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Zarafa Collaboration Platform - The User Manual

1. Zarafa Webaccess New b 25 reply Y Reply Al e Forward Search Folder list Inbox Iofs DO All folders AR __ Search Subject or Sender D for Search Clear ZE inbox bizk SEE Subject Received Y Size Bo 2 maenda 2 EZUR Thanks for joining Firefox Add ons Fri 05 04 07 08 52 02 5kb TE Contacts Q de ct or Sender Schrijf u in voor TechNet Live op 18 juni Thu 05 03 07 16 08 25 118kb Y Y Deleted items To a cc TechNet Flash Windows Server Longhorn Beta 3 Is Here Thu 05 03 07 06 41 11 322kb Y E a gt cda administratiegohostingpower r Betaling ontvangen Wed 05 02 07 17 45 08 EKE Y Kau Q The VMware Team VMworld Save the Date September 11 13 Wed 05 02 07 10 15 05 24kb Y E Journal STARTREK COM TNG at 20 Star Trek convention news Doohan memorial and mor Tue 05 01 07 20 04 17 59kb le W Junk E mail Q service bigdennis com Koninginnedag en BigDennis com viert mee Sat 04 28 07 14 10 04 7kb b D Notes DPI Fri 04 27 07 08 31 26 54kb Y 23 Outbox Q Speurders nl Dit wil jij toch ook Thu 04 26 07 11 46 33 18kb Y 24 Sent tems a Inmac Nieuw TOMTOM One XL Wed 04 25 07 13 43 51 19kb le D Tasks Q Microsoft Microsoft MSDN nieuwsbriet Wed 04 25 07 12 53 34 95kb Y aA Trash n hanal IT EE E a ll dl as N Tira DAGA 4AT AA A fdlh ETZ I 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 p
2. A Important Rules can only be used in Outlook 2002 XP and up Outlook 2000 is not supported 4 8 Signatures Signatures can be set in the Options menu of Outlook It is important to note that signatures set in Outlook are separate from those set in the WebAccess It is neccesary to set the signature in both clients separately 4 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 4 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 ord 4 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 servcrt If the URL is different ask the systems administrator for the correct URL 3 Click on Request a certificate and on the next page on User Certificate to generate a certificate 4 The certificate will be placed into Outlo
3. lt lt autorick gt gt start time 11 09 2008 E sa IS End time 11 09 2008 E M Busy amp Tentative BM out of office EA No Information Figure 2 29 Scheduling FreeBusy Required Attendee OO Optional Attendee Resource Room or Equipment at AutoPick gt Start time 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 Note 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 23 Chapter 2 Using the Zarafa WebAccess Meeting send save Recurrence A Cancel Invitation erre rre vie The following responses to this meeting have been received james Organizer No Response a 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 ZO Accept Tentative 3 Decline ei Propose New Time Figure 2 32 Meeting invitation buttons By clicking
4. 2 Check if the field Security settings Name contains the S MIME settings for the email address 68 Using the certificate Change Security Settings EA Security Setting Preferences security Settings Mame My 5 MIME Settings user zarara com Cryptography Format BIE 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 C cert WoT User s Root CA ID 44 Choose Hash Algorithm ZOO Encryption Certificate cacert WoT User s Rook CA ID 4 Choose Encryption Algorithm aDES ka Send these certificates with signed messages ZZ Figure 4 15 Security Settings 4 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 a4 the option to encrypt the message contents and attachments 4 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 s
5. Miscellaneous EZE Atkachme Figure 4 21 Add category in Oulook 2000 2003 4 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 4 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 14 Mail expiration date dessage Options Normal Noe 0000 oo Figure 4 22 Message options 15 16 Chapter 5 Configure Mail Clients with IMAP and POP3 5 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 Note SMTP credentials are not necessarily the same as the Zarafa credentials 5 1 1 Mozilla Thunderbird This manual is based on Mozilla Thunderbird version 2 Other versions can
6. ZCP 6 40 build 26060 Zarata Collaboration Platform The User Manual Zarafa Collaboration Platform ZCP 6 40 build 26060 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 All trademarks are the property of their respective owners 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 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
7. Cal Client 1 Start Cal in Finder click Go gt Applications gt Cal 81 Chapter 6 Configure Calendar Clients using CalDAV and iCal 2 Click Cal from menu and select Preferences About Cal Preferences Services gt Hide Cal SEK Hide Others 38H Show All Quit Cal Figure 6 1 Cal dropdown menu 3 Click on to create new account Description UserX Username UserX Password AAA E el Figure 6 2 Account details 4 Fill in the details Add server address as http server 8080 caldav 5 Click on Add to retrieve the calendars of the user 82 Sunbird Client Guide Accounts fem UserX EZ CalDAV Account Username UserX Server Settings Delegation Password sssssss Full Name Calendar Suyi Guo Refresh calendars Every 15 minutes Availability Availability is not supported on the server for this account Figure 6 3 Account created 6 2 Sunbird Client Guide 1 Start Sunbird client 2 Click on File in the menu bar and select New Calendar 3 Select option on the Network Click Next Create New Calendar Create a new calerljar Locate your calendar Your calendar can be stored on your computer or be stored on a server in order to access It remotely or share it with your friends or co workers On My Computer On the Network Cancel Figure 6 4 New calendar loc
8. Outlook has an ongoing connection to the Zarafa server and does not store the folders and items on the local hard drive With the introduction of Zarafa 6 00 it is possible to synchronise all private Outlook data to the local hard drive Email agenda and contacts can easily be accessed even if no connection to the server is available This functionality is only available if the offline storage is enabled see the connection types below The following three options are available for the connection to the server Online Detect at startup and Cached Zarafa mode These will be described in the sections below 3 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 3 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 93 Chapter 3 Configure Outlook using t
9. 69 ALO ROS ale a ate 69 Ga RS detzat 70 411 1 Sena On behalf OF ilda ear 70 ga A A Steere at lace a a aeetteeanuece Ae AZ CAlC GON SA aiu EEE 4 12 1 Create a custom category in Outlook 2007 ccc ccc ec ececeeeeeaeeeeeeeeeseseseeeees 4 12 2 Create a custom category in Outlook 2000 2003 0ococccccocococococonconononononononononoss 4 12 3 Categorise items and sort by category ocococococococonoconononononononononcncncnnonanonos Ads Mall eX DIFallon Cate atasca 5 Configure Mail Clients with IMAP and POP3 S li galea geala te lea daua GEEAE A legi zta TREN Sua ua EAEE gae VVINGOWS MM oc sl 6 Configure Calendar Clients using CalDAV and Cal B MacOS X IC al EAEN da 0 2 SUMING CIEL GUAM le es as es 6 3 GORUA EAZ EO OO DON erata EEE EAEE 7 Configure Mobile Platforms Plier baai audela Nie iaia EEE 7 2 Setting Up a mobile device ococococococococococonononononencncncncnnononononononononnnnnnnnanannnnenenenes 72 41 ACUVESYNG Pasea CONIQUTAMON A A AS 72 2 IPHONE Dased configuration geta iia vi 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
10. 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 e zarafa Voces ii ds NGO KA UE edu Reply Reply All a Forward Folder list Inbox All folders e From Subject 5 ES inbox Speurders nl innen bij speurders nl Calendar HO EEE Contacts b Speurde Eh Ee innen bij speurder D B E Deleted tems Te E AO ae T bratts d ES _ _ Gk into d erre o Gezi DO E E ETE 3 Journal edi e peran e E EAEE E Junk E mail 68 GO E 7 T d GO Motes aa gt Outbox d SZ 23 Sent tems d T Zu oon Sa gie ZA Tasks Figure 2 16 Moving Email 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
11. Multi User Calendar is opened 29 Chapter 2 Using the Zarafa WebAccess b Multi User Calendar 18 Ar atenas TOTI E John Doe Figure 2 39 Zoomlevel 2 7 10 Changing number of displayed days The number of days that are loaded in the time line and the number of days that are visible at the same time zoom level can be set from the settings dialog on the Calendar tab in the Multi User Calendar View section These settings will be used whenever the Multi User Calendar is opened 2 7 11 Browse time period The Previous Period and Next Period buttons on the tool bar at the top of tha 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 A Previous Period Previous Day K Next Day KK Next Period E Mu User Calendar 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 30 Recurrence in Tasks Due Date None H Status Not Started 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 b
12. Rules Add Edit rule Rule Rule name Messaqes fram Michael With the following properties From field contains Subject contains Priority Sent to Contact or distributionlist PO GO Sent only to me Perform the following action G Move to Developing e Copy to folder Cc Delete the message Cc Forward to Lancel 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 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 41 Chapter 2 Using the Zarafa WebAccess 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 When finished close the dialog by
