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Zimbra Web Client User Guide Advanced Web Client

1. Attachments Search for email based on whether it has an attachment If you are searching for a particular type of attachment select the type from the list of formats displayed Size Search for messages by size KB or MB Status Search for messages or contacts based on their status such as read unread forwarded or replied to Tag Search for messages or contacts that have a specific tag Folder Limit search to selected folders Searching Syntax You can search for any item such as a word first name last name phone number or domain name When you are searching for content there are certain rules to keep in mind Searching for content searches the body of the message plus any system readable file attachments Exact text match If you search for phrases each word within that phrase must be an exact match Spelling variants are not allowed For example if you search for bananas messages with banana are not a match Case sensitivity Search is not case sensitive South south and SOUTH are all the same thing Special characters These special characters cannot be used in your search text amp _ 7 5 5 Wild cards The asterisk as a wildcard after a prefix is supported For example if you search for do it returns items with the word dog door etc Attachments System readable file attachments are searched A system readable file is one that can be converted to HTML such as Micros
2. 79 Displaying Your Free Busy Information o ooooocooooo 79 Send Your Free Busy Status to Others 0000005 80 Other Calendar Preferences to Configure 000 80 Set Up Your Calendar as a Private Calendar 80 Automatically Add Received Appointments to Calendar 81 Import Your iCal Calendar 0000 00ers 81 Export Your iCal Calendar 20200 cece eeee 81 Adding an iCalendar From an Email Message 82 Adding External Calendars 0 00 c ee eee 82 Printing a Calendar 2 2 sti saa dra esta eee he oh 82 Deleting a Calendar aaa 83 8 Scheduling Appointments Meetings and Events 85 Creating an Appointment Quickly 00000 eee eee 85 Quick Appointments from the Mini Calendar 86 Configure Your Default Meeting Duration 86 Creating a Meeting from the Appointment Page 86 vi Zimbra Collaboration Server Send Invites to Attendees in Different Time Zones 87 Using the Scheduling Tool to Set Location Preferences 88 Using the Scheduling Tool to Find Attendee Availability 88 View Availability in the Mini Calendar o oooo oooooo 88 Scheduling Eguipment aa 89 Scheduling an All Day Appointment lli a 89 Move All Day Events to a New Day i 90 Creating an Appointment from an
3. Filters are applied in the order that they are listed You can change the order at any time Note An email message is evaluated by each active filter unless you specify that a message is treated only by the first filter that it matches Usually you do not want more than one filter applied to a message after the first match because the message can undergo multiple perhaps contradictory actions Setting Up Filter Rules A filter rule consists of one or more conditions and one or more actions If the message matches the conditions the specified actions are performed You can also set Activity Stream rules Activity Stream rules move messages out of your Inbox into an Activity Stream folder that you can check at your convenience For more information about Activity Stream rules see Set Up an Activity Stream Filter on page 55 Zimbra Collaboration Server 49 Zimbra Web Client User Guide Filter Conditions A filter can contain one or more conditions For example if someone sends you email messages from more than one email address and you want to direct all messages from the person into one folder you can create one filter that has two conditions one for each email address and one action to move the email messages to the same folder The order of the conditions is not important You can choose whether the email message must match all conditions or just meet any one of the listed conditions You can also use a negativ
4. Change a Tag Color 1 Go to Overview pane gt Tags section 2 Right click the tag for which you want to change the color 3 Select Tag Color and click a new color for the tag All tags with the previous color are changed to the new color Rename a Tag 1 Go to Overview pane gt Tags section 2 Right click the tag you want to rename and select Rename Tag 3 Enter the New Tag Name Tag names can include any character except a colon forward slash and quotation mark 4 Click OK Delete a Tag Deleting a tag removes the tag from any item that has the tag The items themselves are not deleted 1 Go to Overview pane gt Tags section 2 Right click the tag you want to delete and select Delete 3 Click Yes to confirm the deletion 64 Zimbra Collaboration Server Organizing Your Account Using Flags The flag icon in the message list is a yes no indicator that denotes whether the email message has been flagged This can be used to indicate an action needed item or to distinguish the message or conversation from other items of lesser importance Flag a Message or Conversation 1 Place your cursor over the flag column for a message or conversation The flag icon displays in a shadowed form 2 Click once directly over the flag icon The flag icon appears in its active form which turns the flag red in color Remove a Flag from a Message or Conversation V Click an active flag icon to toggle the
5. If you are moving a few messages within a conversation the conversation appears in both places The Conversation Detail View window shows the new location of the message that was moved Note You can immediately undo the move Click Undo that appears at the top of the page to move the message back to ts original location Sorting Messages in the Content Pane You can sort your email messages in a folder by Subject Size Date Attachment Flag and Priority You can only sort by one column at a time Inthe Content pane header right click and select the sorting option The header displays the sort order 24 Zimbra Collaboration Server Managing Your Email Group Messages In each of your folders you can group message by date or by size in ascending or descending order When you group messages by date messages display grouped by messages received today yesterday last week two weeks ago three weeks ago last month and older When you group messages by size messages display grouped by enormous messages larger than 5MB and tiny messages less than 10KB Grouping message by size is a good way to manage your mailbox quota by finding the largest messages to remove from your account 1 Select the folder and in the Content pane header right click and select Group By 2 Select to group by date or size 3 Select the order that the messages should be displayed Removing Spam Most filtering of unsolici
6. Your email administrator can set a maximum limit for the number of entries you can have in all your address books When you reach this maximum you cannot add any more contacts You can delete contacts to free up space When you compose an email message the auto complete feature displays a list of names from your address books that match the text you are typing Adding Contacts to an Address Book Add a New Contact 1 Gotothe Address Book page and select New Contact 2 Enter the contact information and optionally upload a photo Zimbra Collaboration Server 67 Zimbra Web Client User Guide e A plus sign next to a text box indicates that you can add more than one entry For instance in the Phone text box you can add mobile home work and other phone numbers 3 To add a custom text box select Other from the drop down menu for the text box and enter the information 4 Select how and where you want to save the contact in the upper right of the screen e For File as select how to file the name The default is by last name first name e For Location select which address book to save the contact 5 Click Save Add a New Contact from an Existing Email Message You can add email addresses to an address book directly from the Sent By To Cc and Bcc fields 1 In an email message right click the name to add and choose Add to Contacts A new contact form opens pre populated with the information available fr
7. Creating a Contact Group You can combine multiple email addresses into a Contact Group when you want to send the same message to everyone The Contact Group is assigned a name called an email alias When you email a group contact name everyone whose address is included in the contact group list is added to the address field 1 Gotothe Address Book gt New Contact drop down menu and select Contact Group 2 Enter a name for the group 3 Add members to your group using your address books or enter an email address 4 Click Add or Add All 5 Click Save Creating a Contact Group from an Address Book List You can create a contact group within a selected address book Select members of the address book to become a member of a contact list within the selected address book This makes it convenient for you to send messages to a particular group of people within an address book instead of selecting addressees one by one 1 Gotothe Address Book page and open an Address book 2 Select the contacts from the selected address book you want to be in your contact group 3 Goto Actions gt Contact Group gt New Contact Group 4 Entera group name and click OK Zimbra Collaboration Server 69 Zimbra Web Client User Guide A contact group is created within the address book you selected Adding Members to an Existing Contact Group 1 Go to the Address Book page and select the contact group to add members Right click
