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Zarafa Collaboration Platform

1. 97 Chapter 5 Using Outlook 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 12 Categorisation Since version 6 20 it is possible to categorise the items in Outlook by default categories and by customized categories 5 12 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 98 Create a custom category in Outlook 2000 2003 Color Categories SEN To assign Color Categories to the currently selected items use the checkboxes n
2. 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 112 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 FE 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 iPhone based configuration ActiveSync er Tye Edit Server Settings GA User name USE Save password 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 Calen
3. Click Ok to save and close the permissions window 3 3 2 Change permissions in WebApp Click on the person whose permission needs to be changed 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 3 3 3 Remove a person in WebApp 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 3 3 4 Open shared folders in WebApp To open shared folders from the Zarafa WebApp click the Open shared folder link at the bottom of the folder list A window as shown in Figure 3 5 Open Shared Folder will be presented 52 Email in WebApp Open Shared Folders x Name E Sara Tancredi Folder type Inbox Show subfolders OK Cancel Figure 3 5 Open Shared Folder From the dialog shown in Figure 3 5 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 are stored in the users WebApp profile so the next time the user tries to login to the WebApp the opened folders are directly available To close an opened folder use the Close store option in the right mouse button menu 3 4 Email in WebApp 3 4 1 Compose and send a new email in WebApp 1
4. en PS folders Open Multi User Calendar W i 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 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 Byes ae A Ioj x User group Groups Users Sales rep Executives PR Jane Doe John Doe Ok Cancel a Done ry 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
5. Ea 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 detined Name Iw mail for development sages from Michael New Iw newsletter from zarafa Edit Delete Iw delete all mail fram Simon i private mail Ok 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 AddiEdit 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
6. cccccececeeceeeeeeeeeseseseeeeeeeeeeeeeeeeass 43 2 15 Advanced Zarafa WebAccess configurations cc ccecececeeeeeeeeceeeeeseeeeeseeeeeeeeeeeeeeeeass 44 2 15 1 Zarafa WebAccess as default mail dent 44 Ee ele Se ahaha oe sas Saas EE 45 2 oo let ae sisec ice cnesestnty asi A T sticninha turaeadanag 46 2 15 4 Adding Zarafa WebAccess as mailto handler in Firefox cccceeceeeeeeeeeeeeees 47 ZO TEE alan ebrmantel 48 Vdd Wo ied Wie cl ee EE 48 3 Using the Zarafa WebApp 49 Sadi Basics In WWEDADD sretna n See Ree Eege eine mete 49 3 2 Managing TOIGers I WeDAPD NEE 50 SG DN PRAUNG IA WEDADD E 51 3 2 2 Resizing panes in WebApp cccccccccccecececececesecececesecececeeeeseaeaeaeaeeesesesesees 51 3 2 3 Empty deleted items folder in WebApp cccccccececececeseceseseseseeeeeeeeenaeaeans 51 3 2 4 Marking all messages in a folder as read mWeb nnp 51 3 25 PFODETICS II WEDADD ee See 51 3 3 Access to folders and calendars for other users in WebApp 52 3 0 1 Aad a person AM WebAPP AE eee a ei ald ee eee 52 3 3 2 Change permissions IN WebApp cecececeececececesecesesecesesecececeeeeeeenerenanaes 52 3 3 3 Remove a Person IN WebApp NNN 52 3 3 4 Open shared folders in WebApp cccceccceceeeececeeeeeeeeeseseseseeeeeceeeeeeenanaeaes 52 SA Fetal My VV CAD EE 53 3 4 1 Compose and send a new email in Web np cece ecececeeeeeeeeeeeeeeeeaeaeaeaees 53 3 4 2 Copy
7. Select the button New in the left corner This will show a dialog like Figure 3 6 Create Mail Figure 3 6 Create Mail Attachments can be added to the email by selecting the Attachment button or the Paperclip icon Email can be saved by selecting the Floppy disk icon After a email is saved it is stored in the Drafts folder To set a flag that marks the email as important or high priority click on the exclamation mark icon or the cog symbol 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 To show the BCC field clock on the recipients field top button SE Chapter 3 Using the Zarafa WebApp 7 The internal users are shown by default unless otherwise selected in Settings in the Address Book see Figure 3 7 Address Book By using the Show names from the drop down 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 Figure 3 7 Address Book 3 4 1 1 Automatic email address suggestion in WebApp When typing an email address or contact information in the TO CC or BCC fields the WebApp automatically suggests names a feature often known as auto complete The suggestions are listed below the input field S
8. Zarafa Web Client HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client DefaultIcon 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 command rund1132 exe url dll FileProtocolHandler http lt ZARAFA_WEBACCESS_ADDRESS gt index php action mailto amp to L 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 rund1l132 exe url dll FileProtocolHandler http lt ZARAFA_WEBACCESS_ ADDRESS gt index php action mailto amp to L 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_MA
9. 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 I Chapter 3 Using the Zarafa WebApp Phone Numbers Figure 3 34 Cascade menu to choose the phone type 12 Distribution Lists in WebApp 3 10 Distribution Lists in WebApp 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 mail addresses will be placed in the chosen header field 3 10 1 Creating new distribution lists in WebApp 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 3 35 New Distribution list window will open Marketing department x SU s Le embers Tass Name Marketing department Select Members Add New Remove Name E mail Address KS John Test John Figure 3 35 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 13 Chapter 3 Using the Zarafa WebApp New e mail address x Name E mail
10. 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 ZiPiPostal code 2524HT Country Region Netherlands Wl Show this again when address is incomplete or unclear Ok Jl Game 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 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 S Function Business Fax Company Callback File as Car Phone numbers Business Smp Hames Heme Business Fax IEN Home 2 eee Mobile B Home Fax Addresses ISDN Business II Mobile Other C Use this address for mauling Oiher Fax Pager Attachments
11. My SIMIME Settings user zarara com ll Cryptography Format S MIME M Default Security Setting For this cryptographic message Format M Default Security Setting For all cryptographic messages Security Labels Mew Delete Password Certificates and Algorithms Signing Certificate cacert WoT User s boot CA ID 4 Choose Hash Algorithm ES Encryption Certificate cacert WoT User s Rook CA ID 4 Choose Encryption Algorithm Lane IM Send these certificates with signed messages oe Figure 5 15 Security Settings 5 9 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 option to encrypt the message contents and attachments 5 10 Fax Feature Since version 6 20 it is possible to send fax through Outlook 2003 2007 and a third party software such as Hylafax 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 Fillin the From and Subject fields as they will appear in the fax cover 5 Enter the mai
12. 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 last option Extra server types and click Next gt choose Zarafa 6 Server gt click Next77 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 ES Note More information on the three connection types can be found in Section 4 2 Outlook connection type Outlook XP only has the Online type to select 8 Choose OK acouple of times to close the windows 4 1 1 2 Instructions for Outlook 2000 1 Create a new mail profile Outlook 2000 2 Goto Control Panel gt Mail 3 Choose a profile name for example Zarafa and click Next 4 Click Add gt Zarafa Server gt OK in this window 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 Now click Add gt Outlook address book gt OK 9 Click OK
13. E Copy to folder E Delete the message a Forward to bai 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 possible 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
14. move and delete email in WebApp ssnsnnsrssnrsrsrrsrrsrrsrrnrrnrrrrerrsrrsrrsrrsrnne 55 SS elle e Bi WE ei WEE 58 3 4 4 Downloading Attachments in WebApp sssssssssrssrerrsrrsrrsrrnrrnrrrrerrerrsrrsrrsrrsrnnne 59 3 0 Calendar Usage IN WeEDADD ege Ee 59 3 5 1 Create new appointment with invitations and free busy status in WebApp 59 3 5 2 Accept a meeting Invitation IN WebApp cccccececeeeeeeeeeeeeeeeeeeaeaeeeeeseseseneees 63 3 6 Multiple calendar Views IN Wenn NNN 63 3 6 1 Move delete appointment IN WebApp ccccccececeeeeeeeeeeeeeeeeeeaeeeeeseeeseeesenenes 64 3 7 Multiple calendars in WebApp cccccecececeeeecececesesecesesecesecececeeeeeeeeaeaeaeaeeesesesesess 64 3 7 1 Create or delete an appointment in WebApp s ssssrssrerrsrrsrrsrrerrrrerrerrsrrsrrsrrene 64 3 7 2 Moving appointments IN WebApp cccecececceceeececeseceseseceseceseeeteeeeenenaeanans 65 3 7 3 Changing number of displayed days in Web nnp 66 3 7 4 Browse time period IN WebApp ccccceccccececececeseseseceseceseceseeeeeeeeeeseananans 66 SiO Ke VVCDADD WEE EE 66 DOs lid TASKS WIG WS imaa sleet Ee See 67 29 COMlACIS IM EEN eeben 68 3 9 1 Create new Contact In WEDADD get ee ee ea 68 3 9 2 Detailed Contacts in WebApp ccccecececeeeecececeeeeeseeeeeseseseseseseeeeeeseerananans 68 3 10 Distrip tiorn Lists in WeDApp lt siccscato it let a eaaa sh t