13. a Terminal Server Table 3 1 Connection type options 3 3 Advanced configuration Since version 6 20 two new settings are introduced in order to improve connection to the Zarafa server 54 Proxy settings Zarafa Outlook Sharing E EA General Connection Advanced Proxy IY Use prowyserver Pros Server GE Port 2080 Username fos HERE Connection ld Use compression fao Seconds Until Server Connection timeout carcel dm Figure 3 1 Connection settings 3 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 3 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 3 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
14. 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 Items can also be moved by clicking on the copy move button as displayed in Figure 2 17 Copy Move Button It is also possible to drag and drop messages to the desktop For more information about this feature see Section 2 14 1 Zarafa Attachment Drag n 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 14 Copy move and delete email Zarafa Webaccess O o Folder list All folders Figure 2 17 Copy Move Button 2 4 3 4 Save Email as a File From ZCP 6 40 5 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 Open 5 Save Email As a File Adeem Test J RE test sy Print C
15. be set up in a similar way The first two steps can be skipped when opening Thunderbird for the first time The following example is for the IMAP protocol The POP3 protocol is practically the same without steps 10 to 12 1 Goto Tools gt Account settings Tools Help Address Book ZEKO 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 5 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 01 Chapter 5 Configure Mail Clients with IMAP and POP3 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 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 clic
16. folder is opened Paria Webaccess i Mew mS reply reply all gyForward Gasearch JRules Restore tems Folder list sales All folders From Received a E Inbox Luis Test GO 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 in case multiple rules could match the same message only the first matching rule is 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 39 Chapter 2 Using the Zarafa WebAccess The following rules have been defined Name f mail for development d Messages from Michael Mew Edit Delete f newsletter from zarafa la delete all mail fram Simon la private mail Ok Lancel 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 40
17. it should move to cas Tue 23 03 2010 15 51 4kb IK Go d gt Tue 23 03 2010 11 25 230kb 7 Go gt Tue 23 03 2010 11 18 230kb EK ZO EOI to ever 1 Wed 14 07 2010 18 39 2kb Y B A EOI to ever 1 Fri 16 04 2010 11 47 3kb IS z 2 to ever 1 Fri 16 04 2010 11 44 dkh TKE E GA tr Mon 03 05 2010 19 10 2kb SS G Undelivered Mail Returned to Sender Tue 13 07 2010 18 06 10kb IK pei Figure 2 24 Attach Item Dialog Note It s possible to quickly forward e mail messages as attachments Right click the Forward Items column in the message list 2 Browse through the message list and select the items need which to be attached 18 Calendar usage Create E Mail To test 6 testifizarafa local ll BE JU JU subject sample for Attach items temz Attachments Item attached as Attachment BY U der ES S 3E 9 dE de 2 a pe pei A Y GE item attachment as Text in body Figure 2 25 New Mail with message items added as attachment Note ltems can be attached as Text or as Attachment By selecting the check box as required by default items are added as Attachments 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 2 Select the button New to create a new appointment A dialog as shown in Figure 2 26 New Appointment
18. 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 e Results refresh every X seconds how often if at all the results of advanced searches should be refreshed 2 13 2 The Compose mail tab General _ SC er ono Compose mail in this format HTML w L Close original message on reply or forward d Always request a read receipt L AutoSave Unsent every minutes Cursor position when replying Start of body at From Email Addresses Set FROM email addresses Signature _ _ dl Always add signature to outgoing mail Edit signatures Figure 2 59 Settings Compose mail e Reply to address the address that recipient of a users emails will 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 43 Chapter 2 Using the Zarafa WebAccess 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 ente
19. server when a new email arrives Rules Wizard i j x which condition s do you want bo check Step 1 Select conditionis on this machine only with specific words in the subject From people or distribution list through the specified account sent only bo me where my name is in the To box marked as importance marked as sensitivity Flagged For action where my name is in the Cc box where my name is in the To or Cc box where my name is not in the To box _ sent to people or distribution list hd 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 4 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 66 Signatures Note 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
20. 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 34 Detailed Contacts 2 9 2 Detalled Contacts Since ZCP version 6 30 the WebAccess provides a detailed dialog for contacts as shown in Figure 2 46 Details of a contact Contact General Details SE Email Function Display Marne E Company Webpage eze EO IM Address File az Phone numbers AY Additional Information Business AU aa AE cos GIRE Business Fas gt Meka gre Addresses Business x me e dl Use this address for mailing Attachments Attachmenta Categories Private C Figure 2 46 Details of a contact 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 35 Chapter 2 Using the Zarafa WebAccess Name details Tithe e First Klaas Middle Last Jansen Suffix ERI e EA Show
21. this again when name is incomplete or unclear Cancel Figure 2 47 Name details dialog Phone details Country Region Code 31 City Area code 015 Local number 123456 Extension Figure 2 48 Phone details dialog Address details Hooftstraat 63 Street City Delt State Province Zuid Holland ZlPiPostal code 2524HT Country Region Netherlands EA Show this again when address is incomplete or unclear J Cancel 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 36 Distribution Lists In this menu ticks are shown besides the address types indicating which addresses have been entered already Addresses ed Business Fl use this address for mailing li 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 General Assistant Name Business Full Name Business 2 Funcion Business Fax Company Callback File as Car Phone numbers Business lL Gizo tome Zi Hore Business Fax lek
22. 9 00 Private Appointm q d 15 00 19 00 05 30 e 06 00 f Meeting Amsterdam 12 00 13 00 Annual Marketing Seminar i Meeting new custi Utrec i 00 00 00 00 12 00 13 00 You dont have permission to view this folder if E y Li EE Open shared folders Open Multi User Calendar 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 25 Chapter 2 Using the Zarafa WebAccess Tue 2 Oct 2007 9 IA 115 TO IO Figure 2 34 Timeline 2 Click on a user 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 26 Load group dialog A A group Mozilla Firefox l 3 Z Oo xj User group Groups Users Sales rep Jane Doe Executes E John Coe EO PR Ok Cancel Ex Done o we Figure 2 35 User groups 2 Select a group in the left list and click on the button Ok 3 The group of u
23. A e fo Lc EE EE EL aaa TV NR eleva rere aA 30 20 EA Eee daie IA pea dE 31 AS a ge eba 33 29 COMAGIS is a e arias 34 2 91 Create NEWNCONtaC sr lts 34 2 92 Detailed geala rie aA 35 AI cond ieecavenactncauiedseaveccassnidiesnseenaaie 37 2 10 1 Creating New GISIMDULION aA 38 2 11 PUDIIC gele edes lA aea AAO 38 2 L2 RUIE S A a cutee ee 39 AS 42 Zarafa Collaboration Platform 2 13 alga Preferences laa 42 243 2 the COMPOSE Mall Glen 43 Seda Me QUO OMGE taba ekaiak aaa 44 213A VAC Calendal da ato eo a Li 44 213 5 TNE SADE taD eea S 45 gabek Te SMONMGUIS rala A5 PAA SA A AN A5 2 14 1 Zarafa Attachment Drag n Drop Extension oococccccccccccnononcnonononononononononononononos 45 2 14 2 Zarafa New Mail Notification Extension o oococococococococococonocononcnnnnnnonononenenononoss 45 2 15 Advanced Zarafa WebAccess configurations cc ccecececeeeaeeeeeeeeeeeseseseeeeeeeeseeteeeeass 47 2 15 1 Zarafa WebAccess as default mail Client ooocccccccconcncncncncnonononononononononos 47 LA MA 47 ANG US tica 49 2 15 4 Adding Zarafa WebAccess as mailto handler in Firefox o ococccccccococcccononanono 49 3 Configure Outlook using the Zarafa Windows Client 51 3 1 Installation of the Outlook Client cece cece ec ec ee eeeeeeeeeeeeeeeeeeeeaeaeaeaeaeaeaeeeseseseennenes 51 Sebe A a 51 lt A aate Oe e 53 22 OUHOOK CONNECCION YDE si EE 53 O AA 53 e E e ee aak da lau si a o 53 3 23 Cacne
24. AGPLv3 can therefore be downloaded freely with ZCP s Community Edition Several closed source components exist most notably e the Zarafa Windows Client providing Outlook integration e the Zarafa BES Integration providing Blackberry Enterprise Server connectivity e the Zarafa ADS Plugin providing Active Directory integration and e the Zarafa Backup Tools These components together with several advanced features for large setups and hosters are only available in combination with a support agreement as part of ZCP s Commercial Editions Alternatively there is a wide selection of hosted ZCP offerings available This document the User Manual describes how to use ZCP from a user s view point 1 1 Scope of this document This manual is intended for users of the Zarafa Collaboration platform Users interact with this platform by several means e Microsoft Outlook and the Zarafa Windows Client e the Zarafa WebAccess our open source web based groupware solution and e various mobile platforms like BlackBerry Google Android Windows 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 Mi
