mailto to 1 HKEY_LOCAL_MACHINE Software Classes mailto EditFlags hex 02 00 00 00 URL Protocol URL MailTo Protocol HKEY_LOCAL_MACHINE Software Classes mailto DefaultiIcon windir zarafa ico HKEY_LOCAL_MACHINE Software Classes mailto shell HKEY_LOCAL_MACHINE Software Classes mailto shell open HKEY_LOCAL_MACHINE Software Classes mailto shell open command rundl132 exe url dll FileProtocolHandler http lt ZARAFA_WEBACCESS_ADDRESS gt index php action mailto to 1 For current user only Windows Registry Editor Version 5 00 HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Zarafa Web Client HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client DefaultiIcon windir zarafa ico HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Protocols 45 Chapter 2 Using the Zarafa WebAccess HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Protocols mailto URL Protocol HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Clien
33. Access e Number of items displayed per page e Reading pane visible if and where the preview pane for emails should be located Pick one of Right Bottom or Off e New mail check timeout by default the WebAccess will check every 5 minutes for new email e How to respond to requests for read receipts pick on the the options e Edit Delegates opens a dialog for choosing which users are allowed to be the current user s delegates Delegates are allowed open the current user s store and send messages emails or responses on meeting requests on his behalf Chapter 2 Using the Zarafa WebAccess e Results refresh every X seconds how often if at all the results of advanced searches should be refreshed 2 13 2 The Compose mail tab mi d Ken AAA A eae me ae Se ee ee ee Me eee KKAKAK BM Pa Pa Pa Aa Aa Pe Sa a Pa S i Pa Ta e Pa Pa e Pa Aa Pe a ie keke Rei ie hii e a Mii tt it th hh hi ii i iii S Sa S kit iii ii i e Aa P a Aa Pa a Ta Pa iii a a K General Reply to address Compose mail in this format HTML e dll Close original message on reply or forward dl Always request a read receipt dl AutoSave Unsent every minutes Cursor position when replying Start of body at From Email Addresses Set FROM email addresses Signature dl Always add signature to outgoing mail Edit signatures Figure 2 59 Settings Compose mail e Reply to address the address that recipient of a users emails will
34. BACCESS_ ADDRESS gt should be replaced by the url of your Zarafa WebAccess In the Start Menu hit Run enter regedit and hit Ok Import the just created registry key In Outlook 2003 2007 go to Tools gt Options gt Other gt uncheck Make Outlook the default program for Email Contacts amp Calendar In the Start Menu hit Run enter windir and hit Ok The default Windows folder will be opened Copy and paste zarafa ico into the folder The icon can be found on the server in the following folder webaccess client layout img favicon ico 2 15 3 Linux 1 Make a new script file mailto sh 46 2A Adding Zarafa WebAccess as mailto handler in Firefox Put the following lines in the file bin bash ADDRESS echo 1 cut f 2 d Logs this to syslog just helps to make sure it is working properly logger Opening Zarafa mail client addressed to ADDRESS firefox http lt SERVER gt lt USER gt webaccess index php action mailtog8to S ADDRESS Replace http lt SERVER gt lt USER gt webaccess with base URL of the WebAccess Save the file preferably in the home directory then run chmod uog rwx mailto sh from the same directory Now type gnome default applications properties on a console or go to System gt Preferences gt More Preferences gt Preferred Applications Open Mail reader and set it to a custom action that looks like home lt USERNAME gt mailto sh s 2 15 4 Add
35. Enter the correct server address or IP if necessary 87 Chapter 8 Configure Mobile Platforms al NLKPN gt 14 56 A A rr a ss Cancel Exchange a a Email john zustomer com dl S Server zarafa zustomer com Y Domain Optional Password 0000000900 el Description john zustomer com 3 H Figure 8 8 Extra server field 6 If SSL is not available the connection will fail to be established Touch Save in order to keep the current account settings Go to the just created account and touch Account info and disable Use SOL 88 Phone based configuration This account may not be able to send or receive emails Are you sure you want to save Save Edit Figure 8 9 Save settings al NL KEN gt 14 57 Email john 2 zustomer com Server zarafa zustomer com Domain H 4 Username john Password 000000 Description john zustomer com Use SSL lt disable gt EE Figure 8 10 Account settings 89 90
36. Trash flaael IT EN Miann an all inal Vaan minbamal Tua Md A NIT A AAA E dick vr EJ Figure 2 21 Searching Options The seach bar allow a user to enter a search query and choose where to search For example if a user remembers just a part of a message s subject he can select Subject from the pull down menu After the query is keyed in the user should click the Search button binoculars icon on the seach bar or press the enter on the keyboard As shown in Figure 2 22 Search Result the email list is updated with the results of the search query Zarafa Webacces 5 New X 25 Zi g Reply Gl Reply All si Forward dA Search Folder list Inbox All folders e search Subject or Sender tor startrek Search Clear JS inbox D 2 From Subject Received Y Size Ka 2 la 3 STARTREK COM TNG at 20 Star Trek convention news Doohan memorial and mor Tue 05 01 07 20 04 17 59kb 7E Contacts Q STARTREK COM Movie news new column and iTunes all on STARTREK COM Tue 03 27 07 17 17 05 47kb Y e Y da ci Q STARTREK COM STAR TREK XI The Latest News Fri 03 02 07 17 05 16 48kb Y 5 gt a Q STARTREK COM Star Trek Recommends Save 10 on Everything in the Store Tue 02 20 07 16 31 22 94kb Y Palin STARTREK COM Star Trek on iTunes Remastered news and more Tue 02 06 07 18 18 31 60kb Y o soumia STARTREK COM Star Trek Recommends Save 10 Tue 01 23 07 22 12 20 91kb Y Junk E mail D Notes 23 Outbox 23 Sent items
37. ZCP 7 1 build 43630 Zarata Collaboration Platform The User Manual e Zarata Zarafa Collaboration Platform ZCP 7 1 build 43630 Zarafa Collaboration Platform The User Manual Edition 2 0 Copyright 2014 Zarafa BV The text of and illustrations in this document are licensed by Zarafa BV under a Creative Commons Attribution Share Alike 3 0 Unported license CC BY SA An explanation of CC BY SA is available at the creativecommons org website In accordance with CC BY SA if you distribute this document or an adaptation of it you must provide the URL for the original version Linux is a registered trademark of Linus Torvalds in the United States and other countries MySQL is a registered trademark of MySQL AB in the United States the European Union and other countries Red Hat Red Hat Enterprise Linux Fedora and RHCE are trademarks of Red Hat Inc registered in the United States and other countries Ubuntu and Canonical are registered trademarks of Canonical Ltd Debian is a registered trademark of Software in the Public Interest Inc SUSE and eDirectory are registered trademarks of Novell Inc Microsoft Windows Microsoft Office Outlook Microsoft Exchange and Microsoft Active Directory are registered trademarks of Microsoft Corporation in the United States and or other countries The Trademark BlackBerry is owned by Research In Motion Limited and is registered in the United
38. Zarafa WebAccess to the computer The Save Email as a File button located in the message context menu as seen in Figure 2 18 Save Email as a File button should be used to do so 14 Searching gt Open B Save Email As a File Adeem Test RE test t Print Cody kolenboer Figure 2 18 Save Email as a File button 2 4 3 5 Change email view Sy pen x de igi Renh pc i 8 onward Folder let ES blous adas Te od KE Canda KI Colars Pod dial br E da Ls omg E RIIT a spij pa ed Lhocser TEE Hemco A Hermar malna Mmacr louver tu Figure 2 19 Context menu form a mail view column In the Zarafa WebAccess the email view has a default layout a list of messages with a From and a Received colomn However like in Outlook it is possible to change the view by adding or removing columns To do so use the right mouse button to click on the header of the list for example on the From header field and select the Field Chooser option from the context menu A dialog that looks like Figure 2 20 Field Chooser will pop up Field Chooser Available fields Selected fields Categories Add p In Folder Modification d Delete Priority Icon Attachments From Subject Received Size Flag Status Figure 2 20 Field Chooser Additionally it is possible to sort the email list by selecting a specific column By default email is sorted by the Received date
39. abling disabling the notification for new mail It is also possible to specify how the Zarafa WebAccess should be opened when double clicking on the Zarafa icon and to enable or disable automatic login to the WebAccess 2 15 Advanced Zarafa WebAccess configurations 2 15 1 Zarafa WebAccess as default mail client Since ZCP version 6 20 it is possible to set the Zarafa WebAccess as the default email client Below we show three examples on associating the WebAccess with the default action for when a user clicks on an email addresses link 44 Windows 2 15 2 Windows For all users on a computer Windows Registry Editor Version 5 00 HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Zarafa Web Client HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web ClientiDefaultIcon windir zarafa ico HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Protocols HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Protocols mailto URL Protocol HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Protocols mailto DefaultiIcon windir zarafa ico HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell open HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell open Xcommand rund1132 exe url dll FileProtocolHandler http lt Z