15. 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 moving 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 nd amp ikl Be g amp A Goerel Ta johr IT OCC Subjact i oi 10 at ef 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
16. AER EE RERERERERESEEK ACEN EE EE EE EE EE e SASSEL SANLIMAN EAM IMN SIIMAN IIM tr P See ee AE EE EE ee E REEL E AE RER EE E RE RE AE RER ee AE AER EE eee EE REEL EE AER ER EE EA EE ag sueseneesss TESA EES EELER BEER EES EAR REESEN EELE ELLE EELE EEEL EEEL EEEL EL LETEL E BEES BEE EBEN EEEL EL EE EES TEELT ELELEE 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 the 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 Xx 8 amp amp
17. ATI Search in Calendar A Cl HR RS x EA i T 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 O 5 Chapter 3 Using the Zarafa WebApp 3 7 3 Changing number of displayed days in WebApp 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 settings section These settings will be used whenever the Multi User Layover Calendar is opened 3 7 4 Browse time period in WebApp The Previous Period and Next Period buttons on the tool bar at the top of the page see Figure 3 25 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 Calendar Contaci 13 14 15 20 21 2 Figure 3 25 Buttons for changing time period 3 8 Tasks in WebApp In the task folder a to do list can be created and managed 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 3 26 New task window 66 Tasks views Create Task x Bse amp g F 5 Task Detais Subject Start t
18. Attachments Primary Radio Telex Contacts TTY TDD 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 Member Notes Mame Sales colleagues E Mame E mail Lucas uniti ztest nl Lukeuniti ztest nl 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 New 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 Publ
19. Betaling ontvangen Wed 05 02 07 17 48 08 Skb Vv 8 inbox The VMware Team VMworld Save the Date September 11 13 Wed 05 02 07 10 15 05 K ei Journal l STARTREK COM TNG at 20 Star Trek convention news Doohan memorial and mor Tue 05 01 07 20 04 17 VK EN Junk E mail A service biqdennis com Koninginnedag en BigDennis com viert mee Sat 04 26 07 14 10 04 T Ta A Fri 04 27 07 08 31 26 S 2 Outbox Q Dit wil jij toch ook Thu 04 26 07 11 46 33 E Sent tems Q Nieuw TOMTOM One XL Wed 04 25 07 13 43 51 VK d Tans 62 Microsoft Microsoft MSDN nieuwsbriet Wed 04 2507 12 53 34 95kb Ki y Trash flaael IT EO Miann an all inal Vaan minbamal Tin MAMA AT AA An E alt vr 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 S Zarafa Webacces 5 New X 25 Sy g Reply Gl Reply All si Forward dA Search Folder list Inbox All folders Search Subject or Sender tor startrek Search Clear B ES inbox e D amp From Subject Received Size 2 EEN STARTREK COM TNG at 20 Star Trek convention
20. Folder Add to TEE Fulders Process Al Marked Headers Process Marked Headers Open Outlook Data File Close Inbox Robbert Monna Properties For Inbox Robbert Monna e 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 5 3 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 88 Free Busy updates Ei Recover Deleted Items E Biel x DE C Folders iesire ege Messages Deleted On Be BE 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
21. Je vs KE KKK KSE nai Bh Bae BM Bt an KK i ES Bey Bs Paty Ba a hfe Boake en fe in hf Be CT feu Bae By pe Bee Be E te Bare BLL hae ie Bn fae BA te Saha A A T E EA Me A Rae Ane Bete Bee BAe A a Se A oS ST IL te Spr Een ett te D HSC e ee H a a Meet WE NENNEN ENEE E ee EE ER Sos ee Subject Inline image Attachments F B Z U abe CIA Format Normal as es Font E Size Lek u Si E E al E 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 mage properties 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 aC 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 Conte
22. TAU OGUCIION EE 111 8 2 Setting up a mobile device tee elas soe ceed ha esd esa Lahde En 111 8 2 1 ActiveSync based configuration DEEN 111 S 2 2IP NONE EE EE EEGEN iene de wcshe edo 113 vill Chapter 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 sever
23. a Mail Display Name Michael Scofield dm Signatures E mail m scofield zarafa com Out of Office Assistant F9 Calendar oa Language Nederlands v Advanced Apply Discard Figure 3 37 Settings Preferences 14 The mail tab in WebApp e Language sets the default language for the WebApp 3 12 2 The mail tab in WebApp You are logged on as Michael Scofield Settings SS Ba C gt e Genera General mail settings Favorite settings gel Out of Office Assistant ES Calendar Compose mail settings vi Advanced Compose mail in this format HTML v Always request a read receipt E Always show BCC Incoming mail How to respond to requests for read receipts Always send a response Never send a response S Ask me before sending a response a Signatures Signature for new messages lt None gt No signatures configured Signature for replies and forwards lt None gt Apply Discard Figure 3 38 Settings Compose mail e Compose mail in this format composing new mails as Plain text or HTML rich formatting e Always request a read receipt turn this on to automatically request read receipts e Edit signatures using the signature dialog from where signatures for new mails or replies and forwards are managed See Figure 3 39 HTML signature 15 Chapter 3 Using the Zarafa WebApp Favorite settings General gm Signatures gh Signature
24. address Ok Cancel Figure 3 36 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 3 11 Public Folder Favourites in WebApp 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 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 Add to favorite folder window Image images WA7_FavoriteFolderAdd png Add to favorite folder dialog align center 3 12 Settings in WebApp In the top right corner of the Zarafa WebApp to the left of the log out link resides a settings link by which the Settings dialog can be opened The Settings dialog contains tabs for each context the following sections cover each of the tabs 3 12 1 The General tab in WebApp Mail Calendar Contact ask Note You are logged on as Michael Scofield Settings Logout SS mC seen Account information Michael Scofield Favorite settings
25. 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 ie Atal pk pe ee EE Y EE E ER EE eT Re Cre Be ee NEE E SC E E E AS e E EEN ON D ee veer ae ERISA Cal IPA ITIP THIET HIP THIER TIENT HEPA ELPA TIT IE NTT HEPA THLE ATI TE NTT HEPAT ER TIENT ATEA HTEO PAEA Sear OEE Lea eel Ale Eesen DE st ia i 7 a LE e seng B Ce he Sei eE 8 Options EE Eee ar etn a PPO POR OE Rin A a ET PTET EEN CC BCC Subject Inline image Attachments i Vater lilies jpg 82kb KN ISL NI B Z U de x i IS gt Format Normal Fort Size vii 4d 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 as Al WOU n Ba KE AAR NEE ee ee Ba 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
26. are separate from those set in the WebAccess It is neccesary to set the signature in both clients separately 92 Signing and encrypting messages 5 9 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 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 9 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 cacert org 5 9 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 servecrt 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 9 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 certific
27. list and select the items need which to be attached 17 Chapter 2 Using the Zarafa WebAccess Create E Mail mm NG a ttermattached zs Attachment S ad 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 status 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 elk Pair 4 WS Vi LA e nl H e ge JRecurrence i lin Invite A tten gees a A E Ar rm ei pe ii are si a EEN EC SE TR es EEN SC Ce Appointment Scheduling Subject sales meeting Location Delft Label More w Start time 06 10 2008 GM 14 30 LSC EEGENEN End time 06 10 2008 Ee i500 L eminder minutes UEY us Busy Ke Remind 15 minut A Get 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
28. lt Lucastunit ztest nl Subject sales meeting Location Delft Labet Mone ka Start time SIE E End time 06 10 2008 2008 m o am L F Reminder 15 mintes Busy Status Busy e Attachments J a Day Event 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 proposals are shown on the Scheduling tab as well Meeting cp A Gs EIER iy J Cancel Inwitati E eh nf z E ee et EEI inthe LILET d j SN K a S y A SR 1 an ke Seen eee is k ke Ti wake bk Jang DY ml gl baang bf bag ns DAANAN ie ene bam dans kb ERAN KE ERAN EES R ASEABARKSEAEARESRRE RSE ARA IKEA DARASA ARAARA i le she bes ee Gel Del are ARSE Se ch Tee L Fit eo a kd Se et E en ken e Ne e ER EN E ee aaa tae n EE EEE baa bas 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 09 2008 15 30 30 minutes lt Current Meeting Time gt Zoom 1day RN oo Du All Attendees Inge Test 9 JN