25. ARAFA_WEBACCESS_ADDRESS gt should be replaced by the url of your Zarafa WebAccess 48 Linux 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 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 2 Make a new script file mailto sh Put the following lines in the file bin bash ADDRESS echo 1 cut f 2 d Logs this to syslog just helps to make sure it is working properly logger Opening Zarafa mail client addressed to ADDRESS firefox http lt SERVER gt lt USER gt webaccess index php action mailtog8to S ADDRESS Replace http lt SERVER gt lt USER gt webaccess with base URL of the WebAccess Save the file preferably in the home directory then run chmod uog rwx mailto sh from the same directory Now type gnome default applications properties on a console or go to System gt Preferences gt More Preferences gt Preferred Applications Open Mail reader and set it to a custom action that looks like home lt USERNAME gt mailto sh s 2 15 4 Adding Zarafa WebAccess as mailto handler in F
26. Chapter 6 Configure Calendar Clients using CalDAV and Cal This chapter describes how to configure the CalDAV or Cal client for using with the Zarafa server The zarafa ical gateway enables users to view their Zarafa calendars using clients like Sunbird Evolution or Mac Cal To access calendar folders on Zarafa the following options are available For all clients but the Mac OS X iCal client use URL Calendar http server 8080 ical User s own default calendar via ical not recommended http server 8080 caldav User s own default calendar http server 8080 caldav lt other Other user s calendar list user gt http server 8080 caldav lt user gt User s self created calendar in user s own lt calendar gt store http server 8080 caldav lt user gt User s self created subcalendar in a self lt calendar gt lt subcal gt created calendar http server 8080 caldav public Calendar folder in the public folder lt calendar gt For the Mac OS X Cal client use URL For Mac OS X Cal client Calendar http server 8080 caldav User s calendar list http server 8080 caldav lt other Other users calendar list user gt http server 8080 caldav public Public folders list Note The lt other user gt or lt user gt lt calendar gt is only reachable if the correct permissions are available Note The Mac Cal client is fully tested and supported up to 10 5 6 6 1 Mac OS X
27. Click Ok to save and close the permissions window 2 3 3 Remove a person e Click on the person who needs to be removed from the list e Click on the Remove button e Click Ok to save and close the permissions window 2 3 4 Open shared folders To open shared folders from the Zarafa WebAccess click the Open shared folder link at the bottom of the folder list A window as shown in Figure 2 6 Open Shared Folder will be presented Open Shared Folders tzu o All folders Ste 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 y 5 u e FF d Su T 2 Son Tau T slavs i LU heaviest LI purra ETSI jer Hama rz cmt p e J H tr e 3 Figure 2 7 Create Mail 2 Attachments can be added to the email by selecting the Attachment button or the Paperclip icon 3 Email c
28. Hare Mobile D Home Fax Addresses ISDN Business IB Mobile Other Cl Use this address for mailing Oher Fax Fager Attachments Attachments Primary Radio Telex l 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 37 Chapter 2 Using the Zarafa WebAccess 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 Distribution List Ejsave Members Ire E Mare Eurei Lucasiunitl ztest nl GO Lukeuniti ztestni Private 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
29. Note 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 71 Chapter 4 Using Outlook Note 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 misjuse send as permissions 4 12 Categorisation Since version 6 20 it is possible to categorise the items in Outlook by default categories and by customized categories 4 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 wil
30. 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 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 24 Multi User Calendar can be opened either by double clicking on it or by right clicking on it and choosing the Open option which presents a dialog where the new date and time can be set 2 6 1 2 Delete appointment Appointments are deleted by the delete button in the context menu that shows when clicking on an appointment with the right mouse button Alternatively one can use the Delete button in the tool bar or the Del Delete key on the keyboard 2 7 Multi User Calendar Opening other users calendars side by side is possible with the Multi User Calendar see Figure 2 33 Multi User Calendar click on the Open Multi User Calenda
31. a server based solution Z Push is available as an opensource project on Sourceforge http z push sourceforge net 7 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 without 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 7 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 add
32. afa 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 Xcommand rund1132 exe url dll FileProtocolHandler http lt ZARAFA_WEBACCESS_ADDRESS gt index php action mailto amp to L 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 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 dl11 FileProtocolHandler http lt ZARAFA_WEBACCESS_ADDRESS gt index php action mailto to 1 2 15 2 1 Installing the reg file 1 Opena text editor like Notepad 2 Insert the desired registry key where lt Z
33. an be saved by selecting the Floppy disk icon After a email is saved it is stored in the Drafts folder 4 To seta flag that marks the email as important or high priority click on the exclamation mark UI 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 Note 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 trom the Po aa Global Address Book ve Global Address Book B File as Display Mame Contacts Alejandra Alejandra Test Alejandrorc nnitl zte t ni d Ete O A e EEEa ETE 3 Alexander Alexander Test Alexandere untl ztest ni E GO Angel Angel Test Angelauntl ztest nl GO Blake Blake Test Dlaker unitl ztest nl GO Caleb Caleb Test Calebrounitl ztest n GO Carlos Carlos Test Carlosmuntt ztest nl ea Figure 2 8 Address Book Note Since 6 30 0 it is p
34. art 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 16 Downloading Attachments Zarafa Webac zi Sd amp W Reply X Reply Al i Forward 3A Search Folder list Inbox All folders A E search Subject or Sender for startrek Search Clear ZEZ inbox B d From Subject Received Y Size MO GO Calendar STARTREK COM TNG at 20 Star Trek convention news Doohan memorial and mor Tue 05 01 07 20 04 17 59kb Via Contacts Q STARTREK COM Movie news new column and Tunes all on STARTREK COM Tue 03 27 07 17 17 05 Y E Y guardako 3 STARTREK COM STAR TREK XI The Latest News Fri 03 02 07 17 05 16 E e Sr S STARTREK COM Star Trek Recommends Save 10 on Everything in the Store Tue 02 20 07 16 31 22 KO bea d STARTREK COM Star Trek on iTunes Remastered news and more Tue 02 06 07 18 18 31 Y E Journal STARTREK COM Star Trek Recommends Save 10 Tue 01 23 07 22 12 20 Y GW Junk E mail GO Notes 33 Outbox 2 Sent tems 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 Note Archiving
35. ation 4 For iCalendar select the Calendar Option Enter as location http server 8080 ical 83 Chapter 6 Configure Calendar Clients using CalDAV and iCal Create New Calendar Create a new calendar Locate your calendar Provide info about what is needed to access your remote calendar Format Calendar ICS O CalDAV O Sun Java System Calendar Server WCAP Location http zarafaserver 5080 ical Figure 6 5 Cal details 5 For caldav select Ca Dav option Enter as location http server 8080 caldav Create New Calendar Create a new calendar Locate your calendar Provide info about what is needed to access your remote calendar Format Calendar ICS CalDAV O Sun Java System Calendar Server WCAP Location http zarataserver 8080 caldav ze zite Figure 6 6 CalDav details 6 3 Evolution Client Configuration 1 Start Evolution client 2 Click on menu New Select Calendar 84 Evolution Client Configuration 3 Fill in the details amp remove the Use SSL option The URL options are similar to Sunbird New Calendar Use SSL Color C Copy calendar contents locally for offline operation Mark as default calendar GO cancel Gal ox Figure 6 7 CalDav details 85 86 Chapter 7 Configure Mobile Platforms This chapter describes how to configure the Z Push software to synchronise PDA s and Smartphones with
36. be inserted in the favourite folder without its subfolders It is necessary to specify otherwise 55 Chapter 3 Configure Outlook using the Zarafa Windows Client F Add to favorites Very Important l Favorite folder name Very Important Subfolders Add subfolders of this folder Add immediate subfolders only Add all subfolders Figure 3 2 Add to favorites window Office 2007 56 Chapter 4 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 4 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 E Inbox Microsoft Outlook File Edit View Go Tools Actions E Synchronizing D Configure 4 Inbox Figure 4 1 Synchronisation plugin buttons The synchronisation time can be scheduled by using the configure button When synchronisation is started for the first time th