40. an appointment for a colleage an icon is placed after the colleague s name as an indicator In case one has no access to the calendar at all the entire time line for that user is marked red and a warning message appears as shown in Figure 2 36 No Access message 25 Chapter 2 Using the Zarafa WebAccess Conference La Place Hote 17 00 13 00 30 06 00 o Meeting Amsterdam 12 00 13 00 Joe Blow Y 24 00 21 30 John Smith New Y You dont have permission to views this folder Figure 2 36 No Access message 2 7 6 Cumulative free busy information The row directly above the time lines see Figure 2 37 Free busy information for all attendees contains the cumulative free busy information of all users loaded in the Multi User Calendar The bar also shows whether the appointments are set as Tentative Busy or Out of Office Previous Day a _ Next Day Next Period E Load Group Add User A Remove user entnte srat Aet tetet Mte State Setet Wetere etat State Stet ii Mtata li ttar tia Meeting with custi E Meeting customer Meeting Make follow SE Mark Hotel Company Company The oftice The 09 00 12 00 09 00 10 00 40200 14 00 47 30 18 00 09 00 Satesniesting Conference can Meet with CEO ka A Office The Office bm Je 15 00 gt 10 00 11 00 l 14 30 45 30
41. ange of recurrence A A SE Start 20 01 2010 a Gei No end date End after 1 Ll OCcurrences O End By e200 Cancel Remove Recurrence Figure 2 43 Task Recurrence 2 8 1 1 Add Change Recurrence in a Task Only the owner of a task can change the task in a recurring task 1 Select Recurrence from menu in task dialog shown in Figure 2 41 New task window This pops up a recurrence dialog as shown in Figure 2 43 Task Recurrence 2 Select the frequency Daily Weekly Monthly Yearly of recurrence 3 To specify when the task repeats do one of the following e Repeat the task at regular intervals Click on options given on the right side of Recurrence pattern to recur the task on specific intervals e Repeat task at interval after the date it is completed Click Regenerate new task and fill the interval in the box 29 Chapter 2 Using the Zarafa WebAccess Recurring tasks appear one at a time in the task list When user marks one occurrence of the task complete the next occurrence appears in the list 2 8 1 2 Remove Recurrence from a Task 1 Open the recurring task 2 Click Recurrence from menu in task dialog 3 Click Remove Recurrence as shown in Figure 2 43 Task Recurrence 2 8 2 Task Requests In addition to creating tasks for oneself a user can assign tasks to others by sending them a task requests Subject Due Date None El Status Mot Started aw Start Date Hone o Priority
42. are available Send on behalf and Send as In earlier versions only Send on behalf is available 5 12 1 Send on behalf of permissions Send on Behalf permissions if a user grants the appropriate permission to another user the latter can send items on behalf of the other user In this case an email or meeting request will be sent showing it was on behalf of the other user The recipient will see in the From field something similar to _ lt delegate gt on behalf of lt user gt _ For example Pete enters the inbox of info and sends an email on behalf of the non active user info the following would be seen pete example com on behalf of info example com 1 http zarafa com wiki index php Fax_server_integration 69 Chapter 5 Using Outlook The option to add delegates is available in the Options menu of Outlook as seen in Figure 5 17 Zarafa delegates Options Preferences Mail Setup Mail Format Spelling Security Other zarafa Delegates Delegates can send tems on pour behalf To grant permission to others to access pour folders without also giving them send on behall of privileges go to properties for each folder and change the options on the Permissions tab Luis Test 0000000 Add Permissions Figure 5 17 Zarafa delegates 5 12 2 Send as Send As permissions the system administrator can grant permission to user B to send as user A The recipient s will not see that user B actually se
43. are stored in the users WebAccess profile so the next time the user tries to login to the WebAccess the opened folders are readily available To close an opened folder use the Close store option in the right mouse button menu 2 4 Email 2 4 1 Compose and send a new email 1 Select the button New in the left corner This will show a dialog like Figure 2 7 Create Mail Chapter 2 Using the Zarafa WebAccess Create E Mail e BECHER E ET ASEE EE sexs v eli ca claus EROE FERT riera appnirimart pr dein siet Silo EP jo pn or Ha ma rr snk r ER a E Figure 2 7 Create Mail 2 Attachments can be added to the email by selecting the Attachment button or the Paperclip icon 3 Email can be saved by selecting the Floppy disk icon After a email is saved it is stored in the Drafts folder 4 Toseta flag that marks the email as important or high priority click on the exclamation mark icon 5 To add a recipient either add their email address in the TO CC or BCC field manually or select a person from the Address Book To access the Address Book click on the TO CC or BCC button ce When more than one recipient is added email addresses need to be seperated by a semicolon 6 The internal users are shown by default unless otherwise selected in Settings in the Address Book see Figure 2 8 Address Book By using the Show names from the drop dow
44. b Sea L E E Business Development Zarafa Outlook sharing and Webaccess A A O ad A A EE EEN EEN S E PA Figure 2 61 HTML signature 2 13 3 The Out of Office tab Here a user can mark himself in or out of the office The AutoReply message that is sent automatically in reply to all incoming messages can be specified on this tab as well To prevent flooding AutoReplies are only sent once per day to a specific email address 2 13 4 The Calendar tab e Start and End of workday specifies the part of the day that is marked as workday e Vertical size the vertical size of the calendar People with very large displays want to consider setting it to Large 41 Chapter 2 Using the Zarafa WebAccess e Calendar resolution the smallest time block that appointments allign with e Default Reminder wheather or not reminders are added to appointments by default and if so how long before the appointment start the default reminder should occur These setting can be overwritten per appointment The following options relate to the Multi User Calendar MUC e Number of days displayed the number of days that are visible at default zoom level in the MUC e Number of days loaded the number of days that are loaded When this number is larger then the Number of days displayed the remaining days need scrolling to be visible 2 13 5 The Addressbook tab e Default select
45. cept a meeting INVITATION NN 22 20 MUS CALA VIENA lA e el 23 2 6 1 Move delete appointment ia a is 23 e MUI Ser en TE 23 2 7 1 Adding a user to the time line 0 0 cece cccececececececeeeeeeaeeaecececeseseseseseseseseseeenes 24 2 7 2 Deleting a user from the time line nnannannonnnnnsnnnnannannennernnrnnrnsrnsrnrnernernernenne 24 2 7 3 Loading a group of users to the meine 24 2st As Beta OrOUD A A A eee eee eae 25 E E NO ACCESS MESSAGE EH 25 2 7 6 Cumulative free Dusy IN OrMAtION NNN 26 2 7 7 Create or delete AN appointment cece cece cece ec ec ec ececececesececeeeeeeeeeeeeananaes 26 21 05 MOVING E elei ent E EE 27 2 7 9 Changing zoom level peccenczr re 27 2 7 10 Changing number of displayed days 28 2 Fall BROWSE time PEO EE 28 Z oe TASKS A ai 28 Sech Ee E IN ENN 29 A A AA A A A Ta 30 23d COMACIS a dd 31 Se Cale NEW CON ee 31 2927 Detaled COM ACIS ee caida 32 2 MOS DISTIDUIOM SS it e ta eb 34 2 10 1 Creating new distribution IISTS cococococnononoconoconononononononononenoncnoncnnananonos 34 SE PUBIC FOMer PAVOUINES us ii ee 35 212 RUC A O A aoe eee ease A 36 2 SINO a iran ria 39 213 de The Prelerences A el O 39 2 132 ME COMPOSE MA e 40 Zarafa Collaboration Platform 2133 TNE OU Ol OMS latas PAS ne Cale Gale talar tte 2230 TING AGOlESSOOOK TAD DE 2130 He SMONCUIS LAO aaa ZIA PISO Xx E Ee EE 2 14 1 Zarafa Attachment Drag n Drop Extension 2 14
46. dar Locate your calendar Provide info about what is needed to access your remote calendar Format e Calendar ICS O CalDAV O Sun Java System Calendar Server WCAP Location http zarafaserver 8080 ical Cancel Back Next Figure 7 5 Cal details 5 For caldav select CalDav option Enter as location http server 8080 caldav 80 Evolution Client Configuration Create New Calendar Create a new calendar Locate your calendar Provide info about what is needed to access your remote calendar Format Calendar ICS a CalDAV O Sun Java System Calendar Server WCAP Location http zarafaserver 8080 caldav Cancel Back Next Figure 7 6 CalDav details 7 3 Evolution Client Configuration 1 Start Evolution client 2 Click on menu New Select Calendar 3 Fill in the details amp remove the Use SSL option The URL options are similar to Sunbird 81 Chapter 7 Configure Calendar Clients using CalDAV and iCal New Calendar Use SSL Username Juserx Color C Copy calendar contents locally for offline operation Mark as default calendar cancel Gal ox Figure 7 7 CalDav details 82 Chapter 8 Configure Mobile Platforms This chapter describes how to configure the Z Push software to synchronise PDA s and Smartphones with a server based solution Z Push is available as an opensource project on Sourceforge http z push source
47. dav lt other Other user s shared calendar user gt lt calendar name gt http server 8080 caldav public Calendar folder in the public folder lt calendar gt http server 8080 caldav lt user gt User s default calendar Although this works for most clients this URL is not recommended For the Mac OS X Cal client use URL For Mac OS X Cal client Calendar http server 8080 caldav User s calendar list http server 8080 caldav lt other Other users calendar list user gt http server 8080 caldav public Public folders list The format and capabilities of Calendar and MAPI recurrence types are very different The conversion of this information is not always the same or not even possible at all at times Following is a list of known recurring appointment types that cause problems Recurrence type Description Monthly every day of a week Convert to weekly every day of the week Yearly every day of a week in month x Not supported ES Note The lt other user gt or lt user gt lt calendar gt is only reachable if the correct permissions are available Please make sure the user has not only the appropriate calendar permissions but also Folder visible permissions on the mailbox of the other user 07 Chapter 7 Configure Calendar Clients using CalDAV and iCal The Mac Cal client is fully tested and supported up to 10 5 6 7 1 Mac OS X Cal Client 1 Start Cal in Finder c