29. or by right clicking on it and choosing the Open option which presents a dialog where the new date and time can be set 3 6 1 2 Delete appointment in WebApp 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 3 7 Multiple calendars in WebApp WebApp offers the ability to open multiple calendars in a single overview The calendars can be opened side by side or in an overlay to see the calendars transparent stacked on each other see Figure 3 23 Multi User Layover Calendar By default the calendars are opened side by side Select the other calendars you wish to open in the calendar list on the left or open one from another user using the Open shared calendar button By using the arrow keys on top of the calendars the calendars can be placed in the stacked overlay rafa Mail Calendar BR Ra C A Calendars M T W T F S S zB 4 5 6 7 8 9 10 U 2 13 14 15 16 17 18 19 2 21 2 23 24 235 2 2 28 29 30 My Calendars Show all folders 0O oy Calendar Calendar of Kyle Test ey Private Calendar public met space in Public Folders publicnospace in Public Folders a FES in Public Folders 4 EI gt Open Shared Calendars Figure 3 23 Multi User Layover Calendar 3 7 1 Create or delete an appointment in Web
30. 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 ddress 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 Fillin 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 itself Click Next 8 Check the data and click Finish Now close the Account Settings window 103 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 amp 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
31. tabs the follwing sections cover each of the tabs 2 13 1 The Preferences tab 5 Save Gi Close General Language Engish sl Color theme defaut sl New mail check timeout 5 minutes sl Automatic logout After 60 minutes sl 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 WebAccess 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 advanc
32. tem Click Snooze to be reminded again in gt minutes bi Snooze Figure 3 17 Reminder dialog Using the button Invite Attendees one can send a meeting request as shown in Figure 3 18 Meeting request To add attendees simply add their email addresses 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 Meeting request x zj Send E T 2 fa Recurrence Cancel invitation J TD i Appointment To S Sara Tancredi Subject Have a meeting Location Yard Label None w Start time 29 03 2012 e 17 30 C Al Day Event End time 29 03 2012 18 00 Reminder 15 minutes we Busy Status Busy v Attachments A meetup to place the body would be inline M Figure 3 18 Meeting request By opening the tab Scheduling the free busy times for multiple people are shown see Figure 3 19 Scheduling FreeBusy On this tab colleagues can be invited Add a name an 61 Chapter 3 Using the Zarafa WebApp 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 proposals are shown on the Scheduling tab as well Meeting request x zJsend EB M 2 CH Recurrence Can
33. 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 Th work meeting 17 minutes overdue A Diss Sue EE 5 minutes VM 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 Claus L t P Recurrence IT ZrConcel invitation 2 4 Appointment H Lucas Test
34. uge Test Bee l End time 11 09 2008 BW 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 ON Optional Attendee E 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 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 E 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 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 t
35. 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 B Next Day Next Period Goad Group Add User P Remove user entnte srat Aet tetet Mte State Setet Wetere etat State Stet Atete seen Steta ete eet et Bret Mtata Met State Stet tenet etat ttar tia Meeting with custi Meeting customer Meeting take tollon SE Mark Hotel Company Company The oftice The 09 00 12 00 10900 10 00 40200 14 00 47 30 18 00 fos 00 Sales niesting Conference can Meet with CEO ka A Office The Office bm 12 GI 10 00 11200 14 30 15 30 9 dk Meet with associat fe Company 14 00 15 00 U Figure 2 37 Free busy information for all attendees 2 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
36. 07 Wednesday September 19 2007 10 00 11 00 12 00 1 00 d 9 00 10 00 11 00 12 00 EE 4 AutoPick Next gt gt Meeting end time Tue 9 18 2007 W susy BR Tentative ME Outof Office N 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 AoE re E ol E rleoutred Attendee D Optional Attendee A Resource Room or Equipment Figure 5 11 Select the option Resource 5 Add the other attendees that will attend the meeting 6 Select a free timeslot via the freebusy times and send the meeting to the attendees 7 If the resource is available in this timeslot a pop up will show that the resource is successfully booked Resources Booked The resources for the meeting were successfully A booked Please do not show me this dialog again Figure 5 12 Pop up after the resource is successfully booked 8 If the resource is unavailable a different free timeslot needs to be selected 90 Out of Office Assistant ce 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 6 Out of Office Assistant 1 Make sure the currently opened folder belongs to the store for which an auto respond mess
37. 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 KS Sey Le A d C H ah a f ai sl He Option bas oil Attach items to mail Fron ah subject 2 Calendar 3 Deleted tems BJ U abe x 2 Dratts Ga ga Journal S Junk E mail 7 3 wgempesg Format Normal thanks Shyam Select from 3 Es B G AR J amp Task Request dddddd test testing it should move to cas A 7 sD FW to ewer 1 FW to ewer 1 to ever 1 tr amp Undelivered Mail Returned to Sender Figure 2 24 Attach Item Dialog Items column in the message list Iq d Page Fri 09 07 2010 19 23 Tue 22 06 2010 19 04 Tue 23 03 2010 15 51 Tue 23 03 2010 11 25 Tue 23 03 2010 11 18 Wed 14 07 2010 18 39 Fri 16 04 2010 11 47 Fri 16 04 2010 11 44 Mon 03 05 2010 19 10 Tue 13 07 2010 18 06 D Insert As k Cancel O Text Only Gi Attachment BM Attach Items 9of1 bbl 6kb v al 3kb ka kb Ka 230kb Ka 230kb Ka 2kb Ka 3kb Y 8 4kb lies 2kb ee 10kb IK wi It s possible to quickly forward e mail messages as attachments Right click the Forward 2 Browse through the message
38. 3 2 Managing folders in WebApp 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 3 3 The context menu of a folder 50 Printing in WebApp 3 Inbox Michael Scofield Dm Deleted Items 9 e Dratts 1 ga htmleul e S E ES Ope Eb New Folder FS GA Mark All Messages Read cor Figure 3 3 The context menu of a folder It is not possible to delete move or rename default folders like Inbox Calendar and Contacts 3 2 1 Printing in WebApp It is possible to print emails appointments tasks and contacts from the WebApp Simply use the Print button from the dialog after the item is opened By using the print button in the main toolbar a calendar overview in 5 days or 7 days and an overview of the task list can be printed 3 2 2 Resizing panes in WebApp Just like in Outlook it is possible to resize the panes in the WebApp 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 3 2 3 Empty deleted items folder in WebApp The Deleted Items folder can be emptied by using the right mouse button and selecting option Empty folder from 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 Ju
39. 4 5 2 2 Sharing of folders setting Derissions 85 5 2 3 Adding or opening folders shared by other users cccc eee ec eee eeeeeeeeeeeeeeaeaes 86 5 2 4 Adding or removing complete stores of other Zarafa user 87 5 3 RESIONNG ele WR GINS sene a Ree eset 88 Aa PICS BUSY UDO Ale Sits as EE 89 E O SO UG EE 89 5 6 OUt O OMGE ASSISTAN EE 91 5 6 1 Out of Office settings for Other USES eer e a a a s 91 Se EE 91 Os SIG Mates eae EE 92 5 9 Signing and encrypting messages NN 93 DL REMOVING EE ENEE a a a a 93 5 9 2 Check encrypted email settings NNN 94 E USING MECE CALC E 95 SLO FX FEAU EE 95 BAT ID CICG GUO EE 96 5 11 1 Send on behalf of PErmMiSSIONS NNN 96 Ee EE 97 5 12 Categorisation enee ee 98 5 12 1 Create a custom category in Outlook 2007 98 5 12 2 Create a custom category in Outlook 2000 2008 cece ccc ec ec ee ease ee eeeeeeees 99 5 12 3 Categorise items and Sort DY category cece ce cecececeeeceeeeeeeeeeeeeeeeataeaeaeaees 100 DS Malle XI ATION Re EE 100 6 Configure Mail Clients with IMAP and POPS 103 OTC hent COMMOUPAU e RE 103 Geel MOZNa 1 MUNGO et EE 103 Gls WNINGOWS UE 104 7 Configure Calendar Clients using CalDAV and iCal 105 TL MICOS XI Al TO 106 72 SUNDA CIENT GUO eae k sags oie eee cece eon oe isan curls Mia poll oe Sire ome 108 vii Zarafa Collaboration Platform 7 3 EVOIUUOn Cllent OANGUI ALON stirs tessa cake acs ee ee 109 8 Configure Mobile Platforms 111 Ole PUSA
40. 4 Free Busy updates When new appointments are created in the calendar the Zarafa client will update the Free Busy information This update 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 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 5 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 89 Chapter 5 Using Outlook Saran E Untitled Meeting end Ud By CO Recurrence Cancel Invitation KX b OB Script Editor O Application 7 Inspector_ HTMLEditor T WordEditor 7 Currentltem 23 Message E eptember 18 20
41. 4 1 1 3 Instructions for Outlook 2007 1 Goto Control Panel gt Mail gt Show Profiles 2 Click on Aad 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 78 Start Outlook 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 4 1 2 Start Outlook 1 Start Outlook and make sure the added profile is being used 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 ena