37. 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 21 Chapter 2 Using the Zarafa WebAccess Lucas Tezt lt Lucastuntl ztest nlp Subject sales meeting Location Delft Label Mone NA Start time 06 10 2008 ESI 1430 E 1 Mi Day Event dd an ZZ EZ End time 06 10 2008 Es 1500 El d Reminder 15 minutes Busy Status Busy bi Attachments Private C Figure 2 28 Meeting request 7 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 22 Create new appointment with invitations and free busy status Meeting send Blsave amp CiRecurrence ACancel invitation Td RR eer Proposed start date and time Proposed end date and time Duration Proposed by m 11 09 2008 15 00 11 09 2008 15 30 30 minutes Current Meeting Time gt 11 09 2008 15 01 bd 1 day EA Thu 11 Sep 2008 a MK 07 0B O9 TIA 11 i2 IA 14 15 16 17 iE 19 20 AI 22 JA 00 01 D DA a 05
38. clicking the Ok button To save the rule the Rules overview dialog must also be closed by clicking Ok 2 13 Settings In the bottom right corner of the Zarafa WebAccess to the left of the log out link resides a settings link by which the Settings dialog can be opened The Settings dialog contains 6 tabs the follwing sections cover each of the tabs 2 13 1 The Preferences tab 5 Save a Close Preferences General Language English ei Color theme default ei New mail check timeout 5 minutes e Automatic logout After 60 minutes y Folder Options startup folder Last opened folder Number of tems to display per page 100 Iw Reading pane visible Figure 2 58 Settings Preferences Language sets the default language for the WebAccess Color theme pick one of si ver white and the default blue 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 Number of items displayed per page Reading pane visible if and where the preview pane for emails should be located Pick one of Right Bottom or Off 42 The Compose mail tab 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
39. crosoft 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 d Zarafa Outlook sharing amp Webaccess WebAccess Please logon Language Last used language Bena 410254 Figure 2 1 The Zarafa login screen Chapter 2 Using the Zarafa WebAccess After logging in all Outlook folders and the Public folders the account has access to can be accessed The most basic functions are available from the WebAccess toolbar found across the top of the page See Figure 2 2 The New Menu Note With regards to the folders some functionality is only available in the context menu that appears when right clicking on the folder items g Zarafa Webaccess o l El E i a 3 GA IE KK F E E b E d N ry a Ji q l A A af AL AE Lf F e b gt i bd ZE ch Appointment 4 Meetingrequest GO Contact ES Distributioniist Figure 2 2 The New Menu 2 2 Managing folders Creating moving renaming copying or deleting sub folders if accomplished with the righ
40. d Zarata MOS essa tre ario oda rob rel Dee dea aan nad edo 54 3 2 4 What is the best connection type tO choose cccececececeeeeeeaeeeeeceeeeususeeeeeees 54 3 0 AUVanced galtzea lela 54 A O E A A O A aes 55 3 3 2 elai d conecto STINGS AEK 55 24 PUDIC GO GE FAVOUNIES ii da a 55 4 Using Outlook 57 AL WOKING OIM sit EN E oda Weteeeee EN 57 4 1 1 Sending email during offline USE ocococccococococococonnnnnnonononononnnonononononononenenononos 57 4 12 Limitations OF WOrking OMINO ia a aa gera 58 4 2 Folder iaia Su 59 4 2 1 The creation of a public folder cocococonocococococonononocononononenencncncncanononos 59 4 2 2 Sharing of folders setting PErMISSIONS 0ocococococccococococococononononnnnnnnnnnnnonnnnononons 59 4 2 3 Adding or opening folders shared by other users cocococccocococococoncncnnonononononononons 61 4 2 4 Adding or removing complete stores of other Zarafa users occccccccononononononononoss 62 4 3 RESONO deleted NEMS abea aaa ea aea Ea aaa indent eee 63 AA FS BUSY UNAS e a de 64 AD IR CSOUICES age aaa Eak soda Eda AAE dakoa 64 4 6 QOUL Ol OMICS ASSISIANNE aeta ea a a 65 4 6 1 Out of Office settings for Other users oocococccccocococococonoconononononnnnnnnnnnnnnnennononons 66 Ole RULOS aaa ae et ee ee ee 66 SS tabe eatea E E ESS 67 4 9 Signing and encrypting buzta AAA 67 AL Retrieving gegia iera 67 4 9 2 Check encrypted email GAl ENA 68 4 9 5 E aleei egalari
41. ded 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 All Folders Open in Mew Window Advanced Find Mew Folder Add to Favorite Folders Process All Marked Headers Process Marked Headers Open Outlook Data File Properties For Inbox Robbert Monna Figure 4 7 Folder Properties selection 2 Select Properties gt click Advanced gt select the tab Advanced in the Zarafa server dialog window 62 Restoring deleted items Zarafa Outlook Sharing General Advanced gt MailBox Remove Annuleren Figure 4 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 4 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 E Recover Deleted Items E Hesiore Delete Messages Folders Deleted On From Received BEE Figure 4 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 63 Chapter 4 Using Outlook If Delete is selected the ite
42. e Global Address Book will be synchronysed first After the Global Address Book has been synchronised it will the Inbox will be synchronised The most recent emails will be synchronised first During the initial synchronisation new email will not be received New email will be retrieved after the first synchronisation is finished or after Outlook is restarted during the sync Sending new email during synchronisation however will be done immediately 4 1 1 Sending email during offline use When email is send 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 57 Chapter 4 Using Outlook Send Receive Groups Send Receive group contains a collection of Outlook accounts and Folders You can specify the tasks that will be performed on the group during a send receive Group Mame Send Receive when All Accounts Online and Offline Setting For group All Accounts Include this group in send receive F9 Schedule an automatic send receive every minutes Perform an automatic send recejwe when exiting When Outlook is OfFline Include this group in send receive F9 Figure 4 2 Send and receive settings 4 1 2 Limitations of working offline Things to consider when using Offline functionality e Cur
43. events are set as free and because of that not visible in the freebusy information 4 6 Out of Office Assistant 1 Make sure the currently opened folder belongs to the store for which an auto respond message needs to be set 2 Click in the menu of Outlook on Tools click Out of Office Assistant 3 In this dialog window an auto respond message can be 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 65 Chapter 4 Using Outlook 4 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 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 4 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
44. 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 2010 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 40 5 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 at Download all attachments wallpaper 59393 jpg 1331kb wallpaper 74836 png 1958kb wallpaper 288717 jpg 125kb Figure 2 23 Message Attachments 2 4 6 Attach items to mail Note Attach item functionality is available in ZCP 6 40 4 up To add items as attachments or forward them as text message in body of composing mail 1 Click on Attach Items button or envelope with paper clip icon see Figure 2 24 Attach Item Dialog 17 Chapter 2 Using the Zarafa WebAccess From Attach Items To Look in BEC SO E de E Attachments Contacts E Deleted tems rinser As E 7 U abe X 2 Drafts E O Text Only r O Attachment Format Normal E Journal thanks Shyam Select from ld d Page 9 of 10 p pl L 3 ee E Sie Task Request dddddd Fri 09 07 2010 19 23 6kb el 2 test Tue 22 06 2010 19 04 3kb ka 2 testing
45. he Zarafa Windows Client Note Whenever the Detect at startup mode decides to work offline the behaviour fo that session will be as described below in lt l effectively In case it decides to work online the behaviour of that session will be as described above in lt ee d 9 3 2 3 Cached Zarafa Mode The third type of connection is Cached Zarafa Mode This type is similar to the caching mode of MS Exchange If this type is selected the offline storage will always be used When there is a network connection available all items of the user s own store will be synchronised to the offline storage The first time the Outlook profile is being configured it is required to have a connection to the Zarafa server After the profile is created and Outlook can be started all folders and items will be synchronised Important Please consider the limitations of the use of offline storage as described in a 3 2 4 What is the best connection type to choose 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 Online PC s in the office User that works with a fixed PC remote from a sub department Cached Zarafa Mode over a 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
46. he ability to add inline images in mail messages To add an inline image click on Attachments and select an image If the HTML format is being used see Compose mail in this format in Settings Compose mail tab the inline image functionality is enabled A light blue cross icon will appear beside the attachment as seen in Figure 2 12 Light blue cross icon to insert the image as a inline image Click on the blue cross icon to insert the image in the mail body as shown in Figure 2 13 Example of an Inline Image The inline image will inserted at the last cursor position 11 Chapter 2 Using the Zarafa WebAccess Create E Mail nine image Water lilies jpg B2kby P B Z U de X x PS i SA SZ 0 ls Es gt Format Normal Font E Size ht 4 SEO Ed E EEA ili ps be Hee Figure 2 12 Light blue cross icon to insert the image as a inline image Create E Mail 1 d b 7 I d E JA SO Sd E d urteek Subject Inline image Attachments B Z U de x x i i II IS Mt ZN 5 H LGE dl ed we A I d l Le E ea gt Format Normal e Font Size 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 option