8. Filtering Using Wildcards ni seers orras rroa TEn wa E a eaa 56 Asterisk a adas sa ibm 56 Question mark 7 dv aaa aa aa ee eee ee 56 Escape character is Slash 56 Setting Up Filters Examples 00000 eee 57 Example of Sorting Incoming Messages 0 000 57 Example of Using the Activity Stream Filter and Adding Exceptions 58 Example of Adding an Exception to Your Activity Stream Filter 59 5 Organizing Your Account we eee eee 61 Using Foldersi 32 2 cet tsa o gada Mati sec neta a a 61 Create a Folder dai cece eee tees 61 Rename a Folder 0 0 0 6 aaa aa 62 Delete a Folder oie A es So 62 USING T ds oseo bu iais s eae ae Rpm ta ss 63 Create sa Tag o ae 63 Assign a Tag to an temi o oocccccocc ee 63 Remove ar T di aia wea det kka bylaw es 63 Display Messages with a Specific Tag oooooommmoo 64 Search for Items by Tag aaa 64 Change a Tag Color 0 0 22 enea opat aaa 64 Rename a Tad vga hie eae il 64 Delete a Tag tios ass 2302 alatas Kaja arre k s 64 Using Flags 2 e Ad K ts PA da i E 65 Zimbra Collaboration Server Zimbra Web Client User Guide Flag a Message or Conversation a 65 Remove a Flag from a Message or Conversation 65 6 Using Address Books ee eee 67 Adding Contacts to an Address Book a 67 Add a New Contact eee 67 Add a New Contact from an Existing Email Message 68 Automatically Add Contacts to Emailed Co
9. HTML files and images such as gif or jpg files can be opened in a variety of programs 1 Gotothe Briefcase tab and select the file to open 2 Click Download Browse to the application to open the file or save the file to your computer Move Files in Briefcase You can move files from one briefcase to another 1 Gotothe Briefcase tab 2 Right click the file you want to move 3 Click Move and select the destination folder or create a new briefcase folder 4 Click OK Tag a File in Briefcase 1 Gotothe Briefcase tab and select a file to tag 2 Clickthe Tag drop down menu and select a tag Tags only display in the Detail view Zimbra Collaboration Server 107 Zimbra Web Client User Guide Sending Files from Your Briefcase Send an Email with a Link to a File You can send an email that has a link to a file in briefcase The recipient must have appropriate share permission to work with the file and the appropriate software to open the file Any modifications they make to a linked file are reflected in the file in your Briefcase folder 1 Gotothe Briefcase tab and select the file to share 2 Click Actions and select Send link s A confirmation pane opens reminding you that the recipient must have permission to view the content of the folder Click Yes to proceed 3 A new compose email message opens with the link displayed in the body of the message Complete the email message and click Send to mail the
10. message Senda File as an Email Attachment You can send a file as an attachment to an email directly from Briefcase The recipients must have the appropriate software to open the file 1 Gotothe Briefcase tab and select the file to attach 2 Click Actions and select Send as attachment s The email compose page opens with the file attached 3 Add the recipient s email address and complete the email message 4 Click Send 108 Zimbra Collaboration Server 11 Sharing Your Account Folders Sharing lets you give others access to folders in our account You specify which items to share and the level of access You invite a user to share and the user can accept or decline the invitation The Sharing page under Preferences helps you manage your shared items This page shows the folders you shared with others and folders that are shared with you Accessing Privileges You can share your folders with specific internal users and external users or make a folder public External and public users can only view content they cannot make changes When you share a folder with internal users you determine the type of access privileges to give the user You can set permissions per user or group You can edit the access rights and revoke permissions at any time Roles for Internal Users You assign internal users or groups privileges using roles The user or group must have a valid address in your company s mail server M Vi
11. Change the Pane Size 1 ee 16 Change Your Default Time Zone 2000 eee eee 16 Accessing External Accounts 00 aaa 17 Add an External Account aaa 17 Set Up POP Behavior for Your Account a 18 2 Managing Your Email aaa 19 Customizing Your Mailbox Initial View 19 View Email Messages by Conversati0N o ooooooooooo 19 Change the Message View o oooccoooccocccccc 20 Using Ziml ts oi s da Beek nos as it bij Sl 20 Enable or Disable a Zimlet 0 0 00 20 Using A Reading Pane 0 oda pE i a ee 20 Turn Reading Pane On or Off aa 21 Set the Reading Pane for Marked as Read Behavior 21 Changing How Often Your Account Checks for New Mail 21 Setting Desktop Alerts For New Email Messages 21 Moving Less Important Mail Out of the Inbox 22 Automatically Forwarding Messages You Receive 23 Receiving New Mail Notification to Another Email Address 23 Marking Multiple Messages for the Same Action 23 Delete more than one message at once auaa anaana 23 Tag more than one message at once 0c eee eee 24 Print more than one message at once a 24 Forward more than one message at once a 24 Moving Email Messages aaa 24 Sorting Messages in the Content Pane a 24 Group Messages 00 cece eee 25 Removing Spam vasa aa eee eed eas 25 Zimbra Coll
12. Keep Reading Qview y V Folders O Sorted by Date T 7 conversations Browser tod information 1 message Y inbox 0 Zaksimbra 12 05 PM Overview amp sent conch RERI Racine A RE Sune CID From Sam Sample 10 28 AM PB Drafts To Betty Blue 3 pane e O 2 Alax Adams 12 02 PM ami G Junk Template update Est king changes to the pr tion ter Pa T Tan aa Browser _Tool png 3 4 KB Download Briefcase Remove Charles C 10 34 AM Find Shares o har jonnecton Hi Betty 4 Status update by Friday Betty Searches IEP s020am Attached is a copy of our browser tool information ax Adams 29 AM Tags Review document Th t Pl sam gt Zimlets O Samsample 10 28AM Reply Replyto All Forward More Actions Browser tool information Hi Bett a copy of our bro F K 4 4 May 2012 Pr 1 Mini m O Sam sample 10 20 AM MINI Copy of presentation calendar O E 13 14 15 16 17 18 19 gt Betty Blue Zak Simbra E May 16 20 21 22 23 24 25 26 Accept meeting Ves Iwill atte 27 28 29 30 31 Zimbra Collaboration Server 13 Zimbra Web Client User Guide Window header The Window header displays e Search box e User Name under which you are logged in From the drop down menu of your user name you can access product help new features about change password and sign out features Application tabs The applications that you can access are listed in the tabs on this row such as Mail or Calenda
13. To make the filter active check the Active box in the upper right corner Choose whether the message must meet any or all of the listed conditions e any means that if a message meets any one of the conditions the action is performed all means that the message must meet all conditions for the action to be performed From the drop down menu select which part of the message to apply to the filter such as Subject or Date Choose how the item must match such as contains or does not contain Enter or select the information to compare against such as the date email address or phrase Conditions are not case sensitive Zimbra Collaboration Server 51 Zimbra Web Client User Guide For example if you selected Subject and contains and entered Staff Meeting all messages containing Staff Meeting are filtered The filter also catches Staff Meetings or Today s Staff Meeting because you chose contains and not matches exactly In this example we use roadmap 10 To add more conditions click the button and repeat the above steps The order of the conditions does not matter 11 Under Perform the following actions choose an action from the drop down menu such as Move into folder Depending on the action that you choose you might need to browse to locate a folder or tag name or enter an email address to redirect a message 12 To add more actions click the button and repeat the above step The actions are applied i
14. To number for which you want to make the call The number can be obtained from your address book or you can enter a number manually 4 Click Call to make the call The call initiates and the call dialog box displays Connecting If the call is successful the dialog box displays Call is successfully initiated If the call fails the dialog box displays Connection failed try redialing notice Ending a Call To end a call hang up the phone or click Hang up from the call dialog box Playing a Voice Mail When you receive a voice mail message you receive a message in your Inbox with an attached message in a voice format such as wav or MP3 The message in your Inbox displays the phone number that made the call and has an attached voice message Zimbra Collaboration Server 135 Zimbra Web Client User Guide Message details are included in the message such as the phone number the message is from and the date and time the call was received You can play the voice message recording by clicking the voice message attachment or you can go to the Voice page list and click the play arrow When you play the voice message a message bar indicates the status of the message being played You can click the play move forward or move back arrows or move the play bar to another location in the message by dragging it to the desired place in the menu bar You can also pause the message by toggling the play button Because this voice
15. a Task Lists You can import task lists that are saved to a tgz file 1 2 3 4 Go to Preferences gt Import Export In Import gt File click Browse to locate the task list tgz file to import For the Destination click All folders and select the task list that the tasks will be imported into or create a new task list Click Import Depending on the size of the tgz file the import might take a few minutes Exporting a Task List Your task list is exported and saved in a tgz file format 1 2 Go to Preferences gt Import Export In Export gt Type select Accounts Calendar or Contacts as the type of data you want to export Select the Source and check the Advanced Settings box Remove the check box from all applications except Tasks Click Export Check Save to disk Click OK 102 Zimbra Collaboration Server 10 Working in Briefcase Briefcase can be used to share and manage documents that you create in Briefcase or documents and images that you upload to your Briefcase folders Use Briefcase to save files in your ZWC account so that you can access these files whenever you log in to your account from any computer You can share your briefcases folders with others who can view and edit the files in the shared Briefcase You can create multiple briefcase folders and then upload any type of file from your computer or your computer network save attachments sent with your email messages and creat