42. Accept a meeting invitation in WebApp 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 3 22 Meeting invitation buttons With the Calendar button in the meeting invitation the proposed day will be opened so the user can check whether there already appointment on the suggested time vi Accept Tentative X Decine Propose New Time m atianiaak 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 3 6 Multiple calendar views in WebApp The Zarafa WebApp calendar has five different views e Day view e Workweek view e Week view 63 Chapter 3 Using the Zarafa WebApp e Month view Views can be switched via the view button 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 3 6 1 Move delete appointment in WebApp 3 6 1 1 Move appointment in WebApp An appointment can be moved to another time date by selecting the 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
43. App To create an appointment simply double click on the time of the user an appointment has to be created for This will open a new appointment window where the appointment can be created 64 Moving appointments in WebApp 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 The item can also be delete by using the delete button from the context menu on the item 3 2 Moving appointments in WebApp 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 3 24 Dragging appointments follows the mouse to indicate new place of the appointment when the mouse is released at that point Calendars d April 2012 d b M T W T F a R d im Del k Be Te 2 ES 4 9 1 Ul 16 17 18 23 24 25 30 l k Te 5 12 19 f 6 13 20 D sae 21 amp Calendar 4 2 6Api2012 P co j GG ih ES Jpublic met space in Public F _ Publicnospace in Public Fob a ESMER in Public Folders 4 Figure 3 24 Dragging appointments E
44. CHINE 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 amp to L 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 Client Protocols mailto DefaultiIcon 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 command rundl132 exe url dll FileProtocolHandler http lt ZARAFA_WEBACCESS_ADDRESS gt index php action mailto amp to 1 HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client shell HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client shell open Zarafa Web Client HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client shell open command
45. 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 Sy important Please consider the limitations of the use of offline storage as described in Section 5 1 2 Limitations of working offline 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 Pe General Connection Advanced Proxy IY Use provyserver Pro
46. List Figure 5 21 Add category in Oulook 2000 2003 Atbachme 5 12 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 13 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 100 Mail expiration date Message Options Figure 5 22 Message options 101 102 Chapter 6 Configure Mail Clients with IMAP and POP3 6 1 Client 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
47. Name Calendar Suyi Guo Refresh calendars Availability Availability is not supported on the server for this account Figure 7 3 Account created 107 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 Caleri er Locate your calendar Your calendar can be stored on your computer or be stored ona server in order to access it remotely or share it with your friends or co workers On My Computer e Onthenewok S Cancel Next Figure 7 4 New calendar location 4 For iCalendar select the iCalendar Option Enter as location http server 8080 ical Create New Calendar Create a new calendar Locate your calendar Provide info about what is needed to access your remote calendar Format e iCalendar ICS O CalDAV O Sun java System Calendar Server WCAP Location http zarafaserver 8080 ical Cancel Back Next Figure 7 5 iCal details 5 For caldav select Ca Dav option Enter as location http server 8080 caldav 108 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 iCalendar ICS ei CalDAV O Sun Java System Calendar Serve
48. ZCP 7 0 build 41322 Zarata Collaboration Platform The User Manual ge Zarata Zarafa Collaboration Platform ZCP 7 0 build 41322 Zarafa Collaboration Platform The User Manual Edition 2 0 Copyright 2011 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 the 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 Uni
49. a WebApp Appointment x Se i fel Recurrence invite attendees H Appointment Scheduling Subject Create an appointment Location Yard Label Important v Start time 29 03 2012 17 00 CAI Day Event End time 29 03 2012 17 30 W Reminder 15 minutes m Busy Status Busy Attachments Deliver the body IN DU Figure 3 16 New Appointment Insert a subject for the appointment and optionally a location Select a start and end time for the appointment Optional Enable the reminder option this will trigger a reminder pop up see Figure 3 17 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 WebApp 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 WebApp to be whitelisted for pop ups in the browser Create new appointment with invitations and free busy status in WebApp Reminders x Online Zarata Introduction Start time Monday April 02 2012 2 00 PM Subject Due In gt Preparation 4 hours overdue E Test recur iphone 3 days overdue PS Crenfield inguline treatment Oh minites cence E Dismiss All Open
50. ae a iets atten bah 73 3 10 1 Creating new distribution lists IN Web nnp 73 3 11 Public Folder Favourites in WebApp s ssnesrensrsrnnrrnrrsrsrrerrerrsrrsrrnrnerrrrerrerrerrsrrnrnnrrerne 74 SA2 SEMOS IM WVCD ADD EE 74 3 12 1 The General tab in WebApp 2 cccccccecececececesesececececeeeeeeeeaeaeaeaecesesnsesees 74 942 2 Me Mall tap Ih VYUCOA DD EE 75 vi 3 12 3 The Out of Office tab in WebApp nsansenserssnrsrasransrnnnerrerrernsrnsrnsrnrnerrernernnne 76 2 124 The Calendar tab m WEDADD EE 76 3 12 5 The Advanced tab in WebApp NN 76 4 Configure Outlook using the Zarafa Windows Client 77 4 1 Installation of the Outlook client NN 77 E NTA S EAM TINS CON acd cael Senne fateh Oe allt a ar oa Sore Miata 77 En EI ee 79 le OUMOOK CONNECCION TYDE vareae a Ee 79 E E en re srren aa E a yet cess oat 79 4 2 2 DClGCl at Stan D WEE 79 4 2 3 Cachned Zarata ee 80 4 2 4 What is the best connection type to choose s essesrssrsrrnrrsrrrrerrerrsrrerrnrrsrrnne 80 4 3 AVANCE COMIGUILAUI OM cene a r N a ee ales aad aes eee 80 AO Ee EE ae KEE 81 4 3 2 OMer GCONNECION SENGS eneen ee Muha a ee 81 4 4 Public Folder FAVOuriteS NNN 81 5 Using Outlook 83 EK 0g 41916 e Un eerie one een ee oe oS Re eRe E ee no Oe a one a 83 5 1 1 Sending email during offline USE NNN 83 5 1 2 Limitations of working offline NNN 84 9 27 Older Managemen EE 84 5 2 1 The creation of a public folder EE 8
51. age 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 set 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 6 1 Out of Office settings for other users Out of Office settings can be set on stores of other Zarafa users when one has at least Secretary rights on the store 1 Open the store in Outlook 2 Click on the store in the folder list 3 Follow the Out of Office Assistant steps as described above Out of Office settings for stores of other users can only be managed using Outlook It is not yet possible to manage it in the Webaccess Note that messages can also be delivered to public folders and Zarafa will handle Out of Office auto responds for the public folders store as well 5 7 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 91 Chapter 5 Using Outlook TEETE E nee Ke z R a e i Rules Wizard Rees x Which condition s do vou want to check Step 1 Select condition s with specific words in the subject From p
52. age button in the top bar of the WebApp 3 4 2 2 Move email in WebApp 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 55 Chapter 3 Using the Zarafa WebApp Mail Inbox ui Page 1a My Mail Show all folders a 3 amp 7 Inbox Michael Scofield I CNN com International Hea htmleuheadlines miail c CG Ka Escap E Ka Essentials Equipme ea CNN Political Ticker P Later 1 The CNN Political Ticker TI Ey Testmails Figure 3 10 Moving Email ea hitmilasiaheat linesm mailc 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 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 d
53. al 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 Mobile 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
54. 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 I S z lohn Doe l Meeting customer 09 00 10 00 Conference call lane Doe 10 00 11 00 Meet with associat Company 14 00 1 oe Blow Gi I I l I I l I I l I I lahn Smith GA f You dont have permission to view this tolder Figure 2 38 Dragging appointments 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 BEER E John Doe Figure 2 39 Zoomlevel 2 Chapter 2 Using the Zarafa WebAccess 2 7 10 Changing number of displayed days The number of
55. ate 4 In Firefox go to Tools gt Options gt Tab Advanced gt tab Encryption gt button View Certificates 93 Chapter 5 Using Outlook Certificate Manager a ee Se Your Certificates People Servers Authorities others You have certificates From these organizations that identify you Certificate Name Security Device Serial Number R i Root CA Chcert WoT User Software Securit 05 05 04 2008 10 22 CAcert WoT User Software Securit 05 04 83 2008 10 22 Cacert Wo User Software Securit 05 03 46 00 10 21 CAcert WwoT User Software Securit 04 F007 2008 10 05 View Backup Backup al Import Delete Figure 5 14 Certificate Manager 5 Select the correct Certificate and Click Backup 6 Enter a password 7 Save the certificate as a PKCS12 file 8 Open Outlook 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 9 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 94 Using the certificate Change Security Settings E xj Security Setting Preferences Security Settings Name