47. he installation if it needs to update the existing files Select this option if it s not necessary to connect to a Zarafa 5 2x server anymore 3 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 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 51 Chapter 3 Configure Outlook using the Zarafa Windows Client 2 Choose the last option Extra server types and click Next gt choose Zarafa 6 Server gt click Next 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 Note More information on the three connection types can be found in Se Note Outlook XP only has the Online type to select 8 Choose OK a couple of times to close the windows 3 1 1 2 Instructions for Outlook 2000 1 Create a new mail profile Outlook 2000 2 Goto Control Panel gt Ma
48. hosters are only available 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 b http creativecommons org licenses by sa 3 0 http www gnu org licenses agpl 3 0 html E http www zarafa com content community http www zarafa com content editions 1 Introduction 1 Sa li Ta 1 2 Using the Zarafa WebAccess 3 A O e E o PO E O as edna ncaa ea 3 227 Managing iaia e Sn ia ia ci 4 A O A A iee eel Meee cee aa tot eeeee tae acne 5 2272 RESIZING A o UE O a 5 232 35 EMpty geleted items Ue ds e edeae esas 5 2 2 4 A O A IO 5 2 2 5 Marking all messages in a folder AS read oocococccococococococococonononnnnnnanonnnonnnnnnnonons 5 LAS POPEO A aag a Soca Saeed nese ecient es eae 6 2 3 Access to folders and calendars for Other users ccccecececeeeeeeeeeeaeeeaeaeaeeeeeeesuensneeees 6 Gara aiala e POSO a a iia e 6 Sa Gana e eie duela ar 7 2 REMOVE A PELS aA 23 As Open shared etal aS ga e i a aa dA a wate cialis 7 LA gatu EAEE 7 2 4 1 Compose and send a
49. il 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 3 1 1 3 Instructions for Outlook 2007 1 Goto Control Panel gt Mail gt Show Profiles 52 Start Outlook 2 Click on Add and fill in a title for example Zarafa Click OK 3 Select the option Manually configure server settings or additional server types and click on Next 4 Select Other and choose Zarafa Server and click Next 5 Fill in the address or host name of the server in the Server field 6 Optionally choose HTTPS connections where available 7 Fill in the logon data of the user in the Username and Password fields 8 Click Ok The personal folders of this user and the public folders will appear as store in Outlook after adding the server in this way 9 Click Finish to finalise the profile 3 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 3 2 Outlook connection type By default
50. irefox 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 Za 3 Type about config in the address bar and press Enter Ignore the warranty warning Put gecko handlerservice in the filter box Double click gecko handlerServiceAllowRegisterFromDifferentHost This will change its value from false to true Paste this code in the address bar while replacing https URL TO YOUR ZARAFA WEBACCESS with the URL used to access the installation of the Zarafa WebAccess usually the url used to get to the login screen of the WebAccess then press Enter 49 Chapter 2 Using the Zarafa WebAccess Javascript window navigator registerProtocolHandler mailto https URL TO YOUR ZARAFA WEBACCESS action mailtogurl s Zarafa WebAccess 5 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 6 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 P
51. k OK and start using Zarafa with the IMAP protocol 5 1 2 Windows Mail This example is based on Windows Mail Outlook Express can be configured in a similar way The following example is for the IMAP protocol Setting up the POP3 protocol is practically the same skip steps 10 to 12 1 Goto Tools gt Accounts Tools Message Help Send and Receive Synchronize All Address Book Crrl ShiFt B Add Sender to Address Book Message Rules A IMAP Folders Accounts Options Figure 5 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 9 Un tick whether the user wants to download the data from the server right away and click Finish 10 Highlight the new account in the folder list and click Properties in the context menu open by a right click on it 18 Windows Mail 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 19 80
52. l be automatically added to the available categories in the Color category window 12 Create a custom category in Outlook 2000 2003 Color Categories assign Color Categories to the currently selected items use the checkb category To edit a category select the category name and use ae E Figure 4 19 Categorys in Outlook 2007 Add New Category Figure 4 20 Add category in Outlook 2007 4 12 2 Create a custom category in Outlook 2000 2003 1 Open a new mail and choose in the taskbar for options 2 Choose in this window message options for categories and then for Master category list 3 Type the name for the new category and add this with the Add button 4 After creating the category confirm with the OK buttons in the open windows 13 Chapter 4 Using Outlook Message Options Message settings Importance Sensitivity Normal Categories Security Master Category List New category Business Competition Favorites Regue Gifts Goals Objectives JReque Holiday Delivery options l Holiday Cards Available categories Hot Contacts voting and Tracking Ibe Themis belong to these categor sy dE Ideas ER d _ Business International zere d competition Key Customer H Favorites Miscellaneous _ Do no Gifts Fersonal Goals Objectives Phone Calls Expire Holiday Status Holiday Cards Strategies F Hot Contacts Encoding _ Ideas International E seal
53. lar intervals Click on options given on the right side of Recurrence pattern to recur the task on specific intervals e Repeat task at interval after the date it is completed Click Regenerate new task and fill the interval in the box Note 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 32 Task Requests 2 8 2 Task Requests Note Task request functionality is available in ZCP 6 40 4 up In addition to creating tasks for oneself a user can assign tasks to others by sending them a task requests Due Date Ta Status Not Started Start Date Ta Priority Normal Complete Keep copy of task in task list send me a status report when task if completed Attachments J ooo Cees Jae 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 o
54. lder 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 items 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 Restore deleted Items From Subject Deleted on Size junk 11 09 2008 2kb a junk 11 09 2008 2kb good mail 11 09 2008 2kb 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 Chapter 2 Using the Zarafa WebAccess 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 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 butto
55. lease note that a user needs to be logged in or make use of Single Sign On for it to work smoothly 50 Chapter 3 Configure Outlook using the Zarafa Windows Client 3 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 following steps are necessary to install a Zarafa workspace Note It is recommended to have the latest Service Packs and Security patches installed 3 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 Note 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 Note 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 t
56. mer com Domain Optional Password 1060560000000 Description john zustomer com Figure 7 7 User settings 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 A new option field Server will pop up Enter the correct server address or IP if necessary Phone based configuration all NLKPN 14 56 Exchange k Email john zustomer com Server zarafa zustomer com Domain Optional Password 00600000000 A A d I Description john zustomer com A Figure 7 8 Extra server field If SSL is not available the connection will fail to be established Touch Save in order to keep the current account settings Go to the just created account and touch Account info and disable Use SOL 93 Chapter 7 Configure Mobile Platforms This account may not be able to send or receive emails Are you sure you want to save Save Edit Figure 7 9 Save settings 94 Figure 7 10 Account settings iPhone based configuration john zustomer com Settings Email john zustomer com Server zarafa zustomer com Domain Optional Username john Password Description john 2zustomer com Use SSL lt disable rz GR 95 96
57. ms 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 4 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 4 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 r d a a EE a TO A a E 4 Untitled Meeting br D ZO ma File Edit View Insert Forma
58. n to click on a folder and choose the Properties option then select the Permissions tab as shown in Figure 2 5 Folder Permissions A arafa Weacces direz SG 6 Perk rre Folder list Properties Mozilla FireFox All folders Properties O ES pra erare E ca Calendar General Permissions nt van ons GO Contacts E 3 Deleted tems ED Dratts pa soft Linux Linus Add _ Remove Status bericht soft Linux bericht 3 Status bericht Properties Create items T Folder permissions EET 3 EF public folder I Read items I Folder visible bericht T create subfolders Linu Edit ten rr Delete tens bericht OO Mone O Mone C Cin f Oven O an O an Ok Cancel EA Done Apache 2 0 59 OO IL IE 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 Note Please note that this persons permissions must be changed As by default the dialog grants no additional permissions Change 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 Now the permissions can be manually set in the bottomn part of the permissions window or one of the preset profiles can be selected from the Profile drop down menu