16. accept the shared folder displays in the specified application s list in the Overview pane This information is not actually saved in your mailbox 1 To accept the invitation click Accept Share 2 In the Accept Share dialog box you can change the folder name and select a color to highlight the folder 3 Choose whether to send a confirmation to the person who sent the invitation 4 Click Yes The folder is added to your Overview pane and the message is moved to your Trash folder Finding Items Shared With You Sometimes you might not get an email notification that an item is shared with you or your organization might have shared items with the public that you would like to find The Find Shares link helps you find items that can be shared with you The Find Shares link is at the bottom of the Folders section in the Overview pane 1 Click Find Shares 2 In the Add Shared Folder dialog box select the item shared with you that you have not accepted or in the Finds Shares text box enter an email address to see if an item was shared with you from that address 3 In the Include drop down menu select which application to search Select All Applications to search all applications for items shared with you 4 Click Search 5 Select the items you want to accept 6 Click Add Managing Your Shared Items The Preferences gt Sharing page shows items that are shared with you and items that are shared by you You can
17. all messages 1 2 3 4 Right click the conversation to be printed and select Print The conversation opens in a new window A standard print dialog appears Choose a printer Click OK The conversation is sent to the selected printer Close the conversation window Alternately you can select Print from the Actions link on the toolbar Print one message in a conversation 1 2 Open the conversation and select the message to print At the end of the message click the gear icon and select print The message opens in a new window A standard print dialog appears Choose a printer Click OK The message is sent to the selected printer Close the message window Zimbra Collaboration Server 33 Zimbra Web Client User Guide Deleting a Message You can delete specific email messages or a complete conversation thread Right click the message or conversation to delete and select Delete Deleted messages are moved to your Trash folder You can recover files from Trash within 30 days of deleting them After 30 days the items are permanently deleted V To permanently delete a message click Shift gt Delete Messages are permanently deleted from your account Empty Your Trash Folder The Trash folder is available for each application in your account When you open the Trash folder from an application such as Mail only items for that application are displayed But when you select Empty Trash from any of
18. also find items that have been shared with you but you have not yet accepted the share This page is organized into the following sections Zimbra Collaboration Server 113 Zimbra Web Client User Guide NH Folders that have been shared with me but not yet accepted In this section you toggle between two views e Show folders shared with me through a distribution list This option is selected by default If folders are shared with you through a DL the fields are populated with the shared item information e Show folders shared with me by the following user When you select this option enter a name of a user that has shared an item with you The information is displayed in one of the fields depending on whether you have accepted a share invitation or not You can view information from one user at a time The details are not saved Folders shared with me that have accepted In this section the folders that are shared with you are listed Folders shared by me In this section your shared folders are listed with details about how the share was set up including the role you assigned the user and the item shared You can edit the share properties revoke permissions to your share and resend the invitation Share a Folder You can share your email address book calendar tasks and briefcase folders from here as well Share a Folder from the Preferences Sharing Page 1 2 Go to the Preferences gt Sharing page In t
19. and establish a connection After your voice service is configured it is automatically enabled each time you log into ZWC The only time you have to reconfigure your voice service is if your connection information changes Prerequisites Your system administrator will give you the following M Voice User Name Your display name in the ZWC Voice Service This is the user name assigned to you by your system administrator It synchronizes your UC server account and your ZCS account E Registered Phone Number s Your system administrator will work with you to register the devices and phone numbers you are using with the ZWC Voice Service You can have more than one registered device and phone number such as if you are using a softphone desktop phone or mobile device m Cisco clients only The Cisco Jabber Client application installed Access the Voice Service Note Your system administrator can help you with setting up your softphone client to use with ZWC 1 Cisco clients only If using the softphone launch your Cisco Jabber Client first 2 Log in to ZWC 3 You might be prompted to change your password upon first log in a Go to the Preferences gt Voice page b Click Update Account Login C Enter a new password and click Update 4 Go to the Voice page in ZWC to use the voice service Viewing the Voice Page Any voice mail message you receive displays in the list of calls on the Voice page The list includes d
20. and select the Briefcase to save the file 2 Click Upload File and Browse to find the file to upload 3 In the Notes text field add any information about the file This information is displayed in the file list 4 To add another file click Add You cannot upload a file with the same name to the same briefcase If a file is uploaded that already exists in the folder an Upload Conflict dialog displays You can either click Yes to upload the file overwriting the existing file or click No The version number is updated if a file is overwritten 5 When all files are uploaded click OK Note If you selected the wrong briefcase you can use drag and drop to move the file to the correct Briefcase folder If the file is too large a warning displays Files that you upload impact your account guota Upload Email Attachments to Briefcase 1 To add the attachment click the add to briefcase link in the message header next to the Attachments link 2 Inthe Add to Briefcase dialog select the destination folder or create a new briefcase folder 3 Click OK Note A copy of the attachment is put in our Briefcase folder If you are managing your quota you may want to delete the attachment in the email when you add upload the attachment to your Briefcase 104 Zimbra Collaboration Server Working in Briefcase Checking Out and Checking In Files to Briefcase You can open files in your Briefcase any time yo
21. and you can change it for individual meetings 3 Select how you want to be notified about an upcoming meeting Select any of these options Option Description Play a sound You are notified by a beep If you have your volume set to mute you do not hear a sound For this to work you must have either QuickTime or Windows MediaCenter installed Highlight the Mail tab The Mail tab is highlighted if you are not working in the Mail tab at the time Show a popup notification Information about the message displays You must have Yahoo BrowserPlus installed To get a copy go to http browserplus yahoo com Zimbra Collaboration Server 95 Zimbra Web Client User Guide 96 Zimbra Collaboration Server 9 Using Task Lists The Tasks feature lets you create to do lists and manage tasks through completion You can add tasks to the default task list and you can create other task lists to organize your to do lists by more specific activities such as by work or personal projects Creating a Task List When you create a new task you select a Task folder also referred to as Task list for which to track the task By default the Tasks list gives you a list view of all your tasks in the Tasks folder You can create different task lists in addition to the default Task list and configure the lists to synchronize with the tasks from a remote Cal To Do list 1 Gotothe Tasks page 2 Inthe Overview pane click the
22. and you have all distribution list emails filtered to the Activity Stream folder Create and exception to keep the Last Chance to Register emails in your Inbox 1 Goto your Activity Stream folder which is found under Folders in the Navigation pane Zimbra Collaboration Server 59 Zimbra Web Client User Guide 2 Select the Last Chance to Register email that you want to create an exception for so that it will not be filtered out of your Inbox in the future 3 Click the message and drag it from your Activity Stream folder to your Inbox 4 The Activity Stream Exceptions dialog box displays In the Subject contains text box enter Last Chance to Register This prevents future messages that have Last Chance to Register in the subject line from being moved from the Inbox You can also select and enter other criteria to prevent messages from being filtered out of your Inbox For example check Receive from and enter an email address This prevents messages with that email address from being moved from your Inbox You can also select Advanced and enter advanced filtering criteria 5 Click Save 60 Zimbra Collaboration Server 5 Organizing Your Account ZWC provides several ways to organize items in your account You can use these features such as folders tags and flags along with the Search feature to quickly locate and retrieve messages Using Folders Folders are used to organize your incoming and