56. ation of a mailbox of 1000MB will take around 1 hour whith a 1OOMb s network connection to the Zarafa server In Offline mode it is not possible to open shared mailboxes or set security permissions on folders In a 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 its 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 folders However the permissions on these new items are set so that a new folder can only be read by other users 84 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
57. b Title Foreman File as Joe March hi Phone Numbers Email Business 1 555 1287 Email Joe March Test com Home 1 555 7255 Display name Joe March Joe March Test com Business Fax 41 555 8745 Webpage www marchconstructiontesting com Mobile 1 88756985 IM Address Joe Marchconstruction TestIM com Addresses Additional information Business Fordrive 99 Likes gardening and motorsports Lanchire road 768XCO0 Attachments Attachments adminimages jpg 1 1 KB Figure 3 28 Contacts 3 9 1 Create new contact in WebApp 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 3 9 2 Detailed Contacts in WebApp WebApp provides a detailed dialog for contacts as shown in Figure 3 29 Details of a contact 68 Detailed Contacts in WebApp Calendar Contact 7Jask Contacts e Contacts My Contacts Search in Contacts pe Show all folders Tancredi Sara Sucre Fernando a iiaia in We T Sara Tancredi Fernando Sucre H contact lists QA in Public Folde Ka ot Contas Love ni m i Sales Figure 3 29 Details of a contact In the Contact window buttons are available instead of
58. bled 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 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 19 Chapter 4 Configure Outlook using the Zarafa Windows Client 4 2 3 Cached Zarafa Mode The third type of connection is
59. ccept a meeting INVITATION NN 22 2 6 EI ee En ee 23 2 6 1 Move delete appointment EE 23 e M t ISCE 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 3 Loading a group of users to the meine 24 2st As LOA GrOUD TE e EE 25 2 1297 NO ACCESS MESSAGE EH 25 2 7 6 Cumulative free Dusy INfOrmMatliON NNN 26 2 7 7 Create or delete AN appointment cece cece cece ec ec ec ececececesececeeeeeeeeeeeeananaes 26 2433 MOVING E elei ent E EE 27 2 7 9 Changing zoom level EE 27 2 7 10 Changing number of displayed days 28 2 J ls BROWSE time PEO EE 28 Z oe EE 28 ZO Ee E IN ENN 29 EE EE 30 29 gt COMACIS EEN 31 Zr Cale NEW COMIACL ee 31 2927 Detaled COM ACIS ee 32 SA D EE le tre RE EN 34 2 10 1 Creating new distribution IISTS ccc cecececececececeeeeseeeaeaeaececeeeseseseseseseseseneees 34 SE PUBIC POIGEr PAVOUINES ee Ee ee 35 SE 36 2 Ss SUING E 39 23 L E Prelerences taD tee ee 39 2 132 ME COMPOSE MA e 40 Zarafa Collaboration Platform 2133 INE OU OM OMCC TAD ebe ee eegene 41 PASO ENG CAlenGal ege ee ee 41 213 5 WING AGOICSSOOOK DEE 42 ZA 50 3 TNES SMONLGUNS IAD EE 42 Pole WS FEO En Le EE 42 2 14 1 Zarafa Attachment Drag n Drop Extension 42 2 14 2 Zarafa New Mail Notification Extension
60. cel invitation 4 H Appointment Scheduling Start time 02 04 2012 12 30 End time 02 04 2012 13 30 NI Show only working hours Select attendees amp Monday 2 April 2012 Suggested Times gt 9 00 10 00 11 00 12 00 13 00 14 00 SSS Michael Scofield April 2012 p d Sara Tancredi SW Ls ee 27 28 29 30 31 1 3 4 5 6 F 6 10 11 12 13 14 1415 16 i7 16 19 20 21 23 24 25 26 27 28 29 es dag WW i 09 00 10 00 m r Busy 7 Tentative il Out of Office No Information m rf Figure 3 19 Scheduling FreeBusy Select attendees d Ge Sara Tancredi SS Figure 3 20 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 62 Accept a meeting invitation in WebApp Resources have to be created by the administrator 10 In the Tracking tab a list with all attendees for this appointment with their responses can be found Meeting request a Y Decine Za Send T WA E C Recurrence PS Cancel invitation A ID a ER ER The following Responses to thie meeting have been recieved w Accept 7 Tentative Hame Attendance Response Michae Sco fed Meeting Organizer No response Qeeberga Mile Required atlendee Tenable Figure 3 21 Tracking tab 3 5 2
61. chment 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 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 Acdzem 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 8 Ge igi Renh gl Rew am 8 onward Folder let ES blous Ass uk Te od KE Canda KI Colars Psd dial br E I Dib column E RIIT a spij dl ed Lhoeser TEE derre A E Herman malna Mmacr louver of D 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 r
62. chronisation 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 amp Receive button has to be selected This action can be scheduled by configuring the Send amp Receive settings 83 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 Jall Accounts Online and Offline REESEN Setting For group All Accounts Include this group in send receive FQ Schedule an automatic sendireceive every Perform an automatic send receive when exiting When Outlook is Offline Include this group in send receive F9 sl a 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 synchronis
63. d 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 Please 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
64. dars 2 Touch Add Account and touch Microsoft Exchange 113 Chapter 8 Configure Mobile Platforms atl NLKPN 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 all NLKPN F 15 15 z Ca reer SE Figure 8 6 Choice Protocol Provider 114 iPhone based configuration 3 Enter the user credentials and touch Next Password eeeeseeeeee 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 Enter the correct server address or IP if necessary 115 Chapter 8 Configure Mobile Platforms ail NLKPN gt 14 56 DEELER Cancel Exchange a a Email john zustomer com j S Server zarafa zustomer com FOO S Domain Optional Password seeeeseseee6 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 accoun
65. 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 eee Cree Figure 2 40 Buttons for changing time period 2 8 Tasks In the task folder a to do list can be created and managed 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 IE j 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 Start Date None a Priority Norma ca Complete Os 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 di
66. e emeng Folder list Steg FS Calendar General Permissions Contacts VI Deleted tems Properties Mozilla Firefox nt van ons 2 Drafts ES soft Linux Linux Add Remove SE soft Linux bericht T Create items I Folder permissions Ee H AS Public folder M Read items I Folder visible bericht create subfolders Linux Edt tems 4 _ Delete tems bericht bi Mone None own own C A C al Ok Cancel E Dones Apache 2 059 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 folde
67. ed searches should be refreshed 2 13 2 The Compose mail tab mi d Ken EE AER a Me EM MMe Mie Pa aie eae me ae Se ee ee ee Me eee KKAKAK KAAKAKAKKKAKKKKKKKAKKKAKKKKAKKAKKKAKKKEKK KAAKKKAKAAKKKKKKAKKKKKKKKKKAKKAKKAKKKAKKAKKKKAKKAKKKKKKKKKKKKKAKKKKNKKAKKAKKAKAKKAKkK A General Reply to address Compose mail in this tormat HT BAL wi al Close original message on reply or forward E Always request a read receipt AutoSave unsent every mintes Cursor position when replying Start of body at From Email Addresses Set FROM email addresses Signature d 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 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 b
68. ee Figure 3 8 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 before ivo x Check Names A More than one wo found Select an address to use Name Email Mo van Doorn KK Ei zarata Com el 130x D i E Ok Cancel Figure 3 8 Automatic Suggestions 54 Copy move and delete email in WebApp 3 4 1 2 Attachments in WebApp 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 3 4 1 3 Saving an email to drafts in WebApp Saving an email is possible by clicking the Save a floppy disk icon After saving the email it is stored in the Drafts folder 3 4 2 Copy move and delete email in WebApp The following screenshot Figure 3 9 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 Figure 3 9 Context menu from a mail message 3 4 2 1 Delete email in WebApp There are several ways to delete email They are e With the delete button on the keyboard e With the delete button in the right mouse button menu as shown in Figure 3 9 Context menu from a mail message e With the garb
69. eople 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 automatically 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 Rules can only be used in Outlook 2002 XP and up Outlook 2000 is not supported 5 8 Signatures Signatures can be set in the Options menu of Outlook It is important to note that signatures set in Outlook
70. ers 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 looking glass icon on the seach bar or press the enter on the keyboard As shown in Figure 3 15 Search Result the email list is updated with the results of the search query 58 Downloading Attachments in WebApp Mail Inbox K 4 Page o il b H My Mail Show all folders af Inbox Michael Scofield Dm Deleted Items 9 og Drafts 1 ga Beta Announcements ar Fri 20 01 2012 16 49 Y Ar Beta Zarafa Collaboration Platform TAS beta 1 Ey Escape Plans we Es Essentials Equipment Ga Beta Announcements Fri 06 01 2012 15 15 y Figure 3 15 Search Result When finished searching press the Clear button X 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 will be offered separately from ZCP 3 4 4 Downloading Attachments in WebApp Attachments can be downloaded one by one by right clicking the attachment and selecting Save target as 3 5 Calendar usage in WebApp 3 5 1 Create new appointment with invitations and free busy status in WebApp 1 Select the Calendar section 2 Select the button New to create a new appointment A dialog as shown in Figure 3 16 New Appointment pops up 59 Chapter 3 Using the Zaraf