48. e properties of the folder The last tab window contains the permissions settings 59 Chapter 5 Using Outlook At the top is a list with users and the permissions which have been set After selecting a user the rights can be selected at the bottom Choosing a profile from the drop down list makes this easier by automatically selecting often used settings Users can be added and deleted with the two buttons below the user list For example to give user Pete the rights to read and write to items in a folder first click Add After selecting Pete and clicking OK Pete will show up in the list After this the right checkboxes can be set to enable reading and writing only set Read items and Edit items on All Table 5 1 Explanation of permissions Permissions Description If there are no check boxes selected for a user then denying permissions are in effect and the user can not access the folder When no permissions are set on the folder the folder one level higher is checked for the set ACLs Permissions that apply to the user are cumulative meaning that the user will receive the sum of the permissions that apply to his or her user account and groups of which the user is a member By default a user only has read write permissions on their own folders and is able to create folders in the Public Folders The owner is saved with every item This way depending on the set permissions a user is only allowed to delete their own items a
49. ease note that a user needs to be logged in or make use of Single Sign On for it to work smoothly 4 Chapter 2 Using the Zarafa WebAccess 2 16 Quirks 2 16 1 Firefox specific Since Firefox 4 0 some alert messages may popup from the main window instead of in the message dialog Although the alert message can handled in the other window it may be confusing why the browser isn t responding To revert the alert message behaviour to separate windows the Firefox configuration needs to be altered To do this open a new tab or window in Firefox and type about config in the url bar Filter on prompts to find the correct option Change the value of prompts tab_model_enabled from true to false Alert popups will now be separate windows again 48 Chapter 3 Separate WebApp manual L FS Zarafa WebApp has moved to its own WebApp User Manual and is no longer part of the general User Manual http doc zarafa com trunk User_Manual _WebApp en US html single 49 50 Chapter 4 Configure Outlook using the Zarafa Windows Client 4 1 Installation of the Outlook client There are two requirements that must be fulfilled prior to installing a Zarafa workspace First Outlook 2003 or higher is needed and second the user must be created on the Zarafa Server The following steps are necessary to install a Zarafa workspace It is recommended to have the latest Service Packs and Security patches installed 4 1
50. ed folder addressbook sets which folder of addressbook should be used by default throughout the Zarafa WebAccess 2 13 6 The Shortcuts tab Here keyboard shortcuts can be switched on or off All the available keyboard shortcuts are listed here as well 2 14 Firefox Extensions Since the Zarafa WebAccess is web application it cannot deliver all functionality a native application can Especially integration with the desktop is hard for web applications To overcome this Zarafa has released two extensions for Mozilla Firefox since most of our clients use this fully open source browser Currently Zarafa offers two Firefox extensions from its website 2 14 1 Zarafa Attachment Drag n Drop Extension By installing this plug in it is possible to use drag and drop for files in order to attach them to messages It is possible to drag and drop a single file or a selection of multiple files From 6 40 4 up this plug in also allows messages to be dragged and dropped to the desktop This function is used by selecting one or more messages and then dragging and dropping the envelope icon to your desktop as seen in Figure 2 62 Drag messages to desktop icon From 6 40 5 up the add on is no longer included in the ZCP packages and can only be installed from the Mozilla FireFox add ons site located at https addons mozilla org en US firefox addon zarafa dragndrop i http mozilla org 42 Zarafa New Mail
51. elete all mail fram Simon i private mail Uk Cancel Figure 2 56 Rules overview dialog To create a new rule click the New button in the Rules dialog The dialog as shown in Figure 2 57 Add edit rules dialog is presented This is the same dialog as the dialog for editing rules which is opened by selecting a rule from the Rules dialog and clicking the Edit button 37 Chapter 2 Using the Zarafa WebAccess Add Edit rule Rule Rule name Messages fram Michael With the following properties From field contains Subject contains Priority Sent to Contact or distributionlist PO ey Sent only to me Perform the following action A Move to Developing pa Copy to folder a Delete the message a Forward to dl Cancel Figure 2 57 Add edit rules dialog In the Rule name field a short description of the rule to identify it in the rules overview dialog can be provided Below the Rule name field the criteria of the rule are specified The incoming message can be matched by sender address by subject by the priority it has by the recipient address or based on if the message has only been sent to me These criteria can be combined to match messages more specifically The buttons behind the input fields to open the Address Book to select an email address Soy important All the criteria filled in must be fulfilled in order for an email to be seen as matching the rule While it is p
52. est testing it should move to cas ZS A S sD FW to ever 1 FW to ever 1 to ever 1 tr amp Undelivered Mail Returned to Sender Figure 2 24 Attach Item Dialog Items column in the message list Iq 4 Page Fri 09 07 2010 19 23 Tue 22 06 2010 19 04 Tue 25 03 2010 15 51 Tue 25 03 2010 11 25 Tue 25 03 2010 11 15 Wed 14 07 2010 10 59 Fri 16 04 2010 11 47 Fri 16 04 2010 11 44 Mon 05 05 2010 19 10 Tue 13 07 2010 18 06 o Inzert As E Cancel O Text Only Gi Attachment MN Attach Items 9of1 bbl 6kb v SW 3kb ka kb Ka 230kb Ka 230kb Ka 2kb Ka 3kb Y 8 4kb lies 2kb e 10kb IK wi It s possible to quickly forward e mail messages as attachments Right click the Forward 2 Browse through the message list and select the items need which to be attached 17 Chapter 2 Using the Zarafa WebAccess Create E Mail mm NG a item attached as Attachment S SE item attachment as Text in body Figure 2 25 New Mail with message items added as attachment Items can be attached as Text or as Attachment By selecting the check box as required by default items are added as Attachments Items can be quickly attached by doing a double click on selected items Important Attachments in the original e mail are not forwarded with the new text message 2 5 Calendar usage 2 5 1 Create new appointment with invitations and free busy statu
53. forge net 8 1 Z Push introduction The Z Push software allows users with PDA s and Smartphones to synchronise their email contacts calendar items and tasks directly from a compatible server over UMTS GPRS WIFI or GSM data connections The following devices are natively supported by Z Push e Apple iPhone and iPad e Windows Mobile 5 6 6 1 and 6 5 Windows Phone 7 and 7 5 e Nokia E N series with Mail for Exchange M4E e Nokia E series with built in ActiveSync Nokia Mail 2 Android Cupcake or Donut with third party tools like Nitrodesk Touchdown Android Eclair with Contacts and Calendar synchronization or third party tools Android Froyo Gingerbread Honeycomb Ice Cream Sandwich and Jelly Bean using the default ActiveSync client Microsoft Exchange ActiveSync type account or third party tools e Blackberry PlayBook e other ActiveSync compatible devices The devices can be synchronised because the Z Push module emulates a MS Exchange server on the server side allowing users to synchronise without installing specialised synchronisation software on their devices 8 2 Setting up a mobile device It is simply a case of adding an Exchange server to the ActiveSync server list by specifying the IP address of the Z Push Apache server disabling SSL unless SSL has already been setup on the Apache server setting the correct username amp password the domain is ignored simply specify domain or some other random string and
54. ged A task is created with the following steps 1 Select the folder Tasks 2 Use the button New to create a new task A New Task dialog will be opened as shown in Figure 2 41 New task window aj SCH e ave amp Recurrence Asian Task 3 At lle EELER EA EAR EA EAR EE EE EE H Due Date Mone ma Status Not Started EJ Start Date None a Priority Mormal Ka 56 Complete 0 2 m gt l i a Reminder Si Sei OWE anand Attachments Private Figure 2 41 New task window 3 Fill in the preferred fields The fields in this window are comparable with those in the New Appointment dialog 4 Use the Save button to confirm The task can now be found in the task overview Alternatively new tasks can be created directly from the Tasks overview see Figure 2 42 Task overview Right below the tool bar the fields for creating a new task as shown Simply enter the field for a new task directly into these empty field and save it with the ENTER key 28 Recurrence in Tasks DK t Subject Due Date Owner F gt Hilde Test E l GE e EE CR 8 D E report Klaas about the new schedule Hilde Test Figure 2 42 Task overview 2 8 1 Recurrence in Tasks Task Recurrence Recurrence pattern Z o Daily Every 1 weeks On ed monday Tuesday wednesday Thursday Month A Friday A Saturday A Sunday Yearly TENN Regenerate new task 1 week s after each task is completed R