23. appointment is immediately removed from your calendar An email is sent to the attendees and the appointment is deleted from their calendars You cannot undo a delete Receiving a Permission Denied Message If you send out an invitation to a meeting and you receive an email message that says You do not have permission to invite this users to a meeting from an attendee the attendee has set up their Calendar permissions preferences to limit who can invite them to a meetings Printing an Appointment or Meeting You can print the appointment details 1 Open the appointment 2 Click the Print icon on the toolbar 3 Click OK Zimbra Collaboration Server 93 Zimbra Web Client User Guide Responding to a Meeting Invitation Invitations to meetings are delivered to your Inbox and if you have the Calendar preferences Automatically add received appointments to calendar enabled the meeting is also added to your default Calendar and marked New You can respond to the invitation either from the Inbox or from the Calendar pane 1 Open the message that contains the meeting request in either Inbox or right click the appointment in the Calendar 2 Select whether you want to accept or decline the meeting If you want to propose a new time the meeting organizer receives an email with the suggested time A reply is automatically sent to the meeting organizer After you respond to the meeting invitation the invitation
24. are in the folder named inbox E from someone the operator is from and the parameter is someone this returns messages which have the word someone in their email address You can prefix any keyword with the word not to specify items that do not have that criterion for example not in inbox Search is not case sensitive meaning that in inbox is the same as in Inbox The minus sign is a synonym for NOT So not in inbox is the same as in inbox In most cases it is not necessary to include punctuation type characters in your search string as these are ignored by the search code There are certain times where this is not true for example searching for a time 9 30 in a message and in those cases you should enclose the search parameter in quotation marks For example subject 9 30 returns messages which have the string 9 30 in the subject Allowable characters in the search parameter m The following characters cannot be anywhere in a search parameter unless itis enclosed by quotes amp _ m The following characters are allowed in a search parameter as long as they are not the first character lt gt 126 Zimbra Collaboration Server Searching Your Account Note Special characters such as trademark symbols that are part of a word are removed when the word is indexed for search They are ignored in a search For example a search for Zimbra finds all references to Zimbra
25. but not whose bandanna is this Question mark The question mark is a placeholder for exactly one character Example subject line search string banana boat With Matches Subject lines such as bananasboat banana boat bananalboat or banana boat Escape character is Slash 1 There may be times that you will want to specify an exact match on a string that contains characters that normally are considered wildcards For example you might want to specify a match on a subject line where the main heading is surrounded on both sides by three asterisks such as MORE MONEY or FREE GIFT To specify a wildcard as itself rather than a substitution for other characters use the backslash immediately before the character For example the 56 Zimbra Collaboration Server Working with Email Filters comparison string specifies a subject with three asterisks before and after any string in the middle including spaces Setting Up Filters Examples The following are examples of setting up filters in the ZWC Example of Sorting Incoming Messages You can sort incoming messages into folders For example all email messages from your supervisor are automatically moved into your Management Directives folder upon receipt or social messages such as those from Facebook or Twitter are moved to a Social Networks folder To set up a filter to put messages from your supervisor into a Management Di
26. cannot search for text in the body or attachments of an encrypted message Only the header information such as sent to or from date message was sent or subject can be found in a search Setting Security Preferences for Using S MIME If the S MIME feature is enabled for your account a Security page is available in your Preferences The default setting for the Security preference is to automatically remember the last security option you selected when you composed an email Zimbra Collaboration Server 129 Zimbra Web Client User Guide You can change the default preference to always send your messages as signed as signed and encrypted or to not sign or encrypt your messages You can change the option from the Security tab in the compose page but the change is only for that message 1 Click Preferences 2 Inthe Overview pane click Security 3 Change the settings Auto remember last settings is the default The last security option you select is remembered e Select Do not sign or encrypt if you do not use the S MIME feature at all or rarely e Select Sign only if you always send your email with a digital signature e Select Sign and encrypt if you always send your email encrypted with a digital signature 4 Click Save Composing and Sending a Digitally Signed Message Digitally signed messages can be sent to any recipient A signed only option does not require a recipient s key only the sender s certific
27. click Add or Add All e Type the email address in the Or enter addresses below text box Separate addresses with either a comma or semicolon or pressing Return Click Add Email addresses you type are not verified The selected names are added to the Members list You can add additional accounts Use the Shift or Control key to select more than one name at a time from the list Click Save The accounts are added to the distribution list and the account s distribution lists are updated to show the distribution list name View a Distribution List 1 2 Go to the Address Book gt Address Books page Select Distribution List The right panel updates with a list of all the distribution lists you are a member or that you are the owner Modify a Distribution List You can modify a distribution list in which you are the owner 1 2 4 Go to the Address Book gt Address Books page Select Distribution List The right panel updates with a list of all the distribution lists Select the distribution list you want to modify and click Edit You must be the owner of the list or have permissions to modify the list Edit the distribution list and click Save Unsubscribe from a Distribution List 1 Go to the Address Book gt Address Books page 74 Zimbra Collaboration Server Using Address Books 2 Select Distribution Lists The right panel updates with a list of all the distribution lists 3 Se
28. day even if the browser closes by selecting the Stay signed in option If you leave your web client open but do not access your mailbox for a period of time your session might time out and you need to sign back in Zimbra Collaboration Server 11 Zimbra Web Client User Guide Sign In 1 Open a browser window and enter the URL provided by your Zimbra administrator For example http mail domain com zimbra mail 2 When the Sign In screen appears type your username You might be reguired to type your full email address as the username for example myra example com and your password 3 To stay signed in until the session expires or you sign out select Stay signed in 4 If you do not want to use your default client you can change the version 5 Click Sign In Sign Out To prevent others from having access to your email account always sign out when you are not using your computer If you browse to a different site without signing out first your session might sign out automatically when it reaches the specified timeout V Inthe top right corner click the arrow next to your name and select Sign Out Choose a Default Client Version You can set the default client version of ZWC at sign in You can always switch to a different client version at sign in 1 Gotothe Preferences gt General page 2 Inthe Sign in Options gt Sign in using section select how you want to sign in e Advanced Offers the full se
29. first match 2 Press a quick key such as Enter or the semicolon The address displays in the recipient field Adding Attachments You can attach any file on your file system that you can find using Browse 38 Zimbra Collaboration Server Composing and Sending Email You can open any file attachment directly from your mailbox provided that you have the right application and the extension is not blocked by your administrator If the file type is one that is supported by the installed software on your computer you can typically double click the file and your computer automatically launches the right application for reading that file Computer viruses are often spread through file attachments Therefore system administrators might block incoming email containing certain types of attachments often with the extension EXE or ZIP as part of their filename If you send an email message to someone whose email system has been configured to block certain types of attachments you might not receive any notification if the email was blocked Add an Attachment to a Message You can attach documents spreadsheets pictures slide shows and other types of files to an email message 1 Compose the email message 2 Below the Subject field click Attach and select My Computer 3 Select the files and click Open The file names displays below the Subject text box 4 Click Send to send the message and the attachments Note Re