71. ext to each category To edit a category select the category name and use the commands to the right Mame TI Blue Category Business TI Green Category C Holiday 3 Orange Category Purple Category A Red Category E o Yellow dees Figure 5 19 Categorys in Outlook 2007 Add New Category Figure 5 20 Add category in Outlook 2007 5 12 2 Create a custom category in Outlook 2000 2003 1 SN 3 Open a new mail and choose in the taskbar for options Choose in this window message options for categories and then for Master category list Type the name for the new category and add this with the Add button After creating the category confirm with the OK buttons in the open windows 99 Chapter 5 Using Outlook Message Options Message settings Mew category Sensitivity Moral o L voting and Tracking mBleEeries Security Master Catepory List Business Competition Favorites F Regue Gifts Goals Objectives Reque Holiday Delivery options Holiday Cards Available categories Hot Contacts use wv Item s belong to these categor Have Ideas a _ Business International Save ail Competition Key Customer 4 Favorites Miscellaneous Do no Gifts Personal Goals Objectives Phone Calls LJExpire Holiday Status _ Holiday Cards Strategies wej C Hot Contacts Encoding Ideas International eer Miscellaneous persona D Master Category
72. f iCalendar 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 105 Chapter 7 Configure Calendar Clients using CalDAV and iCal The Mac iCal client is fully tested and supported up to 10 5 6 7 1 Mac OS X iCal Client 1 Start iCal in Finder click Go gt Applications gt iCal 2 Click iCal from menu and select Preferences Figure 7 1 iCal dropdown menu 3 Click on to create new account 106 About iCal Preferences Services Hide iCal mH Hide Others 3H Show All Quit iCal won Mac OS X iCal Client Description Username UserX E Password DTD 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
73. 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 ii EIS DS Simon Koster a TEN s E Men 1 oa 207 Te 2 SS We 3 oa SS 7 gt Sra F Oct 2007 Fri 5 Oct 2007 Agenda a ee e ae SSE eee Ee Et ee CH Calendar All attendees SR T E Se ff es SE KZ E concepten mm in Contactpersonen III John Doe i i Hed bebe Contacts d f J W oe i W Deleted tems i ti omet ing jake followup call Marketing meetin d Seminar Marketing 2007 D Drafts j f Company any The Office The Office Hotel e 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 G Logboek WE baam Sch 10 00 11 00 D Notes Conference call D notities The Office E Ongewenste E mail ei Outbox 2 F Postvak IN P test Postvak UIT El keting ntme Annual Mar ing Seminar ei Sent tems r D r d b Utrecht Taken oe Blow 00 13 00 f21 00 L 21 30 19 00 00 00 Sc D Tasks 4 verwijderde items 23 1 L3 Verzonden items i j i D amp Inbox Joe Blow i pe EE bm i R bei Agenda of johnsmith B J Public folder I John Smith New You dont have permission to view this folder E Favorieten Publieke Ee
74. g 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 Notification Extension inbox E From Received David Test Mon 16 08 2010 14 48 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 s
75. hown in Figure 2 63 Zarata Mail checker extension settings 43 Chapter 2 Using the Zarafa WebAccess a ZX sk Main Tabs Content Applications Privacy Security Advanced Zarafa Basic settings Jl Active URL iiin Advanced Settings _ Automaticdy 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 enabling 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
76. ible to change the view by adding or removing columns To do so use the right mouse button to click on the headerarrow of the list for example on the From header field and select the Columns option from the context menu A dialog that looks like Figure 3 13 Field Chooser will pop up 57 Chapter 3 Using the Zarafa WebApp CNNMormingNews lt mailings mail cnn 1 Received Ka Sent Thu 29 Mar 2012 11 27 cofield m Scofie Thu 29 03 2012 0 Y E To Received Wed 28 03 2017 e Sent Wed 26 03 2012 Y t Level Indexing VK Figure 3 13 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 column 3 4 3 Searching in WebApp To search click the Search button in the tool bar A seach bar see Figure 3 14 Searching Options will then be added to the WebApp view to remove the search bar click the Search button again Mail S inbox Page 1 o0f27 gt M nt A My Mail Search in Inbox fe A Show all folders CH Search in a Inbox Michael Scofield jj Deleted Items 9 Drafts 1 Receved e b Ey Escape Plans i Subject or Sender E Essentials Equipment E htmleuheadii Ey Later 1 CNN com Inte Ey Testmails E Figure 3 14 Searching Options The seach bar allow a user to enter a search query and choose where to search For example if a user rememb
77. ic 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 X9 Add to favorite folder Mozilla E ISS E http unt ztest nl webaccess index phprload Lf Add to favorite folder Public folder name Add subfolders of this folder Add immediate subfolders only gt Add all subfolders Cancel 0 548 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 TEMS All folders Received
78. ight 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 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 25 Ze v i Reply ql Reply Ai vi Forward AA Search Folder list Inbox Al folders aw Search Subject or Sender D tor Search Clear Ve Sub eg Subject Received Size jA Calendar Q ger Thanks for joining Firefox Add ons Fri 05 04 07 08 52 02 5kb e d Contacts Q S w Send Schrijf u in voor TechNet Live op 18 juni Thu 05 03 07 16 06 25 118kb e Q Deleted tems x ubject or sender be A To orce TechNet Flash Windows Server Longhorn Beta 3 Is Here Thu 05 03 07 06 41 11 Vi J E Drafts amp administratie hostingpovwer
79. ime None v Status Not Started v End time None X Priority Normal v Complete 0 S L Reminder D A Owner John Test Attachments Figure 3 26 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 Tasks ap d Search in Tasks Pp A We Subject Start Date Due Date Owner Categories Completed To Do during week None None John Test 25 generate report None None John Test 25 El cupotcetfeewithRen Nene None Johntest 10096 Figure 3 27 Task overview 3 8 1 Tasks views With the View button in the main toolbar the tasks can be displayed with certain filterings The WebApp offers the ability to e Show all tasks e Show only the Completed tasks e Show active tasks e Show tasks for upcoming 7 days e Show the overdue tasks 67 Chapter 3 Using the Zarafa WebApp 3 9 Contacts in WebApp The Contacts folder has multiple views card view and list view Switching between views is done with the buttons on the 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 Create Contact x Blatt amp p s General Details Name Photo Full Name Joe March Add Contact Photo Company Liftn Co Jo
80. in combination 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 www zarafa com content editions 1 Introduction 1 TAs SEODe GF DOUD 1 2 Using the Zarafa WebAccess 3 ABA GAS eee Ree ee Ree np Ce e ee Oe eae ne eee Re ane een eee eee eee ace ee eee eee 3 2 2 MANAGING te e 4 Doe E e ar ME 5 222 IROSIZING RTE 5 2 2 3 Empty deleted items folder NNN 5 E RESIO E 5 2 2 5 Marking all messages in a folder AS read 5 226 PKODCMICS ee 5 2 3 Access to folders and calendars for Other User 6 e E EE Ada a ee EE 6 21527 CMaMGeDClIMSSIONS dee 6 ZO FREIMOVE E AE if 2 3 4 ODEN SMALE TOIGCIS EE 7 SN TEE 7 2 4 1 Compose and send a New emall NNN 7 E e ann te EE 11 2 4 3 Copy move and delete emal js c cc0scsi0d len wish ENNER EN NENNEN EEN EEN SEN Edge e de 13 DAs SOC LLE AT re E 15 24 5 DOWNIOAGING ANa CMCS EE 16 DAO Attach tems e EE 16 25 Calendar USAGES EE 18 2 5 1 Create new appointment with invitations and free busy status ccceeee eee ees 18 2 5 2 A
81. ing and writing only set Read items and Edit items on All Table 5 1 Explanation of permissions Permissions Description Folder permissions The user can change permissions on the folder If there are no check boxes selected for a user then denying permissions are in effect and the user can not access the folder 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 and 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 ce Changed since 5 10 All Access Control Lists ACL s on a folder are added together for the user The rights that are given to groups are thus added to grant the user all the rights they may receive through these groups This will give the user the maximum combination of access rights that have been configured for the user and for the groups the user is a member of 5 2 3 Adding or opening folders shared by other users T
82. l body as for a normal mail message 6 Click Send 95 Chapter 5 Using Outlook Mi Co A A Untitled Message Plain Text X Pn D SASS 3 ZB Request a Delivery Receipt A sae EE e Su Message Insert Options Al Colors OI E on Ki d Fonts i Themes Page Use Voting M Request a Read Receipt Save Sent Delay Direct Buttons tem Delivery Replies To Tracking More Options a O effects coor E Bee Aa Rich Text Themes Format Plain Text Format this message as plain text Plain text can be read by everyone but contains no formatting 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 11 Delegation Since Zarafa 6 20 two kinds of delegation are available Send on behalf and Send as In earlier versions only Send on behalf is available 5 11 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