55. given the rights to do so See the previous paragraph about setting permissions 5 2 4 Adding or removing complete stores of other Zarafa users In order to delete mail boxes also called stores which were added to the list of mail boxes in the folder list of Outlook the user must do the following 1 Click with the right mouse button on a mail box 61 Chapter 5 Using Outlook All Folders Open Open in New Window Send Link to This Folder Advanced Find Rename Inbox Robbert Monna Mew Folder Add to Favorite Folders Process All Marked Headers Process Marked Headers Open Outlook Data File Close Inbox Robbert Monna Properties For Inbox Robbert Monna Figure 5 7 Folder Properties selection 2 Select Properties gt click Advanced gt select the tab Advanced in the Zarafa server dialog window farafa Outlook Sharing General Advanced Mailbox Add Remove Annuleren Toepassen Figure 5 8 Zarafa server dialog 3 Click Remove to remove or Add to add a mail box After clicking Add select a user to add his her store and let the store appear in the folder list of Outlook 62 Searching in Outlook 5 3 Searching in Outlook A search executed in Outlook will query the database of zarafa search zarafa indexer in Zarafa 6 40 x 7 0 x To enhance the search results Outlook will divide certain words in individual tokens depending on the
56. he right mouse button menu option Mark All Messages Read Please note that when this option is selected no read receipts will be sent when requested by a sender even if that option is selected in the settings 2 2 6 Properties The right mouse button menu option Properties shows additional information about a folder like the storage size and the number of items in this folder For more details about the storage size use the button Folder size Here a list containing all subfolders in the folder including their individual storage sizes can be seen Chapter 2 Using the Zarafa WebAccess 2 3 Access to folders and calendars for other users Just like in Outlook the WebAccess allows sharing permissions to be set on folders To do so use the right mouse button to click on a folder and choose the Properties option then select the Permissions tab as shown in Figure 2 5 Folder Permissions Zarafa Webaccess len XS 8 amp amp e emeng Folder list Steg FS calendar General Permissions Contacts VI Deleted tems Properties Mozilla Firefox nt van ons Y Drafts ES soft Linux Linux Add Remove lus bericht soft Linux 3 bericht T Create items T Folder permissions Ee H ES Public folder M Read items I Folder visible bericht create subfolders Linux Edt tems r Delete tems 3 bericht o Mone None own own C A C al Ok Cancel E al pone pahef
57. ime Tue 9 18 2007 S AutoPick Next gt gt Meeting end time Tue 9 18 2007 M Busy BR Tentative ME OutofOffice No Information Figure 5 10 Free Busy information 3 Add the name of the resource or select the resource from the Global Address book 4 Change the icon Required attendee to Resource or Equipment All Attendees E Optional Attendee ON Resource Room or Equipment Figure 5 11 Select the option Resource 5 Add the other attendees that will attend the meeting 64 Out of Office Assistant 6 Select a free timeslot via the freebusy times and send the meeting to the attendees 7 Ifthe resource is available in this timeslot a pop up will show that the resource is successfully booked Resources Booked i The resources for the meeting were successfully booked Please do not show me this dialog again 8 Ifthe resource is unavailable a different free timeslot needs to be selected When an all day event is planned please make sure the appointment is booked as Busy or Out of Office By default all day events are set as free and because of that not visible in the freebusy information 5 7 Out of Office Assistant 1 Make sure the currently opened folder belongs to the store for which an auto respond message needs to be set 2 Click in the menu of Outlook on Tools click Out of Office Assistant 3 In this dialog window an auto respond message can be se
58. ing Zarafa WebAccess as mailto handler in Firefox When clicking an URL of an email address a mallto address in Firefox it will try to open a mail client Firefox has a list of possible mail clients to use with the possibility to pick a default To use the Zarafa WebAccess to handle mailto URLs in Firefox follow the these steps 1 Za Type about config in the address bar and press Enter Ignore the warranty warning Put gecko handlerservice in the filter box Double click gecko handlerService allowRegisterFromDifferentHost This will change its value from false to true Paste this code in the address bar while replacing https lt ZARAFA_WEBACCESS_ ADDRESS gt with the URL used to access the installation of the Zarafa WebAccess usually the url used to get to the login screen of the WebAccess then press Enter javascript window navigator registerProtocolHandler mailto https lt ZARAFA_WEBACCESS_ADDRESS gt action mailto amp url s Zarafa WebAccess Below the address bar a message asking if the Zarafa WebAccess should be added as an application to handle mailto links Click the Add Application button Next time mailto link is clicked a screen will appear allowing the preferred mail client to be picked Select the Zarafa WebAccess and possibly check the box next to Remember my choice for mailto links then click OK From now on the Zarafa WebAccess will directly be used when clicking mailto links in Firefox Pl
59. ing the selection to the address in question by either using the keyboard arrows or by placing the mouse over it without clicking and then pressing the Delete key The address is removed but when it is used again it will show up in the list once more and l ikl Be Y 4113 Solera Ta johr FF OCC Subjact i Omara con onho rareta com Jol n arafa john tars aaraa caT Figure 2 9 Automatic Suggestions Chapter 2 Using the Zarafa WebAccess 2 4 1 2 Attachments You can attach files to your message by clicking the Attachments button in the Create E Mail screen A window will open which allows files to be uploaded From ZCP 6 50 up it is possible to upload multiple attachments at once Prior versions of ZCP only allow the upload of one file at a time To upload multiple files at once Adobe Flash has to be installed in the browser 2 4 1 3 Set the sender address from field It is possible to set the FROM address of emails before they are sent This field can be found above the TO field as shown in Figure 2 10 Selecting a from address When no address has been selected the default address is used Fm B el ai t 4 a eme Frumi O a dame Car Dao cl Gen LL Jnar Eos DatceC Gpachu mu wT Figure 2 10 Selecting a from address Please note that the FROM field is only displayed when FROM addresses have been set in the settings dialog From Email Addr ecetes Se
60. item and dragging it to the new date and time Alternatively for instance if the new date is not in the current view an appointment can be opened either by double clicking on it or by right clicking on it and choosing the Open option which presents a dialog where the new date and time can be set 2 6 1 2 Delete appointment Appointments are deleted by the delete button in the context menu that shows when clicking on an appointment with the right mouse button Alternatively one can use the Delete button in the tool bar or the Del Delete key on the keyboard 2 7 Multi User Calendar Opening other users calendars side by side is possible with the Multi User Calendar see Figure 2 33 Multi User Calendar click on the Open Multi User Calendar link in the bottom of the folder pane This feature is not available in the community version of Zarafa 23 Chapter 2 Using the Zarafa WebAccess Zarafa Webaccess i Folder list Multi User Calendar All folders SS dio as to Simon Koster a TEN ls E Men 7 oa 207 Te 2 SS We 3 oa SS 7 gt Sra 4 Oct 2007 Fri 5 Oct 2007 Agenda EA AS HITA FAA DS A ES CH calendar All attendees SR T E Se ff m KZ E Y concepten mm in Contactpersonen III John Doe i Die bebe Contacts d E J W oe i 2 Deleted tems i ti omet ing jake followup call Marketing meetin A Seminar Marketing 2007 D Drafts j l f Company any The Office
61. l FROM er tal addresses Janz Doe janedc eta arete con habia mm gjah he IHS r gt BW Figure 2 11 Adding From Addresses Sy important Please contact the systems administrator if the following bounce message is returned when sending from a different sender adress You are not allowed to send as the given user Since ZCP version 6 20 0 two kinds of delegation are available 1 Send on Behalf permissions if a user grants the appropriate permission to another user the latter can send items on behalf of the other user In this case an email or meeting request will be sent 10 with the following From field lt delegate gt on behalf of lt user gt Inline images 2 Send As permissions if the system administrator gives the rights to user B to send as user A the receiver of an email will not see that user B sent an email The receiver will only see user A in the From field Before ZCP version 6 20 0 user themselves where allowed to send on behalf of by entering the other users inbox By this method it was always explicitly visible who sent the email For example Pete enters the inbox of info and sends an email as the non active user info would result in pete example com on behalf of info example com Since ZCP version 6 20 0 it is possible to send emails as other users without the on behalf of part Due to security reasons the new send as permission is only configurable server