59. new emai oocococococococonocononononencncncncnnonononanonanananans 7 gaia NA es 11 2 4 3 Copy move and delete email oococccccocononoconocononononononononononcncncncnnananonos 13 ZAA SEANN AA A A ices ou Sn ts Cae eo Ohh a 16 2 4 5 DOWAIOAGING Attachments A 17 24 OL Atach tems to Mall esca ano 17 Zos Cenaa rala 19 2 5 1 Create new appointment with invitations and free busy status occcococoncncnonn o 19 2 0 2 ACCepta meeting INVITATION o co 24 2 6 Multiple calendar views oocococococococococonononocononononononcnononcnnononoronoronnnnnnnnnnanannnnenenenes 24 SS E aea ge auge ae 24 GARRALDA adl dez giaz dE 25 2 7 1 Adding a user to the time line ococccccccccnoncnonoconononononononnnonononencnoncncnnananos 25 2 7 2 Deleting a user from the time line ooocococococococonononoconononononononcncncnnonononos 26 2 7 3 Loading a group of users to the time line occcccccccccncncncncnnnnnononenononononononos 26 ga koad o o UM AAA des casted EESAN AERA EA 27 Lila NO ACCESS MESSAGE nna a a a A 21 2 7 6 Cumulative free Dusy Information oococococococonononcncccncccononococononononnnnnnannnnnnenenes 28 2 7 7 Create or elgeta lela ulea 28 21 09 MOVING Bugs atea 29 2 LI Changing ZOO VA as e 29 2 7 10 Changing number of displayed days ococccococccccccconononononononononononononononononononos 30 2 7 11 Browse time period sica tela etter tat 30 P
60. ody kolenboer Figure 2 18 Save Email as a File button 2 4 3 5 Change email view phew e OS de E reo E Rep a Si Progr Folder lst Es bilma ais Ts od T balego T z T conia GE ZO ba Lele thes column 5 a AES IE theres 5 zile 4 borate Ja mco E le Lhocser BEGO EZE A Herman maling POTTO alero 0 Figure 2 19 Context menu form a mail view column In the Zarafa WebAccess the email view has a default layout a list of messages with a From and a Received colomn However like in Outlook it is possible to change the view by adding or removing columns To do so use the right mouse button to click on the header of the list for example on the From header field and select the Field Chooser option from the context menu A dialog that looks like Figure 2 20 Field Chooser will pop up 15 Chapter 2 Using the Zarafa WebAccess Field Chooser Available fields selected fields Categories Add A In Folder Modification d Delete Attachments Sent From To 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
61. ok automatically 67 Chapter 4 Using Outlook 4 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 certificate 4 In Firefox go to Tools gt Options gt Tab Advanced gt tab Encryption gt button View Certificates e Manager Ioj x our Certificates People Servers Authorities others You have certificates From these organizations that identify you Certificate Mame Security Device Serial Number Expires On I El Root CA Acert WoT User So aba Jare e Securit DE 05 D4 2008 10 22 B I CAcert WoT User Software Securit 05 04 83 2ODB 10 22 C cert Wwol User Software Securit 05 03 46 0065 10 41 LOGSE WoT User Software Securit O4 FO 07 0068 10 05 WIEN Backup Backup Al Import Delete Figure 4 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 4 9 2 Check encrypted email settings 1 Goto Tools gt Options gt Security tab gt click Settings
62. ossible to add company wide defined address lists in the Address Book Read the ZCP Administrator Manual for more details regarding address lists 2 4 1 1 Automatic email address suggestion When typing an email address or contact information in the TO CC or BCC fields the WebAccess automatically suggests names a feature often known as auto complete The suggestions are listed below the input field see Figure 2 9 Automatic Suggestions and a suggestion can be selected by both mouse or keyboard The suggestions are based on email addresses and contact information that have been used recently It is possible to delete an address from this list by 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 Chapter 2 Using the Zarafa WebAccess ond E ZG BIZ A A Daien ICE oi OOZITO con onho ZISTA tome Jol n arafa john tars aaar GIS GOTra Figure 2 9 Automatic Suggestions 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 40 4 up it is possible to upload multiple attachments at once Prior versions of ZCP only allow the upload of one file at a time Note To upload multiple files a
63. otification 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 46 Advanced Zarafa WebAccess configurations 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 2 15 2 Windows For all users on a computer Windows Registry Editor Version 5 00 HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Zarafa Web Client HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web ClientiDefaultIcon windir zarafa ico HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Protocols HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Protocols mailto URL Protocol HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web ClientiProtocolsimailto1DefaultIcon windir zarafa ico HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell open HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell open Xcommand rund1132 exe url dll FileProtocolHandler htt
64. p 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 to 1 HKEY_LOCAL_MACHINE Software Classes mailto EditFlags hex 02 00 00 00 URL Protocol URL MailTo Protocol HKEY_LOCAL_MACHINE Software Classes mailto DefaultiIcon windir zarafa ico HKEY_LOCAL_MACHINE Software Classes mailto shell HKEY_LOCAL_MACHINE Software Classes mailto shell open HKEY_LOCAL_MACHINE Software Classes mailto shell open command 4 Chapter 2 Using the Zarafa WebAccess rundl132 exe url dl11 FileProtocolHandler http lt ZARAFA_WEBACCESS_ADDRESS gt index php action mailto to 1 For current user only Windows Registry Editor Version 5 00 HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Zarafa Web Client HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web ClientiDefaultIcon windir zarafa ico HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Protocols HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Protocols mailto URL Protocol HKEY_CURRENT_USER SOFTWARE Clients Mail Zar
65. ply domain or some other random text can be specified Select save password if automatic sync Is preferred 88 Phone based configuration i ActiveSync And Til nl Edit Server Settings User name LISer Password ae oe a a oe Domain Save password required For automatic sync ll Back E Next Figure 7 3 Account details 4 Select which items must be synchronised F ActiveSync a Til m Edit Server Settings Choose the data you want to synchronize ETE Y Contacts Calendar blu E mail Tasks Finish Figure 7 4 Synchronise options 5 Press Finish and start synchronising by pressing Sync 7 2 2 IPhone based configuration The following steps are applicable for the iPhone 1 Open Settings and touch Mail Contacts Calendars 2 Touch Add Account and touch Microsoft Exchange 89 Chapter 7 Configure Mobile Platforms 90 all NLKPN 14 54 Settings Mail Contacts Calend Accounts d GMail Mail Add Account Mail d TT Te Show 100 Recent Messages gt 3 Lines gt Minimum Font Size Medium gt Ask Before Deleting MTM b Figure 7 5 Mail Contacts Calendars settings all NLKPN 15 15 Add Account iPhone based configuration Figure 7 6 Choice Protocol Provider 3 Enter the user credentials and touch Next 91 Chapter 7 Configure Mobile Platforms 92 all NLKPN 14 55 Email john zusto
66. pops up 19 Chapter 2 Using the Zarafa WebAccess 20 Appointment b EIO o Appointment Scheduling Reminder 15 minutes lt o Busy Status Busy w Al Day Event I Ezi pe Figure 2 26 New Appointment Insert a subject for the appointment and optinally 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 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 Note 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 Create new appointment with invitations and free busy status Reminders 0 reminders are selected work meeting 17 minutes overdue Dismiss AIl Open ltem Click Snooze to be in 5 minutes le Snooze Figure 2 27 Reminder dialog 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
67. quest will be sent showing it was on behalf of the other user The recipient will see in the From field something similar to lt delegate gt on behalf of lt user gt For example Pete enters the inbox of info and sends an email on behalf of the non active user info the following would be seen pete example com on behalf of info example com The option to add delegates is available in the Options menu of Outlook as seen in Figure 4 17 Zarafa delegates 70 Send as Options Preferences Mail Setup Mail Format Spelling Security Other Zarafa Delegates Delegates can send tems on pour behalf To grant permission to others to access pour folders without also giving them send on behall of privileges go to properties for each holder and change the options on the Permissions tab Add Remove Permissions Figure 4 17 Zarafa delegates 4 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 Untitled Message Rich Text File Edit Format Tools Actions Help azea G 20 0413 1 AES Fontes Se e E Insert Previous Arial TAEZ u SS Sit Stee From Bcc Field To E Options Erro Subject Figure 4 18 Show From field in new email