83. labels click a button to show the details for that particular field Screenshots of the detailed dialog boxes for Full Name Figure 3 30 Name details dialog Phone Number Figure 3 31 Phone details dialog and Address Figure 3 32 Address details dialog are shown below Check full name x Title PA Arst John Middle Sufix Sr FA Show this again when name is incomplete or unclear ok Cance Figure 3 30 Name details dialog 69 Chapter 3 Using the Zarafa WebApp Check phone number x County Region 31 code CitiyArea code 015 Local number 123456 Extension Ok Cancel Figure 3 31 Phone details dialog Check address x City Delft State Province Zuid Holland fip Postal code 2524W Country Region Netherlands Show this again when address is incomplete or unclear Ok Cancel Figure 3 32 Address details dialog There are three types of address fields Home Business and Other The drop down menu shown in Figure 3 33 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 70 Detailed Contacts in WebApp Addresses Home z Figure 3 33 Cascade menu to choose the address type Different types of Phone Number fields are available in the Zarafa WebApp To change the Phone Number type use menu shown in Figure 3 34
84. lamation 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 down 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 KS Global Address Bock Ze Global Address Book REIS seess Display Name Contacts e Alejandra Test Aelandeo urg zesin eo Alex Alex Test Alextountl ztest nl 7 exander exander Te exandert unntt ztest n Al G Al der Test Al deruni ztest nl Ange Angel Test Angeleuntt ztest n Blake Blake Test Alakemounit ztest n da Caleb Caleb Test LG alebount ztest n da Carlos Carlos Test LL arloskounmt test ni KI BLL 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
85. 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 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 T 00 48 00 30 06 00 o Meeting Amsterdam 12 00 13 00 Joe Blow Gi 24 00 24 30 John Smith New 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
86. 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 Vi e a iaaii Q STARTREK COM STAR TREK XI The Latest News Fri 03 02 07 17 05 16 48kb a r Ke Q STARTREK COM Star Trek Recommends Save 10 on Everything in the Store Tue 02 20 07 16 31 22 94kb T Bliet STARTREK COM Star Trek on iTunes Remastered news and more Tue 02 06 07 18 18 31 60kb VK Es soumia STARTREK COM Star Trek Recommends Save 10 Tue 01 23 07 22 12 20 91kb 7 8 Junk E mail D notes 2 Outbox 2 Sent items 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 will be offered separately from ZCP The release of this product is scheduled for the second half of 2011 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 DC Download all attachments wallpaper 69393 jpg 1331kb wallpaper 74836 png 1958kb wallpaper
87. nk Email folder 3 2 4 Marking all messages in a folder as read in WebApp Marking all messages in a folder as read is accomplished by the 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 3 2 5 Properties in WebApp The right mouse button menu option Properties shows additional information about a folder like the storage size and the amount of items in the 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 lk Chapter 3 Using the Zarafa WebApp 3 3 Access to folders and calendars for other users in WebApp Just like in Outlook the WebApp enables users to set permissions on their folders To do so use the right mouse button to click on a folder and choose the Properties option and select the Permissions tab as shown in Figure 3 4 Folder Permissions Figure 3 4 Folder Permissions 3 3 1 Add a person in WebApp 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 FE Please note that this persons permissions must be changed As by default the dialog grants no additional permissions
88. ns 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 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 e 3 amp Ecards Gust Folder list Contacts Au gE i nm aan rE H S d Ge wb e C eT 3 CES inbox Alex Test Charly Peterson CA Calendar Work SSS Ale ES Contacts Email 2 Deleted items 5 IBM Dear John Drafta Work SS LTE D 3 inbox 2 SS Gees 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 inf
89. o 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 86 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 Si Usemame ll Foldertupe ka i 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 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 87 Chapter 5 Using Outlook All Folders Open Open in New Window Send Link to This Folder Advanced Find Rename Inbox Robbert Monna Mew
90. o 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 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 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
91. ollowing steps are necessary to install a Zarafa workspace It is recommended to have the latest Service Packs and Security patches installed 4 1 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 its not necessary to connect to a Zarafa 5 2x server anymore 4 1 1 1 Instructions for Outlook XP 2002 or Outlook 2003 Create a new mail profile Outlook XP and 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 Outlook XP and 2003
92. only Add all subfolders Figure 4 2 Add to favorites window Office 2007 81 82 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 From ZCP version 6 10 0 onward it is possible to work offline without any additional tools all offline functionality is build into the Zarafa Windows Client These features of the Zarafa Windows Client replace the Zarafa Livesync Tool as found in earlier versions of ZCP 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 shows a progressbar during the synchronisation Inbox Microsoft Outlook Bile Edt View Go Tools Actions D Synchronizing D Configure 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 syn
93. ormation 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 Detailed 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 ee en Pee ee Re eee Pee en eer ACCENT eee intina Le SE Ke chem SC dal 9 CMN TT TO TT D TC TTT TC OTA SN RIAA LSW ENEE LENA ES ALAN ENEE NNN ERR REN NS NG GL Ke ek KE EE Coma La Function Display Mame Company H Webpage File as SE el IM Address cts ihc _ Additional Information use this address for mailing Attachments Contacts 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 weet unclear Cancel Figure 2 47 Name details dialog 32 Detailed Contacts Phone details
94. peat 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 Not Started aw Start Date Hone o Priority 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 instructio
95. 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 ew B el al ay t 4 a eme Fra Oo E dave Car Dao cl Gen LL Jnar Coz DatceC oorriaclug 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 Sel FROH er tal addresses Janz Doe janedc eta arete con lt mm gjah he IHS r gt a 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 ve
96. 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 a Synchronize All Address Book Chr Cp Add Sender to Address Book Message Rules V IMAP Folders AccCOUNES 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 8 Fill in the Zarafa username in Email Username and the Zarafa password Click Next D 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 104 Chapter 7 Configure Calendar Clients using CalDAV and iCal This chapte
97. r 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 109 Chapter 7 Configure Calendar Clients using CalDAV and iCal New Calendar Use SSL Username userk Color C Copy calendar contents locally for offline operation Mark as default calendar Qcancel dei ok Figure 7 7 CalDav details 110 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 sourceforge 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 Pocket PC 2002 and 2003 e Windows Mobile 5 and 6 e Nokia E series e Sony Ericsson P990 W950 and M600 All other ActiveSync compatible devices e Apple iPhone The devices can be synchronised because the Z Push module emulates an MS Exchange server on the server side allowing users to synchronise witho
98. r describes how to configure the CalDAV or iCal 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 iCal 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 caldav 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 iCal client use URL For Mac OS X iCal 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 o
99. rag 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 3 11 Copy Move Button 3 4 2 3 Copy email in WebApp 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 3 11 Copy Move Button See the section above about moving multiple items for an explanation concerning how to select multiple items 56 Copy move and delete email in WebApp Inbox K lt 4 Page 1 of27 gt M gp A Search in Inbox D d From heci e VW Thu 29 03 2012 1 Y ea himleuheadlines mail con com CNN com International Headline News Sa CHH Political Ticker Thu 29 03 2012 1 Y Figure 3 11 Copy Move Button 3 4 2 4 Change email view in WebApp rf cc Today s headlines fron CNNMomingNews lt mailing lt mail cn Received Ba Sent Thu 29 Mar 2012 11 27 zofield lt m scofiek ze Thu 29 03 0012 4 Thul9 03 2042 4 rch 29 2017 From i Thu 29 03 2012 0 E To Received Wed 28 03 2017 Y Sent Wed 28 03 2012 Ae Vi 7g on Next Level Indexing Figure 3 12 Context menu form a mail view column In the Zarafa WebApp the email view has a default layout a list of messages with a From and a Received colomn However like in Outlook it is poss