30. forward contacts in your address book as electronic business cards called vCards 1 Gotothe Address Book page and select the address book that contains the contact you want to forward 2 Right click the contact and select Forward Contact A compose pane opens with the vcf file attached 3 Complete the message and click Send Upon receipt the recipient can download the vcf directly to their contact list Printing a Contact Name or Address Book You can print a complete address book or just print the information for one contact 1 Gotothe Address Book page and select an address book or contact to print 2 Click the Print icon and select Print selected contact s or Print Address Book Deleting Contacts Any contact lists you create can be deleted When contact names are deleted they no longer appear in your address book and information is not available from the name tool tips for the address auto completion or from the address search dialog in the email compose window Contacts can be deleted in one of three ways e From an address book select the contact to be removed and click Delete on the toolbar e Drag the contact name to the Trash folder e Right click on the contact and select Delete Importing an Address Book You can import contact lists and address books that are saved in a comma separated csv file After the contacts are imported they are alphabetized by last name in your address book
31. import address book 71 task 102 task list 102 invitations managing who can send to you 80 junk folder empty 26 key word search 120 keyborad shortcuts 15 language structure search 126 language change 15 linking to shared items 113 locations scheduling in appointments 88 logo to signatures 40 mail reading 29 mail folder sharing 110 making a voice call 135 manage distribution list 72 mandatory spell check 43 marking multiple messages 23 meeting cancel 92 meeting invitation respond 94 meeting series delete all in meeting series 93 delete one meeting series 93 meeting resend invitation 92 meetings changing 92 meetings forward an invitation 94 meetings set up from contacts 91 meetings show reminders 94 message mark as unread 29 message views change 20 messages add attachment 39 addressing 38 autocomplete contacts 38 automatic address completion 38 bouced email 47 compose 37 composing 42 customizing your options 42 delete 23 34 display as HTML 31 display HTML in messages 31 email signatures 40 empty junk folder 26 flag a message 65 forward 24 forwarding 23 forwarding email 46 group 25 marking email as junk 25 marking multiple 23 move 24 move email messages 24 print message 33 retention policy 34 show original 26 sort 24 sort messages 24 spell check 44 turn off display images 31 mini calendar adding appointment 86 mini calendar view availability from 88
32. is moved to the Trash and New is removed from the calendar notice Declined appointments display on your calendar in a faded view as a reminder of the meetings you declined You can delete the declined meetings any time Hide Declined Meetings in Your Calendar When you decline a meeting the meeting continue to display on your calendar in a faded view You can set your preferences so that meetings you decline do not display in your calendar 1 Goto the Preferences gt Calendar page and deselect Show declined meetings 2 Click Save Forward a Meeting Invite You can forward invite emails you receive 1 In Calendar view select the appointment to forward 2 Inthe Actions drop down menu click Forward Instance 3 Inthe email that opens enter the forwarding addresses add any comments to the Compose text area and click Send Show Reminders You can set up meeting reminders The default is five minutes You can also choose to Play a sound with the reminder If your computer volume is set to mute you will not hear a sound Select Flash the browser title if you are working in a different browser tab or browser window and choose to have the browser title flash to remind you 94 Zimbra Collaboration Server Scheduling Appointments Meetings and Events 1 Gotothe Preferences gt Calendar page 2 Inthe General gt Show Reminders section set how many minutes before meetings to send you a reminder This is the default
33. list is hidden in the Global Address List GAL Select the Mail options Mail options set rules about who can view your distribution list e Anyone can send to this list e Only members can send to this list e Only internal users can send to this list e Only these users can send to this list Enter the names and email addresses in the text box of users that can send to the list Select the type of New Subscriptions Requests you want to allow to this distribution list e Automatically accept e Require list owner approval e Automatically reject Set the rules for Unsubscription Requests for this distribution list e Automatically accept e Require list owner approval e Automatically reject Zimbra Collaboration Server 73 Zimbra Web Client User Guide 10 11 12 13 Enter the List Owner s name s and email address es in the text box Enter any Notes that you want to make about the distribution list Select new group members to add to your list You can select new group members from the following options e Type a name into the Find text box and select the address book from the in drop down menu to search Click Search Names that match your entry are listed in the address list box Select the names from the list that you want to add to the group and click Add or Add All Select an address book you want to search in the in drop down menu Select the names from the list that you want to add to the group and
34. other messages received from subscribed distribution lists out of your Inbox 6 Click Save 7 You are now back on the Preferences gt Filters page 8 Select the Activity Stream filter from the Active Filters list and click Run Filter 9 The Choose Folder dialog box displays asking you what folder you want to apply the filter to Select Inbox to move all distribution list messages out of your Inbox and into the Activity Stream Folder 10 Click OK The filter runs and a progress window displays with the filter status Depending on how many messages you are filtering the process might take some time You can stop the filter at anytime by clicking Cancel 11 The Filter Run Complete dialog box displays when the process is complete indicating how many messages were processed and how many messages were affected or moved Click OK Go to your Activity Stream folder to confirm messages from distribution lists are now moved from your Inbox Example of Adding an Exception to Your Activity Stream Filter If you have a type of message in your Activity Stream folder that you do not want to have filtered you can make an exception to prevent this type of message from being filtered in the future For example you have Last Chance to Register emails that you want to remain in your Inbox and not filtered to the Activity Stream Folder The Last Chance to Register emails are being filtered because they are coming from a distribution list
35. share requests you can share items with a distribution list Everyone in the distribution list has the same share privileges When new members are added to the distribution list they can be automatically notified about the items that are shared with the list and users can click Find Shares in the Overview pane to see the shared items that were published in distribution lists they are members of When a member is removed from the distribution list the share privilege is revoked Zimbra Collaboration Server 115 Zimbra Web Client User Guide 116 Zimbra Collaboration Server 12 Searching Your Account Searching lets you find messages contacts appointments tasks and files You can search by specific words dates time URL size tag whether or not a message has been read whether it has file attachments and more The Zimbra Web Client offers two types of searches m A quick search that executes whatever search query is currently displayed in the search text box You can enter one of the search key words in the search field and a list of possible search arguments is automatically displayed In addition the drop down arrow at the left of the search text box allows you to select which type of items to search for You can select to search within messages your contacts including company contact lists appointments and files m An advanced search makes it easy to execute more complex searches You can group your search re
36. something could get through In the case of email viruses the majority of them are activated when a file attachment containing the virus is opened or viewed Many of these viruses have been known to spread themselves using entries in users address books Therefore we recommend that you use care when opening file attachments even from senders who appear to be known to you View Attachments To view an attachment open the message e Click the name of the attachment to open the attachment if you have the correct application available e Click Download to choose whether to open the file or save it on your computer If you choose Save to Disk a browser dialog box appears so that you can choose where to save the file The file is still attached to the message until you remove it 30 Zimbra Collaboration Server Managing Your Email Remove Attachments Attachments to your email affect your guota You may want to remove larger attachments from the message Removing the attachment deletes the file from your mailbox If you downloaded the file you still have a copy V To remove an attachment open the message and click Remove Preview Attachments If you have the Preview option you can quickly view the content of the attachment without having to download or open the attachment V To preview an attachment click Preview to open the attachment even if the application is not installed on your network View Attachments as HT