68. r clear the Keep an updated copy of this task on my task list check box and the Send me a status report when this task is complete check box 4 Type instructions or information about the task in the body 5 Click Send 33 Chapter 2 Using the Zarafa WebAccess Note 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 Folder list Contacts By i rem S inbox Alex Test Charly Peterson Calendar Work A e Contaci Email SS EET Deleted iteme 5 IBM Dear John dd Drafta Work er a Inbox 2 Email a Ea lournal Figure 2 45 Contacts 2 9 1 Create new contact A new contact is created with the New button in the tool bar when
69. r link in the bottom of the folder pane Note This feature is not available in the community version of Zarafa Zarafa Webacce a ha ys E Multi User Calendar Folder list B E inbox Simon Koster Fri 5 Oct 2007 Agenda i H j i 19 42 45 318 GO Calendar a Concepten Marketing meeting The Office 11 30 14 30 Board meeting The Office Contactpersonen 13 00 16 00 Contacts ak Deleted tems bak Drafts WD Inbox W Journal Sales meeting Conference call W Junk E mail The Office EA GE dz d i 10 00 11 00 GO Logboek 14 00 15 00 i 9 d Meet with associat Company 14 00 15 00 Seminar Marketing 2007 Hotel 00 00 00 00 Company 09 00 10 00 Meeting customer 17 30 18 00 Meet with CEO Call customer The Office The Office 14 30 15 30 10 00 11 00 Conference call The Office 11 00 12 00 b Notities si Ongewenste E mail outbox a a Postvak IN test 33 Postvak UIT D Sent tems D Taken L Joe Blow D Tasks S verwijderde tems 23 B Werzonden items amp F inbox Joe Blow GO Agenda of johnsmith ZE Public folder T John Smith New A Favorieten a Publieke Mappen E AA Conference Conference Call Marketing Meeting i i i Sales meeting The Office The Office i i i The Office 12 00 13 00 20 30 21 30 08 30 0
70. rently it is not possible to synchronise the favourite folders of the Public Folder or delegate mailboxes e 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 e The synchronisation of a mailbox of 1000MB will take around 1 hour whith a 100Mb s network connection to the Zarafa server e In Offline mode it is not possible to open shared mailboxes or set security permissions on folders e In a Cached Mode profile the button Open other user s folder is disabled e 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 e If it s not possible to open the Public Folder after being offline the session is not available on the server To open the Public Folder again it is necessary to restart Outlook to set up a new session 58 Folder Management 4 2 Folder Management 4 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 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 4 2 2 Sharing of folders setting permissions The permission
71. ress 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 7 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 87 Chapter 7 Configure Mobile Platforms 1 Open ActiveSync and select set up your device to sync with it F ActiveSync r MI o X 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 Sync E Menu Figure 7 1 ActiveSync introduction 2 Type the server address without http or other URL parts i Activesync Edit Server Settings amp Server address myserver rna GOI Mote This is the same as your Outlook Web Access server address This server requires an encrypted 55L connection Cancel ES Next Figure 7 2 Server address 3 Specify a username and password a domain must be specified but it is not used within Z Push SO Sim
72. ring text when replying a mail e Set FROM email addresses here the addresses that can be used to send mail FROM are specified Use the button on the right to add an address to remove an address select it and click the button While composing an email the FROM address can be selected from a drop down menu on top of the TO field this drop down menu contains the addresses picked with this setting e Edit signatures opens the signature dialog from where signatures for new mails or replies and forwards are managed See Figure 2 60 HTML signature signatures Name EEE Signature for new messages TEST e Signature for replies and forwards lt None gt e Business Development d Zarafa Qutlook sharing and Webaccess Ok Cancel Figure 2 60 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 44 The Addressbook tab e Vertical size the vertical size of the calendar People with very large displays want to consider setting it to Large e Calendar resolution the smallest time block
73. s such as border and alignment 12 Copy move and delete email Image Info Li UAL fanandiniineimgphp webclent ajae index php load download_attachment dialo Alternative Text SSSSS Preview width iu Height 302 Border HS pace VS pace Align Figure 2 14 Image properties editor It is possible to delete the inline image directly from the main body as if it were text 2 4 3 Copy move and delete email The following screenshot Figure 2 15 Context menu from a mail message shows the context menu that shows up when clicking with the right mouse button on an email Through this menu most copy move and delete operations are performed It also is possible to download a message as a file d Zarala wees Gap He KK d ee Gi Pek ZG Pek A d Fura Folder list All fu ede ba ZE KIO pr Pest atya GE inbox ebanien Teat Py 2 TE SO Calendar a Mio EX GO Huitzi ZG pelsted tera 12 al rats gt IEE EEE OE SO A il EE uk Enel ba Fark Urresd D lia cargana Gb D DO EI Gent tera t Red So GO Taste EE OG tuvie taire bei Fasori s S Pula Fuke Fa waru etardi dee Figure 2 15 Context menu from a mail message Delete Mag Attached DE EO nF 2 4 3 1 Delete email There are several ways to delete email They are e Via the delete button on the keyboard 13 Chapter 2 Using the Zarafa WebAccess e Via the delete button in the right mouse button menu as shown in
74. selected by single clicks in the lower part of the dialog Noted can also be added to the distribution list from the Notes tab 2 11 Public Folder Favourites The Favourite folder located under the Public Folders is a place where shortcuts to often used public folders can be stored To add a public folder to the favourites right click on that public folder and select Add to favourite folder A dialog as shown in Figure 2 54 Add to favorite folder window will appear It asks Fill in a name for the favourite folder by default the same name will be given to the folder By default only the selected folder will be inserted in the favourite folder without subfolders unless specified otherwise 38 Rules Add to favorite folder Mozilla 2 DO A http funit1 ztest nl webaccess index php load Lf Add to favorite folder Add subfolders of this folder Add immediate subfolders only gt Add all subfolders 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
75. sers is added to the time line and their appointments are loaded per user 2 7 4 Load group dialog The Load Group dialog can be opened by clicking on the button Load Group in the bar at at the top The dialog consists of two lists The list to the left shows the different groups that have been created The list to the right displays all the users that are members of a particular group when that group has been selected from the left list To add or delete a group or user use respectively the plus or minus buttons on the right side of the list Remember that a group must be selected prior to adding or removing a user 2 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 21 Chapter 2 Using the Zarafa WebAccess 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 Joe Blow 12 00 13 00 Conference i La Place Hotel i i i EAN 06 00 17 00 13 00 l Meeting ad afizdfds Amsterdam PLO 21 30 Sk es rr rr rz rr rr rr rr rr zz rz z
76. ss 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 4 2 3 Adding or opening folders shared by other users To add shared folders of other users and to be able to write to or read from it the following steps should be executed 1 Click in Outlook on File and Open Shared Folders D Outlook Today Microsoft Outlook Edit View Go Tools Actions Close All Items Folder Data File Management Figure 4 5 File menu 2 Choose in the dialog window the user and the type of folder to be opened then click OK 61 Chapter 4 Using Outlook E Username poe Foldertype oo A E Cancel Figure 4 6 User and folder selection If Inbox is chosen permanent then not only a folder 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 4 2 4 Adding or removing complete stores of other Zarafa users In order to delete mail boxes also called stores which were ad
77. structure has been built with flexibility in mind It is possible to set permissions per folder Every folder inherits the permissions of the folder it is located in Every item inherits the permissions of the folder it is contained in Before a folder can be added and viewed by other users the permissions have to be set correctly To accomplish this right click on a folder and choose Properties 34 Noah Test EM Yoho Noah Test Fi Yohono All Mail Folders 6 Inbox klaas Test aj Deleted Items Lal Drafts Figure 4 3 Folder properties button 59 Chapter 4 Using Outlook Inbox Properties xl General Home Fage AutoArchive Permissions Mame Permission Level eren Permissions Profile Create items Folder permissions Read items Folder visible Create subfolders Delete items None C Own C Al OK Cancel Apply Figure 4 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 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 righ