62. language set in the language bar of Windows For example searching for the word Sauermann or Dauermann in a German system These words will be split into mann and Sauer Dauer In a Dutch system the name Timmermans will be split to mans and Timmer To only search for the whole word the search term has to be endorsed in angle brackets lt and gt The same accounts for hyphenated words like part time Searching for this will give all results matching either part or time Only searching for lt part time gt will give only results matching both words 5 4 Restoring deleted items Because Zarafa uses a so called Soft Delete system items removed from view in Outlook can still be restored This can be done by selecting Tools gt Recover Deleted Items F Recover Deleted Items o aj x Dean Delete Sela o DeletedOn From L sche 1 Figure 5 9 Recovering deleted items Select the Items which need to be recovered and click on the Restore button to restore the items to the folder they were deleted from Most items will be restored to the Deleted Items folder If Delete is selected the items will be truly removed from the server and these items can no longer be recovered The server has a lifetime on these items so after a set period of time the items will be removed 5 5 Free Busy updates When new appointments are created in the calendar the Zarafa client will update the Free Busy information This update
63. lders However the permissions on these new items are set so that a new folder can only be read by other users 58 Sharing of folders setting permissions To enable others to write to the folder the correct permissions must be set for example allow writing and deleting by the group Everyone See Sharing of folders 5 2 2 Sharing of folders setting permissions The permission structure has been built with flexibility in mind It is possible to set permissions per folder Every folder inherits the permissions of the folder it is located in Every item inherits the permissions of the folder it is contained in Before a folder can be added and viewed by other users the permissions have to be set correctly To accomplish this right click on a folder and choose Properties 3 Noah Test EW Yuhooo Noah Test EW Yuhooo All Mail Folders Pat Inbox klaas Test a Deleted Items Open in New Window Adwanced Find Properties Figure 5 3 Folder properties button Inbox Properties E3 General Home Fage Auto rchive Permissions Name Permission Level enove Permissions Profile Create items Folder permissions Read items Folder visible Create subfolders Edit items Delete items C None None C Own C Own Call All OK Cancel Aly Figure 5 4 Set folder permissions In the appearing dialog window different settings can be chosen regarding th
64. le and Apple iPhone Chapter 2 Using the Zarafa WebAccess In this section we describe how to use the Zarafa WebAccess the web based interface of the Zarafa Collaboration Platform ZCP In order to use the Zarafa WebAccess a fairly recent version of Mozilla Firefox preferred or Microsoft Internet Explorer is needed Currently the Zarafa WebAccess supports the most used features of Microsoft Outlook in a fairly comprehensive way Yet a web based interface can never match the functionality and usability of a native client like Microsoft Outlook 2 1 Basics To login to the Zarafa WebAccess point the browser to the URL supplied by the systems administrator By default this URL will look like http YOUR_DOMAIN_NAME webaccess The WebAccess is available in several languages which can be selected from the dialog shown on Figure 2 1 The Zarafa login screen amp Zarafa Outlook sharing amp Webaccess WebAccess Please logon Language Last used language wi Bena 10254 Figure 2 1 The Zarafa login screen After logging in all Outlook folders and the Public folders the account has access to can be accessed The most basic functions are available from the WebAccess toolbar found across the top of the page See Figure 2 2 The New Menu Chapter 2 Using the Zarafa WebAccess With regards to the folders some functionality is only available in the context menu that appears when right
65. lick Go gt Applications gt Cal 2 Click Cal from menu and select Preferences Figure 7 1 Cal dropdown menu 3 Click on to create new account 78 About iCal Preferences Services Hide Cal mH Hide Others 3H Show All Quit iCal won Mac OS X Cal Client Description Username UserX o Password DTD Y Server Options Figure 7 2 Account details Fill in the details Add server address as http server 8080 caldav Click on Add to retrieve the calendars of the user Description Username Userx Full Name Calendar Suyi Guo Refresh calendars Availability Availability is not supported on the server for this account Figure 7 3 Account created 19 Chapter 7 Configure Calendar Clients using CalDAV and iCal 7 2 Sunbird Client Guide 1 Start Sunbird client 2 Click on File in the menu bar and select New Calendar 3 Select option on the Network Click Next Create New Calendar Create a new calerljar Locate your calendar Your calendar can be stored on your computer or be stored on a server in order to access it remotely or share it with your friends or co workers On My Computer o On the Network Cancel Next Figure 7 4 New calendar location 4 For iCalendar select the Calendar Option Enter as location http server 8080 ical Create New Calendar Create a new calen
66. lly have an option called on this machine only This option needs to be removed so the server can execute this rule It is only possible to copy move or to delete a message These rules can be created but they will not be executed on the server An example of such a rule is to send the mail to the printer or forward it directly to another email account Local rules can still be performed manually by clicking on the Run rules now button in the Rules and Alerts dialog 5 9 Signatures Signatures can be set in the Options menu of Outlook It is important to note that signatures set in Outlook are separate from those set in the WebAccess It is neccesary to set the signature in both clients separately 5 10 Signing and encrypting messages Since Zarafa 6 10 it is possible to use S Mime certificates Certificates enables the use of digitally signing emails and or encrypting emails 66 Retrieving a certificate The description in this manual is the manual procedure An automatic way to receive a certificate is to use Active Directory Services ADS The automatic method is not described in the client manual but will be described in the server manual 5 10 1 Retrieving a certificate In order to get a certificate a registration at a Certificate Authority CA is needed Multiple possibilities are available one is to have the Active Directory AD act as a CA the other is to subscribe to an independent CA like CaCert http www cacer
67. mbination with a support contract as part of ZCP s Commercial Editions Alternatively there is a wide selection of hosted ZCP offerings available This document the User Manual describes how to use ZCP from a user s view point It discusses e Outlook integration by using the Zarafa Windows Client e using the web interface of the Zarafa WebAccess e connectivity with CalDAV and iCal enabled clients and e syncing with mobile platforms like BlackBerry Google Android Windows Mobile and Apple iPhone i http mww zarafa com content editions 1 Introduction 1 TI SCODE Orts docume secie a a E a N EN 1 2 Using the Zarafa WebAccess 3 ABA EE 3 2 2 MANAGING te e 4 A e ar ME 5 222 RESIZING DANOS ii 5 2 2 3 Empty deleted items folder cococococococococonononononenoncncnoncncononononononananananons 5 LL RESIO E 5 2 2 5 Marking all messages in a folder as read 5 SEELEN ee 5 2 3 Access to folders and calendars for Other User 6 E Ada ee EE 6 Zi zo CMaMGeDClIMSSIONS dee 6 200 FREIMOVE a PESO is if 2 3 4 Open SMALE TOMOS errors 7 SN TEE 7 2 4 1 Compose and send a new emall NNN 7 AA e ann te EE 11 2 4 3 Copy move and delete emal coccion arca EEN SEN Edge e de 13 ZA ACM td a ed 15 2 45 Re un ere Wale Attaciments sii la 16 E Attach tems to IM E A id A A tute tea 16 205 Calendar Usage alcoi 18 2 5 1 Create new appointment with invitations and free busy status oocccococonencnono o 18 2 5 2 Ac
68. n menu it is possible to view contacts from either a personal contacts folders or a Public contact folder Alternatively it is possible to search a folder using the search field positioned in the top left of the window Compose and send a new email Address Book Type Hame Show names from the da Global Address Book v Global Address Book lic Display Name Contacts e Alejandro Test Alejandrog unid zesin A Alex Alex Test Alexepuntdl test nl di exander exander Te exanderf untl ztestn A dl Al der Test Al derf ounitl ztest nl Ange Angel Test Angeleuntt ztest n Blake Blake Test Alakemounit zte t ni Caleb Caleb Test Calebr unitl ztest n Carlos Carlos Test CLarloscpuntl ztest n 3 ELL Figure 2 8 Address Book ce Since 6 30 0 it is possible to add company wide defined address lists in the Address Book Read the ZCP Administrator Manual for more details regarding address lists 2 4 1 1 Automatic email address suggestion When typing an email address or contact information in the TO CC or BCC fields the WebAccess automatically suggests names a feature often known as auto complete The suggestions are listed below the input field See Figure 2 9 Automatic Suggestions and a suggestion can be selected by both mouse or keyboard The suggestions are based on email addresses and contact information that have been used recently It is possible to delete an address from this list by mov
69. name Add subfolders of this folder Add immediate subfolders only gt Add all subfolders Cancel D 548 Figure 2 54 Add to favorite folder window 2 12 Rules Rules automatically perform actions on incoming messages based on certain criteria they can move copy delete or forward the message When a message is deliverd the rules are applied directly on the Zarafa Server so a user does not have to be logged in to execute the rules To create or edit rules first open the Rules dialog by clicking on the Rules button in the tool bar see Figure 2 55 Rules button This button only shows when a mail folder is opened vestore ems All folders Received Y pa a Ey Inbox Luis Test Figure 2 55 Rules button A dialog as shown in Figure 2 56 Rules overview dialog is presented In this dialog a user s rules can be created modified or deleted It is also possible to change the order in which the rules are applied To change the order of a rule select it and click the Up or Down button To disable a rule without deleting it click the checkbox in front of that rule Only checked rules will be executed upon the arrival of new mail After checking or unchecking rules click the Ok button to save the changes to the server 36 Rules The following rules have been defined Name Iw mail for development ssages from Michael New fi newsletter from zarafa Edit Delete je d