37. that has been Ml Calendar shared with them Zimbra Collaboration Server 147 Zimbra Web Client User Guide Link to shared Task List Users can link to an item that has been Y WY shared with them Link to shared Notebooks Users can link to an item that has been vI shared with them Link to shared Briefcase Folder shared with them Users can link to an item that has been Y Navigating the Standard Zimbra Web Client When you log into the standard Zimbra Web Client you see a full screen view similar to the one shown below Refer to the following table when viewing the ZWC Number Description Window Header Displays the following Search Bar Help and Logout are displayed on the right Overview Pane Displays the following User Name the user name under which you logged in Quota Display your mailbox quota Folders including system folders Inbox Sent Draft Junk Trash and folders you created Searches search queries that you created and saved for future use while working in the Advance ZWC Tags any tags you have created Click on a tag to quickly see all messages that are tagged with that tag Toolbar This bar displays at the top and again under the Content pane and displays the following Tools Tabs click a tab to access the different ZWC tools available for 3 your account Action Buttons click an action button to perform a task
38. the message is within the folder s retention period to remind you not to delete the message Message Disposal Messages in the folder that are older than the time configured are automatically deleted You are are not notified In the Navigation pane right click on a mail folder and select Edit Properties Click the Retention tab To set the retention policy select Enable Message Retention In the Retention Range drop down list select which retention policy to apply If you are setting a custom policy in the text box enter the number of years months weeks or days and select the period from the drop down menu To set when messages should be deleted from the folder select Enable Message Disposal In the Disposal Threshold drop down list select which policy to apply If you are setting a custom policy in the text box enter the number of years months weeks or days and select the period from the drop down menu Click OK Zimbra Collaboration Server 35 Zimbra Web Client User Guide 36 Zimbra Collaboration Server 3 Composing and Sending Email You can compose and send your email messages as soon as you write them compose a draft and return to it later to finish and send or compose the message and specify a time in the future to send the message You can customize your options for composing messages in your Preferences gt Mail page Composing a New Email Message Depending on your mail preferences when y
39. the week day of week value chosen impacts the Week calendar view Create drag Ability to create an appointment and or appointment inline in calendar views drag an appointment s boundaries inline in calendar views Quick Accept Tentative Decline from calendar views Ability to quickly mark Accept Tentative Decline from calendar views Faded display of declined appointments Declined appointments display faded so that the user remains aware of their occurrence Calendar print and print preview Ability to print calendars in day week work week or month views and see a print preview Hover over appointment shows details Hovering over an appointment in calendar view displays additional appointment details Mini cal Option to display a miniature calendar at all times Hover over date in mini cal shows Hovering over a date in the mini cal displays calendar information for that date schedule Multiple Ability for a user to create multiple calendars per calendars within a single account mailbox Free busy Ability for a user to designate which inclusion by calendars will be included in the user s calendar free busy calculations Subscribe to external calendars Ability to subscribe to an external calendar in iCalendar ics format Zimbra Collaboration Server 145 Zimbra Web Client User Guide Pu
40. theme 15 time zone 16 Zimbra Collaboration Server 151 Zimbra Web Client User Guide check for new mail 21 click to call 133 138 click to chat 133 139 client advanced 11 standard 11 client version 12 color code calendars 78 compose email message 37 compose in new window 43 compose html 44 contact add 67 automatically add 68 delete contact 71 edit 70 forward 71 move 70 print 71 view address book 69 contact group add members 70 create 69 contacts add contact from email message 68 forwarding as vCard 71 move contact 70 view 69 conversation 33 mark as unread 29 print 33 conversation view reading messages in 29 conversations 19 create appointment 86 appointment from existing appointment 90 away message 27 briefcase folders 103 calendars 78 contact group 69 detailed task 98 distribution list 73 74 document in briefcase 106 folder 61 persona 41 task 97 task list 97 customize mailbox view 19 customizing messages 42 declined meetings hiding in calendar 94 delete calendars 83 folder 62 messages 34 task 101 task list 101 delete contact 71 delete voice message 138 display HTML in email messages 31 distribution list create 73 74 managing 72 modify 74 sharing with 115 subscribe 75 unsubscribe 74 draft messages saving 44 drafts save automatically 43 drag and drop attachments 39 edit contact 70 edit appointment 92 email identities 40 notification 21 reply 45 set up mee
41. your mailbox or marks it as spam the message is moved to your Trash folder or Junk folder If the user has access to more than one of your folders the user can M Move the contents from one folder to another folder in your mailbox Copy an email message from your folders to their mail folders Your folder also retains a copy m Create folders within the shared mail folder The new folder appears in the your mailbox Scenarios for Sharing a Mail Folder m Your sales department wants one central mailbox for all email messages requesting information about a product and everyone in sales should be able to view email messages when they come in You can give everyone in the department permission to view the mail folder and they can copy the messages to their mailbox You could also give them permission to manage the mail folder and reply on behalf of this address M A manager is often out of the office and does not have time to respond to email messages so access is granted to the manager s assistant The assistant can respond to email on the manager s behalf create folders to organize messages and delete messages m Instead of sending email messages to dozens of addresses every time you have an announcement you can identify one of your folders as a public folder that contains the email announcements You can assign shared access to only specific email addresses and set a password that must be entered to view the content Or you can c
42. 1 Goto Preference gt Import Export page 2 In the Import gt File text box Browse and locate the csv file to import Zimbra Collaboration Server 71 Zimbra Web Client User Guide 3 Select the Type of contact list you are importing You can select to auto detect the contact list or select from the contact lists in the drop down menu 4 Select the Destination address book to import the contacts or create a new address book If creating a new address book click New and enter a name color and location for the new folder 5 Click OK 6 Click Import Depending on the size of the csv file the import might take a few minutes When the import is complete the Status Box shows the number of contacts successfully imported Exporting an Address Book You can export your address books to a comma separated csv file 1 Goto Preference gt Import Export page 2 Inthe Export gt Type section select what you want to export Accounts All account data can be exported to a Tar GZipped tgz format which can be imported back into the system You have the option to select Advanced settings Calendar You can export your appointments in the standard Calendar ics format then import them into another calendar program Contacts You can export your contacts in the standard Comma Separated Values csv format then import them into another contact manager program 3 Select the Source folder of the con
43. 2 Saving a Search Query aaa 122 Searching for Messages Sent To or From the Sender 123 Search From Messages that You Received 123 Use Advanced Search cece eee eee 123 Searching for Messages Sent To or From the Recipient 123 Search Sent and Draft Folders 2 20000 124 Use Advanced Search cece eee eee 124 Search Examples annann aana 124 Search for a specific type of attachment o o o o o 124 Search for a contact from a specific company 125 Search for an item that was tagged i 125 Search by a date range a 125 viii Zimbra Collaboration Server Search for mail across all folders 125 Understanding Advanced Search Query Language 126 Search Language Structure aa 126 Multiple Search Terms aa 127 13 Sending and Receiving Secure Email o oooooooo 129 Setting Security Preferences for Using S MIME 129 Composing and Sending a Digitally Signed Message 130 Composing and Sending an Encrypted Message 130 Adding Certificates to Contacts in Your Address Book 131 14 Using the Voice Service ccc eee eee 133 ZCS Voice Service OvervieW 6 2 0 eee 133 Setting Up the Voice Service Connection 00005 134 Prerequisites 00 ooo 134 Access the Voice Service ee eee 134 Viewing the V
44. A preview of the view that will be printed is displayed 4 Ifthe view is correct click OK Deleting a Calendar You can delete any calendar in your Calendars list except your default calendar When you delete a calendar the meetings created from this calendar are not deleted from the calendars of the invited attendees Before you delete a calendar you should cancel any invitations that you have sent out 1 In the Calendars Overview pane right click on the calendar to be deleted 2 Click Delete The calendar is moved to the Trash folder Zimbra Collaboration Server 83 Zimbra Web Client User Guide 84 Zimbra Collaboration Server 8 Scheduling Appointments Meetings and Events You can create single or recurring appointments meetings and events While creating an appointment you can see if attendees are free before inviting them reserve a room and equipment and write a message that is sent with the invite Creating an Appointment Quickly The QuickAdd option makes it easy to quickly create an appointment for yourself Note The QuickAdd feature is an option If you would prefer to always open the Appointment page when you double click or drag on the calendar disable this feature from your Calendar Preferences 1 Right click on either the mini calendar or the start time in one of your calendar views You can select to create a New Appointment or a New All Day Appointment 2 Inthe Subject text bo