78. t Tools EI Send le GO 42 Recurrence Ze Appointment Scheduling Zoom 100 Day View y eptember 18 2007 Wednesday September 19 2007 110 00 11 00 9 00 10 00 11 00 12 00 E _ Add Others y Options y Meeting start time Tue 9 18 2007 el 3 00 PM lt lt AutoPickNext gt gt Meeting end time Tue 9 18 2007 4 00 PM M Busy B Tentative D OutofOffice No Information Figure 4 10 Freebusy information 3 Add the name of the resource or select the resource from the Global Address book 64 Out of Office Assistant 4 Change the icon Required attendee to Resource or Equipment t IRequired Attendee ZO ON Optional Attendee Resource Room or Equipment Figure 4 11 Select the option Resource 5 Add the other attendees that will attend the meeting 6 Selecta free timeslot via the freebusy times and send the meeting to the attendees 7 Ifthe resource is available in this timeslot a pop up will show that the resource is successfully booked Resources Booked A The resources for the meeting were successfully A booked Please do not show me this dialog again Figure 4 12 Pop up after the resource is successfully booked 8 If the resource is unavailable a different free timeslot needs to be selected Note When an all day event is planned please make sure the appointment is booked as Busy or Out of Office By default all day
79. t 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 All folders a Inbox Lucas Test E GO Calendar GO Contacts E Deleted tems y Dratts a dod 33 Copyivove Folder 3 Jun Figure 2 3 The context menu of a folder Printing It is not possible to delete move or rename default Outlook folders like Inbox Calendar and Contacts 2 2 1 Printing It is possible to print email appointments and contacts from the WebAccess Simply use the Print button from the toolbar Following these steps it is also possible to print calendar overviews of a day a week or a month 2 2 2 Resizing panes Just like in Outlook it is possible to resize the panes in the WebAccess allowing full control of the width and height of the workspace in each pane To do so place the mouse between two panes en drag the pane border to the prefered location 2 2 3 Empty deleted items folder The Deleted Items folder can be emptied by using the right mouse button and selecting option Empty folder from 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 fo
80. t once Adobe Flash has to be installed in the browser 2 4 1 3 Set the sender address from field It is possible to set the FROM address of emails before they are sent This field can be found above the TO field as shown in Figure 2 10 Selecting a from address When no address has been selected the default address is used Create E Mail aot E GI aja 4 cme Er dave Car a a a BE Jair Coz jor co corra cl GOI 3T 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 Addresses Sel FROM er tal addresses Janz Doe janedc eta arete con habia DIK sjah he IHS IRO Figure 2 11 Adding From Addresses 10 Inline images 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 with the following From field lt delegate gt on behalf of lt user gt 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 tha
81. t user B sent an email The receiver will only see user A in the From field Before ZCP version 6 20 0 user themselves where allowed to send on behalf of by entering the other users inbox By this method it was always explicitly visible who sent the email For example Pete enters the inbox of info and sends an email as the non active user info would result in pete example com on behalf of info example com Since ZCP version 6 20 0 it is possible to send emails as other users without the on behalf of part Due to security reasons the new send as permission is only configurable server 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 t
82. 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 so called Fat Client can Especially integration with the desktop is hard for web applications To overcome this Zarafa has released two extensions for Mozilla Firefox since most of our clients use this fully open source browser Currently Zarafa offers two Firefox extensions from its website 2 14 1 Zarafa Attachment Drag n Drop Extension By installing this plug in it is possible to use drag and drop for files in order
83. tments Moving an appointment can be achieved by opening the appointment and changing the start time In practise most users will prefer moving appointments by using drag and drop To drag an appointment the user clicks and hold down the left mouse button on an appointment and moves drags the mouse over the time line to the desired location to release the mouse button at that point To help place the appointment a red overlay see Figure 2 38 Dragging appointments follows the mouse to indicate new place of the appointment when the mouse is released at that point lohn Doe Meeting customer Company gt 09 00 10 00 Conferente call lane Doe i 0 4 40 00 11 00 Neet with associal Company 1400 15 0 05 30 06 00 Meeting Amsterdam 12 00 13 00 loe Blow GO lohn Smith GA f You dont have permission to view this folder i 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
84. to attach them to messages It is possible to drag and drop a single file or a selection of multiple files Note From 6 40 5 up the add on is no longer included in the ZCP packages SIE can only be installed from the Mozilla FireFox add ons ge located at h 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 http mozilla org 45 Chapter 2 Using the Zarafa WebAccess browser and will inform the users about incoming mail A double click on the icon will redirect users directly to their WebAccess 2 14 2 1 Settings With a right click on the Zarafa icon the extension s settings are accessible as shown in Figure 2 61 Zarafa Mail checker extension settings i ra Main Tabs Content Applications Privacy Security Advanced Zarafa URL Advanced Settings _ Automatidy logon to the WebAccess Open WebAccess in pegi Display alertbox when receiving new mai Cookie ZARAFA FIREFOX EXT Figure 2 61 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 n
85. ts to read and write to items in a folder first click Add After selecting Pete and clicking OK Pete will show up in the list After this the right checkboxes can be set to enable reading and writing only set Read items and Edit items on All Permissions Description Create items The user can create items Read items The user can read items Edit all items The user can edit all items 60 Adding or opening folders shared by other users Permissions Description Folder permissions The user can change permissions on the folder Table 4 1 Explanation of permissions 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 Note Changed since 5 10 All Acce
86. utton to confirm The task can now be found in the task overview Alternatively new tasks can be created directly from the Tasks overview see Figure 2 42 Task overview Right below the tool bar the fields for creating a new task as shown Simply enter the field for a new task directly into these empty field and save it with the ENTER key e hide Test 4 QE Glew new e D report Klaas about the new schedule Hilde Test Figure 2 42 Task overview 2 8 1 Recurrence in Tasks Note Task recurrence functionality is available in ZCP 6 40 4 up 31 Chapter 2 Using the Zarafa WebAccess Task Recurrence Recurrence pattern Daily O Every Weeks on wget monday Tuesday L lwvednescday v Thursday C Monthly d Friday d saturday d sunday d Yearly Regenerate newy task Weeks after each task is completed Range of recurrence Start 20 01 2010 EO 8 No end date End after 10 OCCUrrences End By 20 01 2010 a 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 regu
87. yntax fax lt fax number gt where lt fax number gt is replaced with the actual phone number of the fax machine 4 Fill in the From and Subject fields as they will appear in the fax cover 5 Enter the mail body as for a normal mail message 6 Click Send 69 Chapter 4 Using Outlook MO KO GA e gt Untitled Message Plain Text M X Message Insert Options Format Text EI Colors 7 E LE gt EZ EL As e Al mal Request a Delivery Receipt Ge Fonts etaa ritze F EE Themes Page e Use Voting T Request a Read Receipt Save Sent Delay Direct Effects Color Ag Rich Text Buttons tem Delivery Replies To Tracking More Options EK Format this message as plain text Plain text can be read by everyone but contains no formatting Subject Figure 4 16 New fax item Note 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 4 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 4 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 re
88. z pz zie zz rz rz e You dont have permission to views this folder Figure 2 36 No Access message 2 7 6 Cumulative free busy information The row directly above the time lines See Figure 2 37 Free busy information for all attendees contains the cumulative free busy information of all users loaded in the Multi User Calendar The bar also shows whether the appointments are set as Tentative Busy or Out of Office Previous Day amp Medi Day KK Next Period Load Group Add User Ib Remove user a Te BE mi5 5 Je Meeting with custi Meeting customer i Meeting Make followup call Mark Hotel Company Company The Office The 99 00 12 00 09 00 10 00 i 10 00 14 00 17 30 18 00 09 00 Sales meeting Conference can Meet with CEO cas The Office i i The Office Th d 14 00 15 00 10 00 GE 14 30 15 30 GS ZE Meet with associat O TO Company 14 00 15 00 i H Figure 2 37 Free busy information for all attendees 2 7 7 Create or delete an appointment To create an appointment simply double click on the time line of the user an appointment has to be created for This will open a new appointment window where the appointment can be created 28 Moving appointments 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 2 8 Moving appoin

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