70. nd not items belonging to other users The owner of the mail box can always edit or delete all items in his her mail box regardless of the owner of the items It is possible to give administrative rights to users after which they have access to the entire Zarafa system These administrators have the ability to change the permissions on public folders and the folders of each user on the system Also every folder or item can be opened by an administrator 5 2 3 Adding or opening folders shared by other users To add shared folders of other users and to be able to write to or read from it the following steps should be executed 1 Click in Outlook on File and Open Shared Folders 60 Adding or removing complete stores of other Zarafa users FS outlook Today Microsoft Outlook Edit View Go Tools Actions Open Shared Folders Close All Items Folder Data File Management Figure 5 5 File menu 2 Choose in the dialog window the user and the type of folder to be opened then click OK Folder of other user E xl Username ll Foldertupe ll E Cancel Figure 5 6 User and folder selection If Inbox is chosen permanent then not only a folder will be opened but an extra mail box will be added in the folder list of Outlook This folder will appear in a separate Outlook window with the folders described as temporary It is only possible to read or write to this folder after the owner has
71. nt it only user A appears in the From field See the Administrator manual on how to grant Send As permissions to users E Untitled Message Rich Text gt File Edit Send Format Tools Actions Help 20 0813 4 amp Bootes aa 2 3 0 B Insert Previous Arial Next AJE Z u Siz SEE ele Bcc Field To E Options te Subject Figure 5 18 Show From field in new email O Due to security reasons the send as permission is only configurable by the administrator on the Zarfa server However this setting can always be overruled by the user itself and the old on behalf of permission can still be set by the user 70 Categorisation If the bounce message below is returned when sending an email on behalf of please contact the systems administrator You are not allowed to send as the given user Important Due to the introduction of the Send As permissions in Zarafa 6 20 the previous abilities to send on behalf of are reset when upgrading to version 6 20 or higher an administrator or the user who wants to delegate has to give the rights or permissions again Keep in mind that Send on Behalf permissions always overrules Send As permissions so a user can always choose not to let another user mis use send as permissions 5 13 Categorisation Since version 6 20 it is possible to categorise the items in Outlook by default categ
72. ok 9 Goto Tools if Outlook 2003 Options gt Security Tab gt Click Import Export gt Click Browse 10 Select the correct P12 file 11 Enter the previous password 12 Enter in the field Digital ID Name the email address for which the certificate is meant 13 Click button OK twice 5 10 2 Check encrypted email settings 1 Goto Tools gt Options gt Security tab gt click Settings 2 Check if the field Security settings Name contains the S MIME settings for the email address Change Security Settings E X Security Setting Preferences Security Settings Mame My 5 MIME Settings user zarafa com Cryptography Format SimIMe M Default Security Setting For this cryptographic message Format M Default Security Setting For all cryptographic messages Security Labels Mer Delete PassWord Certificates and Algorithms Signing Certificate C cert WoT User s Root CA ID 4 Choose Hash Algorithm ESO Encryption Certificate C cert WoT User s Root CA ID 4 Choose Encryption Algorithm Lane IM Send these certificates with signed messages oe Figure 5 15 Security Settings 5 10 3 Using the certificate After entering the certificate into Outlook it can be used to digitally sign outgoing emails or receive encrypted incoming emails When a new email or reply is opened two new icons will be present 4 the option to digitally sign messages and ER the op
73. oposals are shown on the Scheduling tab as well Meeting cp A Gs Elie iy J Cancel Invitati E eh nf e E ee LONE inthe LILET d j SN K a S y A SR 1 sel ke H W I v 8 Le k rt Ti wake bk Jang DY ml gl baang bf bag ns A A A bam dans kb ERAN KE ERAN EES AR EA RA IKEA DARASA ARAARA i E oi ii ad Gel Del ellen ARSE EN ch HE L D a A NE E en aas AATE get Wa aY ee get PAVANO a MT vate ee aaa tae n O A AO GE sagonsenSongongevassseonsoncoubaneoscessengponsonsanesncessel eet ener sl een EE e ees Er ee ts BAR ed dude added Zu EE a DAUNE ua W Ki Zb Proposed start date and De Proposed end date and me Duration Propose 11 09 2008 15 00 11 08 2008 15 30 30 minutes lt Current Meeting Time gt Zoom 1 day A _______________ ______ DO Du All Attendees Inge Test 9 JN uge Test E oes l End time 11 09 2008 M Busy amp Tentative M out of office E4 No Inform Figure 2 29 Scheduling FreeBusy 21 Chapter 2 Using the Zarafa WebAccess All Attendees Required Attendee A Optional Attendee Resource Room or Equipment dg AutoPick K Start time RS wa Figure 2 30 Meeting request 8 Colleagues can be added via the Add a name field 9 Attendees can be marked either as required or as optional It is also possible to schedule a resource like a room or a piece of equipment needed for that meeting Resources have to be created by
74. option is on by default Server connection timeout Depending on the connection quality it is possible to change the timeout to the zarafa server Default is 30 seconds 54 Public Folder Favourites 4 4 Public Folder Favourites To have a useful shortcut to the most used public folders use the Favourite folder that can be found under the public folders tree In order to add a folder to the Favourite folder right click on a public folder and select Add to Zarafa favourite folder In Outlook 2007 the Add to Favourites window will appear In Outlook 2003 the shortcut will be added directly in the favourites folder By default only the selected folder will be inserted in the favourite folder without its subfolders It is necessary to specify otherwise Fj Add to favorites Public folder name Favorite folder name Very Important Subfolders Add subfolders of this folder Add immediate subfolders only Add all subfolders Figure 4 2 Add to favorites window Office 2007 55 96 Chapter 5 Using Outlook The Zarafa Windows Client does not change the way one works with Outlook significantly However there are some extra features available to those using Outlook to connect with a Zarafa Server 5 1 Working offline After starting Outlook in Cached Zarafa mode or Detect at startup mode additional synchronisation features will be available in Outlook For instance the Synchronise button on the toolbar which sho
75. ories and by customized categories 5 13 1 Create a custom category in Outlook 2007 1 To create a custom category click on the Categorise button in the Outlook toolbar and choose All Categories 2 The Color Categories window will appear choose New to add a new category 3 The New Category window will appear fill in the name of the category choose a color to represent it and optionally a shortcut key 4 Click on OK and the new category will be automatically added to the available categories in the Color category window 1 Chapter 5 Using Outlook Color Categories X To assign Color Categories to the currently selected items use the checkboxes next to each category To edit a category select the category name and use the commands to the right C Green Category C Holiday 2 Orange Category F Purple Category F Red Category 11 1 Yellow Category Figure 5 19 Categorys in Outlook 2007 Add New Category Figure 5 20 Add category in Outlook 2007 5 13 2 Create a custom category in Outlook 2002 2003 1 Open a new mail and choose in the taskbar for options 2 Choose in this wndow message options for categories and then for Master category list 3 Type the name for the new category and add this with the Add button 4 After creating the category confirm with the OK buttons in the open windows 12 Categorise items and sort by category Message Options Message settings ECHT Master
76. ossible to combine the Sent to Contact or distributionlist and the Sent only to me criteria they can potentially contradict each other thereby rendering the rule useless Finally the action must be picked This speaks for itself When setting the move or copy action the destination folder must be specified by clicking on the underlined text 38 Settings When finished close the dialog by clicking the Ok button To save the rule the Rules overview dialog must also be closed by clicking Ok 2 13 Settings In the bottom right corner of the Zarafa WebAccess to the left of the log out link resides a settings link by which the Settings dialog can be opened The Settings dialog contains 6 tabs the follwing sections cover each of the tabs 2 13 1 The Preferences tab Ej Save a Close General Language English sl Color theme default sl New mail check timeout 5 minutes e Automatic logout After 60 minutes y Folder Options startup folder Last opened folder Number of tems to display per page 100 Iw Reading pane visible Figure 2 58 Settings Preferences e Language sets the default language for the WebAccess e Color theme pick one of silver white and the default blue e Automatic logout use this option to increase security and set the WebAccess to logout automatically if it goes unused for the specified amount of time Startup folder the folder that is displayed when logging in to the Web