45. Displays Monday through Friday activities 7 Day Week View Displays seven days of activities You can select which day is the first day of your week in Start Week on drop down menu Month View Displays activities for a month When you view a monthly calendar you can double click on a date and a fish eye view of the day s appointments displayed by the hour is displayed List View Displays a list of appointments within a specified date range for calendars selected in the Overview pane 3 Click Save Zimbra Collaboration Server 77 Zimbra Web Client User Guide Create a Calendar One calendar is created for you You can create additional calendars to keep track of different type of functions For example you can create one calendar for work one for personal appointments and one for company activities 1 Clickthe Calendar tab 2 On the toolbar select New gt Calendar 3 In the Name text box type the name of the calendar 4 Select a color for displaying the Calendar s activities 5 To prevent others from seeing your calendar when scheduling appointments select Exclude this calendar when reporting free busy times 6 To synchronize this calendar with a remote calendar select Synchronize appointments from remote calendar Enter the URL for the remote Cal file 7 Click OK The new calendar displays in the Calendar list Organize your Calendars into Groups If you manage multiple calen
46. EZimbra Zimbra Web Client User Guide Advanced Web Client ZCS 8 0 August 2012 Legal Notices Copyright 2005 2013 Telligent Systems Inc All rights reserved This product is protected by U S and international copyright and intellectual property laws Telligent and Zimbra are registered trademarks or trademarks of Telligent Systems Inc in the United States and other jurisdictions All other marks and names mentioned herein may be trademarks of their respective companies Telligent Systems Inc d b a Zimbra Software LLC www zimbra com ZCS 8 0 GA August 2012 Rev 2 March 2013 Table of Contents 1 Setting Up Your Account 0 cece eee eee 11 Using Advanced and Standard Versions 11 Signing In and Signing Out aaa 11 Sindas sed dd pl ee i cette Alenia rs 12 SIGN OU patri Taisn pita pati manly Merde eee geese nuns 12 Choose a Default Client Version 1 0 000 eee ee eee 12 If Your Session Expires 0c eee eee eee 12 Changing Your Password aaa 13 Navigating the Zimbra Web Client a na anuau 20002 e eee eae 13 Use Keyboard Shortcuts aaa 15 Use Browser Tools ronn ry yitsa aaa eee 15 Ge t H lbr i sae sti a gar ki sast eee ce eas Gh davaj 15 Personalizing Your Account aaa 15 Change the Theme aaa 15 Change the Language aaa 15 Change Text Direction 1 aaa 16 Change Font and Size 0 ee 16 Move the Reading Pane aa 16
47. Existing Appointment 90 Scheduling an Appointment Within an Email Message 91 Using Email Messages to Set Up MeetingS 91 Create a Meeting Request From a Contact a 91 Changing an Appointment or Meeting ooococccccoo 92 Resend an Meeting Invitation 1 a 92 Cancelling a Meeting aaa 92 Delete One Meeting in a Series aa 93 Delete All Meetings in a Series aa 93 Receiving a Permission Denied Message a 93 Printing an Appointment or Meeting l 0 00 eee eee 93 Responding to a Meeting Invitation ooooooo ooooo 94 Hide Declined Meetings in Your Calendar 94 Forward a Meeting Invite 2 a 94 Show Reminders sess asasi oka nA RT Ea eae 94 9 Using Task Lists 4 pas zs i ve tak s s daa res 97 Creating a Task List 1 00 0 e ee asa 97 Creating a Task 2x traca corra da pede ad 97 Add a Task Quickly eicere derea e EEE EEE EURED EE A 97 Create a Detailed Task 0 2 0 0 cee eee 98 Viewing Tasks in the Reading Pane 0 0002 cee ee eae 99 Changing a Task seiorn EEan E EE PATERET ET EEEE A 99 Update a Task eeann n aa n a ee 100 Mark a Task Complete 11 anaana 100 Moving a Task to Another List nanana aa 100 Sorting Tasks within a Task List uaaa aa 100 Filtering Tasks by Status retarda aa KERE batee eee 100 Deleting a Task or Task List aa 101 Deleteia Task ise wih
48. If the location is in the company directory when you start to type locations that match are listed You can also click Suggest a location to see a list of available locations in your company In the Display select the Free Busy option for this appointment which calendar the appointment should be added to and whether this appointment should be marked as Private Reminder Set an alarm notification to remind invitees of the appointment If you have configured an email address or SMS alert in your Preferences gt Notification page check the appropriate box Email or SMS Ifyou have not configured a notification click Configure to go to the Preferences gt Notification page to set this up Note Notifications cannot be set on a per entry basis This means that whatever settings are in your Preferences gt Notifications will be used for all your notifications and not only for this particular calendar event or task In the text box below Scheduler type an email message that is included in the appointment invitation To add attachments click the paperclip icon on the toolbar The default is to ask the attendees to reply to your invitation If you do not want a response from the attendees in the Calendar toolbar click Options gt Reguest Response to remove the check mark If you do not want to send the invite out at this time click Save Otherwise click Send Move All Day Events to a New Day To change the date for an all d
49. ML You may have the feature to view attachments as HTML This allows you to open an attachment even if the corresponding application is not installed Click view as html to view the content of the file This feature is set by your system administrator Displaying Messages in HTML Format or Plain Text You can view email messages in two formats HTML or plain text m HTML messages can have text formatting numbering bullets colored background and links which can make messages easier to read M Plain text messages can always be read by other email clients Plain text does not support any text formatting styles links or images You can view a message in plain text mode even if it contains HTML The HTML tags are displayed in the body of the message in the plain text view Set Message Display Format 1 Go to the Preferences gt Mail page 2 In the Displaying Messages gt Display Mail select either As HTML when possible or As Text 3 Click Save Turn Off Preference to Display Images in Messages When you display mail as HTML images attached to a message are automatically displayed when you open the message 1 To change this go the the Preferences gt Mail page Images and deselect Display pictures automatically in HTML Email 2 Click Save Zimbra Collaboration Server 31 Zimbra Web Client User Guide How Address Bubbles Work Names in the address field display in an email bubble rather than as text The
50. OK 12 You are now back on the Preferences gt Filters page 13 Select your new filter from the filters list and click Run Filter 14 The Choose Folder dialog box displays asking you what folder you want to apply the filter to Select Inbox because we are filtering incoming messages from your supervisor out of your Inbox and into the new Management Directives folder You have the option to select more than one folder such as selecting your Inbox and your Sent folders so that all correspondence to and from your supervisor is moved or filtered into the Management Directives folder 15 Click OK The filter runs and a progress window displays with the filter status Depending on how many messages you are filtering the process might take some time You can stop the filter at anytime by clicking Cancel 16 The Filter Run Complete dialog box displays when the process is complete indicating how many messages were processed and how many messages were affected or moved Click OK 17 You can now go to your folders to see your new Management Directives folder containing emails from your supervisor Example of Using the Activity Stream Filter and Adding Exceptions You can filter less important incoming email messages you receive in your Inbox to an Activity Stream folder This is performed with the Activity Stream Filter For example you are on a distribution list and receive email messages a few times a week regarding Live Webinars th
51. Tasks gear icon and select New Task List 3 Enter a Name and select a Color for the new task list To Synchronize tasks from a remote service select the check box and enter the URL 4 Click OK The task list is displayed in the task list Creating a Task Create a new task by entering the task name in your tasks list or you can open a new task page and add detailed information about the task and include notes and attachments Add a Task Quickly 1 Go to the Tasks page and in the Overview pane select the task list to which you want to add a task 2 In the Click here to add a new task text box in the Content pane enter the new task name 3 Press Enter This adds the task subject to your task list but it does not give any details To add details edit the task Zimbra Collaboration Server 97 Zimbra Web Client User Guide Note If you created a task in the wrong list open the task and select the correct list from the Task Lists drop down or you can drag and drop the task on the Content pane to the correct list Create a Detailed Task You can use your task lists to create and track the progress of a task In addition you can write notes and attach files for easy access from within the task Having all of the relevant information with your task is useful when you share your task list with others You can estimate the length of the project by entering the start date and the due date and set the priority Wh