100. rectly 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 H e GE oe 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 eme Daily Every 1 weeks On ed Monetary Tuesday wednesday Thursday Month A Friday A Saturday A Sunday Yearly TENN Regenerate new task 1 week s after each task is completed Range of recurrence Geen Start 20 01 2010 sl Gei No end date End after 1 D OCCU ENCES 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 Re
101. rs 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 Nome J 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 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 Mall sae HR ca os a E aa ASEE ec te sexs v eliza claus EROE FERT eer rg appirimort pr OU a a Ej E a lEn or Ha ins rr snk r ER a ec 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 exc
102. rsion 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 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
103. rundl132 exe url dll FileProtocolHandler http lt ZARAFA_WEBACCESS_ADDRESS gt index php action mailto amp to L 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 dll FileProtocolHandler http lt ZARAFA_WEBACCESS_ADDRESS gt index php action mailto amp to L 2 15 2 1 Installing the reg file 1 2 Open a text editor like Notepad Insert the desired registry key where lt ZARAFA_WEBACCESS_ 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 follo
104. s Se Signature for new messages Defe w ES Calendar Signature for replies and forwards lt No A site S i l l bie Assistant f Advanced New Delete Name Default R amp D department e Zarafa Save Figure 3 39 HTML signature 3 12 3 The Out of Office tab in WebApp 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 3 12 4 The Calendar tab in WebApp e Start and End of workday specifies the part of the day that is marked as workday e Calendar resolution to show more available times in the calendar overview 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 3 12 5 The Advanced tab in WebApp Here the more advanced settings are stored and settings that have not been placed yet in a settings tab 16 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 2000 or higher is needed and second the user must be created on the Zarafa Server The f
105. s Server ow Port 8080 Username fios DOE DEN NN Connection Jh Use compression E Seconds Until Server Connection timeout cancel Ae Figure 4 1 Connection settings 80 Proxy 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 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 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 2000 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 Very Important E EE EE ed Favorite folder name Very Important Subtfolders Add subfolders of this folder Add immediate subfolders
106. se 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 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 ay J J F ES d A He se j ro VH Derreae Gr oleke slota SI rit i Ste AN al cel bo III telet LFEEIE Kul AS f i ii d S is Kaes Me ee a eh E E Ee mn Eu ELEM d nee meio ts LN E e Sat anenee DEER aEEEEEEREREEEE EAR S AAA
107. sends an email on behalf of the non active user info the following would be seen The option to add delegates is available in the Options menu of Outlook as seen in Figure 5 17 Zarafa delegates i http zarafa com wiki index php Fax_server_integration 96 Send as Options Delegates can send tems on your behalf To grant permission to others to access your 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 Remove Permissions Figure 5 17 Zarafa delegates 5 11 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 sent it only user A appears in the From field See the Administrator manual on how to grant Send As permissions to users ec Untitled Message Rich Text File Edit Insert Format Tools Actions Help eased H mens j S 1 r Boonton a 4 4 B Arial Se AlB z u Ejaz Ep From Field From Bec Field To E Options era Subject Figure 5 18 Show From field in new email nc 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
108. st BE OS p From Subject mbox Speurders nl winnen bij speurders nl ie Calendar BS Contacts RK Speurdeksh innen bij speurdere 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 ke Man 1 z E REEE ES m EE EE EENE ee l 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 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 Atta
109. t settings Go to the just created account and touch Account info and disable Use SOL 116 iPhone 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 ai NLKPN gt 14 57 Email john zustomer com Server zarafa zustomer com Domain o Username john Password eeesesee6 Description john zustomer com Use SSL lt disable gt fI Figure 8 10 Account settings 117 118
110. ted 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 g 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
111. 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 clicking on the folder items d Zarafa Webaccess 2 Email Messace cs Appointment Meetingrequest Contact eD Distriputionlist CA Task gt Mote e ll r p aa Mi iT Se we ee ta ee 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 S Inbox Lucas Test 2 Calendar Contacts EI Deleted tems Dratts Ve tolc FA 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 mou
112. true to false Alert popups will now be separate windows again 48 Chapter 3 Using the Zarafa WebApp In this section we describe how to use the Zarafa WebApp the web based interface of the Zarafa Collaboration Platform ZCP In order to use the Zarafa WebApp a fairly recent version 9 of Mozilla Firefox preferred or Microsoft Internet Explorer 9 is needed Currently the Zarafa WebApp supports the most used features of Microsoft Outlook in a fairly comprehensive way 3 1 Basics in WebApp To login to the Zarafa WebApp point the browser to the URL supplied by the systems administrator By default this URL will look like http YOUR_DOMAIN_NAME webapp The WebApp is available in several languages which can be selected from the dialog shown on Figure 3 1 The Zarafa login screen Figure 3 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 WebApp topribbon found across the top of the page See Figure 3 2 The New Menu ce With regards to the folders some functionality is only available in the context menu that appears when right clicking on the folder items 49 Chapter 3 Using the Zarafa WebApp T deg Com fafala e a D ae 21 A ck ec Eo Vj T o Se R I ze Figure 3 2 The New Menu
113. tting 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 selected 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 Dra
114. ut installing specialised synchronisation software on their devices Z Push supports the following backend server technologies e Zarafa Zarafa is a workgroup sharing solution based on the look and feel of Microsoft Outlook which enables sharing of mail and appointments from Outlook and a web based interface e IMAP is a widely used mail protocol with folder support e Maildir Maildir is a simple mail solution available on almost every Linux system All mails are stored In specific directories on the server e vCard Implementation used to synchronise vCard files with contacts on the PDA 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 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 111 Chapter 8 Configure Mobile Platforms j ActiveSync Til a E
115. utton 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 USeEr Name Email Address USera zarafa 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 Seu EE ae a Ce Se ails fea Format Normal Font E Size Ws ab Ta L E E Business Development Zarafa Outlook sharing and Webaccess ee ad ee A e EE EEN EEN S Zb SE 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 se
116. viewed by other users the permissions have to be set correctly To accomplish this right click on a folder and choose Properties 6 Noah Test EW vuboooll Noah Test EW Yuhrooo All Mail Folders Pat Inbox klaas Test a Deleted Items Open in New Window Adyanced Find Properties Figure 5 3 Folder properties button Inbox Properties General Home Fage Gutodrchive Permissions Name Permission Level enove Permissions Profile IT Create items Folder permissions Read items Folder visible Create subfolders Edit items Delete items C None None C Own C Own O all C Al OK Cancel Gig Figure 5 4 Set folder permissions In the appearing dialog window different settings can be chosen regarding the properties of the folder The last tab window contains the permissions settings 85 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 read
117. wing 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 mailto amp to 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 Adding Zarafa WebAccess as mailto handler in Firefox When clicking an URL of an email address a mailto 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 E 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 use
118. xt 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 wep Mew O ua B Rech ij Rek N ei Puma AN fuh ii 1 A A rom Subiect FGE inbox Aiexande Teat CH aende Cut sch AG Doze tera 12 Sel rats Amn gt GD ga Journal RK ok Ferme Ga Notes Sap amme of Gent ters vi Take CGS pube rar y Tavares I Pucks Folder ER Wrruweinwin inma Figure 2 15 Context menu from a mail message Dest atra ce Mark Jreag Labr2nrk z r Red by ar Flay Lu vulelp 2 4 3 1 Delete ema 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 Agi Reply g Reply Al Forward Folder list Inbox All folders m S

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