77. pointments It is also possible to drag an appointment to the store of another user provided enough permissions are granted Simply move the mouse to another user s row and the red overlay will follow 2 7 9 Changing zoom level It is possible to quickly zoom in on the time line by changing the zoom level using the drop down menu see Figure 2 39 Zoomlevel in the top left corner of the Multi User Calendar This setting is not saved and will be reset to the default setting as set in the settings dialog next time the Multi User Calendar is opened i Multi User Calendar Arenas SiC a John Doe Figure 2 39 Zoomlevel 21 Chapter 2 Using the Zarafa WebAccess 2 7 10 Changing number of displayed days The number of days that are loaded in the time line and the number of days that are visible at the same time zoom level can be set from the settings dialog on the Calendar tab in the Multi User Calendar View section These settings will be used whenever the Multi User Calendar is opened 2 7 11 Browse time period The Previous Period and Next Period buttons on the tool bar at the top of the page see Figure 2 40 Buttons for changing time period are used to view the next of the previous time line period The Previous Day and Next Day buttons merely move the time line by a single day OS EAS Figure 2 40 Buttons for changing time period 2 8 Tasks In the task folder a to do list can be created and mana
78. r 1 Introduction The Zarafa Collaboration Platform ZCP combines the usability of Microsoft Outlook and Exchange with the stability and flexibility of a Linux server It features a rich web interface the Zarafa WebAccess and provides brilliant integration options with all sorts of clients including all most popular mobile platforms Most components of ZCP are open source licensed under the AGPLv3 can therefore be downloaded freely with ZCP s Community Edition Several closed source components exist most notably e the Zarafa Windows Client providing Outlook integration e the Zarafa BES Integration providing Blackberry Enterprise Server connectivity e the Zarafa ADS Plugin providing Active Directory integration and e the Zarafa Backup Tools These components together with several advanced features for large setups and hosters are only available in combination with a support agreement as part of ZCP s Commercial Editions Alternatively there is a wide selection of hosted ZCP offerings available This document the User Manual describes how to use ZCP from a user s view point 1 1 Scope of this document This manual is intended for users of the Zarafa Collaboration platform Users interact with this platform by several means e Microsoft Outlook and the Zarafa Windows Client e the Zarafa WebAccess our open source web based groupware solution and e various mobile platforms like BlackBerry Google Android Windows Mobi
79. s 1 Select the folder Calendar 18 Create new appointment with invitations and free busy status 2 Select the button New to create a new appointment A dialog as shown in Figure 2 26 New Appointment pops up Appointment ry aj odd Y WS e LA e nl m a salis JRecurrence i lin Invite A tten dees a A E Ar A AS di Bee si a EEN EC O A EEN SC Ce Appointment Scheduling Subject sales meeting Location Delft Label More ka Start time 06 10 2008 GM 14 30 LSC E End time 06 10 2008 Ee i500 L eminder minutes UEY us Busy Ke Remind 15 minut A Stat A Attachments Private C Figure 2 26 New Appointment 3 Insert a subject for the appointment and optinally a location 4 Select a start and end time for the appointment 5 Optional Enable the reminder option this will trigger a reminder pop up see Figure 2 27 Reminder dialog before the appointment starts The time interval between the reminder and the appointment is adjustable in the field next to the reminder option When it is time for the reminder to pop up the Zarafa WebAccess shows a list of these reminders with buttons to Open the item Dismiss the item Dismiss All items or to Snooze the reminders by a given time Pop ups need to be allowed by the browser to see reminder pop ups Often this needs the domain name of the Zarafa WebAccess to be whitelisted for pop ups in the browser 19 Chapter 2 Using the Zarafa WebAccess Reminders
80. s described in Section 5 1 2 Limitations of working offline SE Chapter 4 Configure Outlook using the Zarafa Windows Client 4 2 4 What is the best connection type to choose Table 4 1 Connection type options Type of user Zarafa profile type User that always works on the same fixed PC in the office User that uses roaming profiles and logs in on different fixed PC s in Online the office User that works with a fixed PC remote from a sub department over a Cached Zarafa Mode small bandwidth internet connection User with a laptop that is inside the office most of the time Detect at startup User with a laptop that is always out of the office Cached Zarafa Mode User that works on a Terminal Server 4 3 Advanced configuration Since version 6 20 two new settings are introduced in order to improve connection to the Zarafa server Zarafa Outlook Sharing Sc e General Connection Advanced Proxy IY Use provyserver Pros Server one Port 8080 Username fos HERE Connection Jh Use compression E Seconds Until Server Connection timeout Figure 4 1 Connection settings 4 3 1 Proxy settings If the zarafa server is only reachable via a proxy server it is possible to enter the information of the proxy server into the client settings 4 3 2 Other connection settings Two other connection settings are configurable Compression Uncheck this option if compression is not wanted This
81. self Click Next 8 Check the data and click Finish Now close the Account Settings window 19 Chapter 6 Configure Mail Clients with IMAP and POP3 9 Open the Inbox and type in your password to receive the folder structure from the Zarafa server 10 Re open the Account Settings window and select the Server Settings in the previously created account 11 Set the security to the desired level default is Never 12 Select Copies Folders in the account tree and set the correct foldernames for the IMAP server 13 Finally click OK and start using Zarafa with the IMAP protocol 6 1 2 Windows Mail This example is based on Windows Mail Outlook Express can be configured in a similar way The following example is for the IMAP protocol Setting up the POP3 protocol is practically the same skip steps 10 to 12 1 Goto Tools gt Accounts Tools Message Help Send and Receive Synchronize All Address Book Crrl ShiFt B Add Sender to Address Book Message Rules V IMAP Folders Accounts Options Figure 6 2 Tools dropdown menu 2 Click Add 3 Select Email Account and click Next 4 Enter the Display Name and click Next 5 Enter the Email Address and click Next 6 Select IMAP from the dropdown menu fill in the Zarafa server s hostname or IP address and the hostname or IP address of the outgoing mailserver 7 Optional check whether the outgoing server needs authentication and click Next
82. shared by other users ooococcccccococoncncncncocorononononanano 5 2 4 Adding or removing complete stores of other Zarafa user Bio EEN IA QUO dee eege Eege BAr RESONO Ree WR E EE Did EE lie EE DOs E e 92 QUO EE ASA Ee Ee EN EE EE E Ee LEET 5 10 Signing and encrypting Messages NNN 5 10 1 EE eer 5 10 2 Check encrypted email settings NNN 310 3 USING ee Te Deeks E EE Re A O eee 5 12 1 Send on behalf of permissions ococccccccccconononococononononononnnnnonononencnenincanananos Bd 7 2 2 SM AS dal 91 91 51 52 53 53 53 53 54 54 54 54 55 DL ege EE 71 5 13 1 Create a custom category in Outlook 2007 71 5 13 2 Create a custom category in Outlook 2002 2008 0o ococcocccocococcccononononononononononoss 72 5 13 3 Categorise items and sort by category ococococococococonoconononononenenenononeninnanananos 73 9 14 Mall expiration CALC seca ze tacit A Ai A ti ad 73 6 Configure Mail Clients with IMAP and POP3 75 6 1 elt ee ia te Ee etnicidad rico 15 A Mozia TING Ee EE 15 or VVINGOWS Mall ceo 76 7 Configure Calendar Clients using CalDAV and iCal 77 EH MacOS KIC al CNG eis tis sh Samed dan a teehee 78 T2 SUMING GIGI GUIA Cee tetas orks nia 80 E Ee VONMUON CIEN alle E Ce EE 81 8 Configure Mobile Platforms 83 LR IN genee EE 83 8 2 Seting up a Mobile device coi es 83 8 2 1 ActiveSync based CONTIQUIATION NNN 83 82 24 IP NONE Dased Meel Let e ta WEE 85 vii vill Chapte
83. st option Extra server types and click Next gt choose Zarafa 6 Server gt click Next51 Chapter 4 Configure Outlook using the Zarafa Windows Client 3 The window shown on the right will appear 4 Fill in the address or host name of the server in the Server field 5 Optionally choose HTTPS connections where available 6 Fill in the login data of the user in the Username and Password fields 7 Choose the connection type there are 3 different possibilities e Online e Cached Zarafa mode e Detect at Startup L Fromm More information on the three connection types can be found in Section 4 2 Outlook connection type 8 Choose OK a couple of times to close the windows 4 1 1 2 Instructions for Outlook 2007 and higher 1 Goto Control Panel gt Mail gt Show Profiles 2 Click on Add and fill in a title for example Zarafa Click OK 3 Select the option Manually configure server settings or additional server types and click on Next 4 Select Other and choose Zarafa Server and click Next 5 Fill in the address or host name of the server in the Server field 6 Optionally choose HTTPS connections where available 7 Fill in the logon data of the user in the Username and Password fields 8 Click Ok The personal folders of this user and the public folders will appear as store in Outlook after adding the server in this way 9 Click Finish to finalise the profile Soy important
84. t and the auto responder can be activated or deactivated The first time Outlook is restarted it will produce a pop up asking if the auto respond message should be disabled again This message is the same as the one that can be set with the Webaccess 5 8 Rules Select the Inbox folder for which a rule needs to be created and click in the menu of Outlook on Tools and select Rules and Alerts Here it is possible to create rules which are processed on the server when a new email arrives 65 Chapter 5 Using Outlook A Ti SN DA e H z CH Ke N Which condition s do you want to check Step 1 Select condition s with specific words in the subject From people or distribution list through the specified account sent only bo me where my name is in the To box marked as importance marked as sensitivity Flagged For action _ where my name is in the Cc box where my name is in the To or Cc box where my name is not in the To box _ sent to people or distribution list Step 2 Edit the rule description click an underlined value Apply this rule after the message arrives with SPAM in the subject and on this machine only move it to the Ongewenste E mail Folder Figure 5 13 Rules wizard There are certain limits to the types of rules that can be made The condition of the rule can be in any form When using Outlook 2003 or 2007 any rule created will automatica
85. t org 5 10 1 1 Certificates via AD The company s AD is configured to act as a CA 1 Open Internet Explorer 2 Goto the following URL http lt domainserver gt servcrt If the URL is different ask the systems administrator for the correct URL 3 Click on Request a certificate and on the next page on User Certificate to generate a certificate 4 The certificate will be placed into Outlook automatically 5 10 1 2 Certificates via an independent CA 1 Goto the site of the CA 2 Register the email address and create a certificate 3 Use Firefox to retrieve the certificate 4 In Firefox go to Tools gt Options gt Tab Advanced gt tab Encryption gt button View Certificates Certificate Manager E SE E SE Op Your Certificates People Servers Authorities others You have certificates From these organizations that identify you Certificate Name Security Device Serial Number Expires On BI Root CA CAcert WoT User State Securit 05 05 04 2008 10 22 C cert WoT User Software Securit 05 04 83 2008 10 22 C cert Wo User Software Securit 05 03 46 0065 10 21 C cert WoT User Software Securit O4 FO 07 2008 10 05 View Backup Backup All Import Delete Figure 5 14 Certificate Manager 5 Select the correct Certificate and Click Backup 6 Enter a password 67 Chapter 5 Using Outlook 7 Save the certificate as a PKCS12 file 8 Open Outlo
86. tiXProtocolsimailtoiDefaultlIcon windir zarafa ico HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell open HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell open Xcommand rundl132 exe url dll FileProtocolHandler http lt ZARAFA_WEBACCESS_ADDRESS gt index php action mailtogto 1 HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client shell HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Clientishelllopen Zarafa Web Client HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client shell open command rundl132 exe url dl11 FileProtocolHandler http lt ZARAFA_WEBACCESS_ADDRESS gt index php action mailtog8eto 1 HKEY_CURRENT_USER Software Classes mailto EditFlags hex 02 00 00 00 URL Protocol URL MailTo Protocol HKEY_CURRENT_USER Software Classes mailto DefaultiIcon windir zarafa ico HKEY_CURRENT_USER Software Classes mailto shell HKEY_CURRENT_USER Software Classes mailto shell open HKEY_CURRENT_USER Software Classes mailto shell open command rundl132 exe url dl11 FileProtocolHandler http lt ZARAFA_WEBACCESS_ADDRESS gt index php action mailto to 1 2 15 2 1 Installing the reg file 1 2 Open a text editor like Notepad Insert the desired registry key where lt ZARAFA_WE
87. tion to encrypt the message contents and attachments 5 11 Fax Feature Since version 6 20 it is possible to send fax through Outlook 2003 2007 and a third party software such as Hylafax 68 Delegation In order to send a fax 1 Open the new e mail window by clicking the File menu selecting New and Mail Message 2 Goto Options Format and choose Plain Text 3 Fill in the To field with the following syntax fax lt fax number gt where lt fax number gt is replaced with the actual phone number of the fax machine 4 Fill in the From and Subject fields as they will appear in the fax cover 5 Enter the mail body as for a normal mail message 6 Click Send AE Untitled Message Plain Text X Message BL Colors s mA ais Request a Delivery Receipt _ ie A Fonts S D KS ie a x p hemes age i se Voting m p ave 5ent Delay ire i Effects Color Aa Rich Text Buttons SE Item Delivery Replies To Themes Format More Options E Tracking Plain Text Format this message as plain text Plain text can be read by everyone but contains no formatting Figure 5 16 New fax item To be able to send fax messages an administrator needs to install software or adjust settings on the server Additional information for administrators can be found on the wiki article Fax server integration 5 12 Delegation Since Zarafa 6 20 two kinds of delegation
88. tool bar Emails can be send directly to contacts by the right mouse button context menu option Email Message The letters at right side of the contact view allow users to quicky move through the contact list ten Xx 3 amp Ecards Gust Folder list Contacts Au gE i nm aan rE A S d Ge wb e C A 3 CES inbox Alex Test Charly Peterson CA Calendar Work SSS a jra ES Contacts Email GE Deleted items 5 IBM Dear John 3 Drafta Work SS LTE D 3 inbox 2 SS AS ey Lowernal Figure 2 45 Contacts 2 9 1 Create new contact A new contact is created with the New button in the tool bar when the viewing the Contacts folder The New Contact dialog is then shown allowing a user to fill in all the information about a contact before it is saved with the Save button With the option Private in lower right corner of the New Contact dialog the contact can be hidden from colleagues that have access to that Contacts folder 31 Chapter 2 Using the Zarafa WebAccess 2 9 2 Detalled Contacts Since ZCP version 6 30 the WebAccess provides a detailed dialog for contacts as shown in Figure 2 46 Details of a contact G 1 TI i KAKAO AARM AAA A A A A A Le SE Ke chem SC dal 9 ME CMN TT TO TT D TC TTT TC OTA A ENEE LENA ES ALAN ENEE NNN ERR REN NS NG GL Ke ek KE EE Coma La Function Display Mame Company Eo a Webpage File as SENS el IM Address cts ihc _ 22
89. will occur some time after the appointment was saved or when Outlook is closed Other users will not directly see this change in their Free Busy overview 63 Chapter 5 Using Outlook When an appointment is created it is possible to invite other people If other users are added the overview will be updated to show the Free Busy times of the user making it easy for the organizer to plan the new appointment To use the Free Busy times the Public Store on the Zarafa server must be available All the Free Busy times will be stored in an invisible folder in the Public Store If a user did not yet login with Outlook or Webaccess and did not create an item in the calendar the Free Busy times will not be available 5 6 Resources With the resource feature the availibility or scheduling of meeting rooms beamers cars or other objects with limited availability in the company is made easy Resources are allocated through meeting requests The following steps show how to allocate a resource 1 Create a new appointment in Outlook 2 Open the Scheduling tab Le 5 F j a Untitled Meeting Be ZS geng N o a cool eS Recurrence Cancel Invitatior E P Script Editor O Application 7 Inspector E tditor E Appointment Scheduling Zoom 100 Day View Wednesday September 19 2007 i 9 00 10 00 11 00 12 00 i E E aok Wen E Add Others w Options v Meeting start t
90. ws a progressbar during the synchronisation E Inbox Microsoft Outlook 3 File Edit Mew Go Tools Actions E Configure 18 Synchronizing Favorite Folders L Inbox Figure 5 1 Synchronisation plugin buttons The synchronisation time can be scheduled by using the configure button When synchronisation is started for the first time the Global Address Book will be synchronysed first After the Global Address Book has been synchronised the Inbox will be synchronised The most recent emails will be synchronised first During the initial synchronisation new email will not be received New email will be retrieved after the first synchronisation is finished or after Outlook is restarted during the sync Sending new email during synchronisation however will be done immediately 5 1 1 Sending email during offline use When email is sent during offline use the email will be kept in the Outbox To send the email when the connection to the server has been reinstated the Send Recelve button has to be selected This action can be scheduled by configuring the Send amp Receive settings 57 Chapter 5 Using Outlook Send Receive Groups 4 Send Receive group contains a collection of Outlook accounts and Folders You can specify the tasks that will be performed on the group during a send receive Group Mame Send Receive when All Accounts Online and Offline REESEN Setting For group All Accounts
91. z 0 59 O Figure 2 5 Folder Permissions 2 3 1 Add a person Click on the Add button under the Permissions tab When the Address Book pops up select the person to give permissions to and click Ok This contact will then be added to the permissions list Please note that this persons permissions must be changed As by default the dialog grants no additional permissions Click Ok to save and close the permissions window 2 3 2 Change permissions Click on the person whose permission needs to be changed Remove a person Now the permissions can be manually set in the bottom part of the permissions window or one of the preset profiles can be selected from the Profile drop down menu Click Ok to save and close the permissions window 2 3 3 Remove a person e Click on the person who needs to be removed from the list e Click on the Remove button e Click Ok to save and close the permissions window 2 3 4 Open shared folders To open shared folders from the Zarafa WebAccess click the Open shared folder link at the bottom of the folder list A window as shown in Figure 2 6 Open Shared Folder will be presented Open Shared Folders name 1 All folders inex Figure 2 6 Open Shared Folder From the dialog shown in Figure 2 6 Open Shared Folder it is possible to either open a single folder for example the calendar folder or open a complete folder list of a specific user The opened folders

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