52. You can quickly create a meeting request by dragging and dropping a message conversation to a date on the mini calendar When you drag and drop a message or conversation the information in the message is used to populate many of the fields on the Appointment page 1 Click a specific message or conversation and drag it to a date on the mini calendar 2 The Add Attendees dialog opens The appointment page opens with many of the fields populated from information in the message e The Subject of the appointment is the subject of the message e The attendees are all the email addresses in the To and Cc fields of the message or the most recent message in conversations When you drag a contact from your contacts lists the mini calendar the contact s first email address is added to the attendee field e The text of the message becomes the text of the invitation Message attachments are not attached to the appointment request 3 In the appointment page review the meeting request details and make any necessary changes 4 Set the time for the meeting and if this meeting recurs set any recurrence 5 Click Send Create a Meeting Request From a Contact 1 Click on a name from your Address Book contact list and drag the name to a date on the mini calendar The appointment page opens with the contact name in the Attendees field Zimbra Collaboration Server 91 Zimbra Web Client User Guide 2 Enter the subject location
53. Zimbra account using IMAP using IMAP View the number Ability to right click on a folder to see the Y and total size of number of messages and the total size of items in folder items in folder Address Book Import export Ability to import export Contacts in csv Y contacts in CSV format format Multiple Address Ability to create multiple Address Books in Y Books per a single mailbox mailbox Move copy Ability to move copy contacts from one v contacts across Address Book to another based on access Address Books privileges Personal Ability to create group contact lists in their YJ Distribution Lists user Address Books Group Lists Calendar Personal Ability to schedule personal appointments Y scheduling Group scheduling Ability to schedule meetings and view Y attendees free busy information Recurrences and Ability to create recurring meetings and vI recurrence exceptions to recurring meetings exceptions Resource Ability to book resources locations M1 scheduling equipment etc for a meeting 144 Zimbra Collaboration Server Calendar alerts Option to enable an alert popup for upcoming appointments Time zone adjustment Appointments schedules are automatically displayed in the users current time zone Day Week Work Week Month views Ability to view calendars in Day Week Work Week or Month views Customizable first User setting for the first day of
54. a conversation e0 eee eae 33 Deleting a Message ee eae 34 Empty Your Trash Folder 000 e awi e eee eee 34 Recover Items Purged from Trash 000 ee eee eee 34 Assigning Retention Policies to Email Folders 34 3 Composing and Sending Email ww ee 37 Composing a New Email Message 0 eee eee eee 37 Addressing a Message 200 00 cece cee eee eee 38 Use Automatic Address Completion 2 24 38 Adding Attachments 0 0 00 eee 38 Add an Attachment to a Message a 39 Add Attachments Using Drag and Drop 39 Removing an Attachment 0c cece eee 39 Using Signatures Automatically 22000000 cee 40 Using Other Account Identities When You Send an Email 40 Add Personas 41 Delegate Others to Send Messages on Your Behalf 42 Sending Email on Behalf of Someone Else 42 Customizing Your Options for Composing Messages 42 Using HTML to Compose Messages 0000 e eee eee 44 Request a Return Receipt 0200 0c eee eee eee 44 Save a Message as a Draft 2 0 aaa 44 Mark the Priority Level of a Message 20055 44 Spell Check a Message aa 44 Adding Words to the Spell Dictionary 45 Spell Check All Messages Before They are Sent 45 iv Zimbra Collabor
55. aboration Server Zimbra Web Client User Guide Mark Email as Spam aa 25 Mark Email as Not Spam aa 25 Empty the Junk Folder 0 0 cece ee ees 26 Spam Mail Options aa 26 Maintaining a Trusted Addresses List o o ooooooo o 26 Finding the Origin of an Email Message i 26 Managing Your Account Quota 0 0 00 eee eee 27 Reduce the Size of Your Mailbox 0 0 2005 27 Folder Information econ ts eta sana tdi eae a Seas 27 Setting Up an Out of Office Message 0 eee eee 27 Subscribing to RSS Feeds aaa 28 Reading Mall 2 54 Gids an eta fs gel seen bat gidi a gs 29 Read a Message in Conversation View 29 Read a Message in Single Message VieW o o oo o 29 Mark a Message or Conversation as Unread 29 Opening Attachments to an Email Message 30 View Attachments cece eee eee 30 Remove Attachments cece eee eee ee 31 Preview Attachments cece e eee eee eee 31 View Attachments as HTML a 31 Displaying Messages in HTML Format or Plain Text 31 Set Message Display Format 1 0c eee eee 31 Turn Off Preference to Display Images in Messages 31 How Address Bubbles Work 20000 a 32 Returning Read Receipts aaa 32 Printing an Email Message aaa 33 Print a conversation all messages 0002 cee eae 33 Print one message in
56. about the appointment When you create the share you can select to allow internal users or groups and external guests to see your private appointment details Share Task List Folders You can share your Task List folders with internal and external users You can choose to make the task lists view only or allow someone to edit add or delete tasks Sharing a Folder You can share your mail folders address books calendars and task lists folders You invite a user to share and the user can accept or decline the invitation Note When you share your mail folders you cannot share the Trash or Junk folders 1 Right click the folder that you want to share 2 Click Share Folder Zimbra Collaboration Server 111 Zimbra Web Client User Guide 6 In the Shared Properties dialog box select whether you want to share with internal external or public users Depending on with whom you share do the following e For Internal users or groups enter the user s email addresses In the Role area select the access privileges e For External guests enter user s email addresses External guests are sent an email message with a link to the shared item They create a display name and password the first time they go to view the shared item e For Public enter the URL to use In the Message area select which type of message to send to those who you are granting access This message can be sent to internal users and ex
57. account using the standard client can be different from your computer time zone 1 Gotothe Preferences gt General page 16 Zimbra Collaboration Server Setting Up Your Account 2 Inthe Sign in Options gt Default Time zone drop down menu select the time zone you want to use 3 Click Save Accessing External Accounts Instead of logging on to each of your external email accounts you can retrieve email messages from your ZWC account You can also create a persona to use when you reply to or forward a message received from the external account Note Messages from your external account are not automatically received in your ZWC account Click the Refresh icon on the toolbar to get the latest messages Add an External Account 1 Gotothe Preferences gt Accounts page 2 Click Add External Account 3 In the External Account Settings section enter the email address of the external account and add a name in the Account Name text box to identify the account 4 Select the type of account POP or IMAP 5 In the Username of Account text box enter the name associated with this email account Sometimes your username is the part of your email address before the and other times it is your full email address 6 In the Email server text box enter the name for your external account s server 7 In the Password text box enter the password you use to sign in to the external account To see that the password you typ
58. action on Note f check boxes are not displayed in your Mail view go to the Preferences gt General page and in the Other section select Settings Selecting the box in the header automatically checks all the messages on the page Delete more than one message at once 1 In the Mail Content pane select the boxes for messages that you want to delete 2 Right click and select Delete Zimbra Collaboration Server 23 Zimbra Web Client User Guide Tag more than one message at once 1 In the Mail Content pane select the boxes for messages that you want to tag with the same tag 2 Right click and select Tag Conversations 3 Select the tag from your list or create a new tag Print more than one message at once 1 In the Mail Content pane select the boxes for messages that you want to print 2 Right click and select Print 3 In the Print Box click OK All the messages are printed as one continuous file Forward more than one message at once 1 In the Mail Content pane select the boxes for messages that you want to forward 2 Right click and select Forward A message compose page opens with the email messages attached 3 Complete the message and send Moving Email Messages You can move email messages or entire conversations from a folder m Drag and drop the item to the desired folder in the left hand Overview pane M Right click the message and select Move The Move Message dialog appears
59. ad click the triangle to expand the conversation and click the dot next to the message you want to display as unread The conversation displays in your Inbox as being unread but when the conversation is expanded only the unread message displays with the blue dot Opening Attachments to an Email Message Email messages can include attached files such as word processing documents spreadsheets text files ZIP files images executable applications or any other type of computer file that resides on the sender s computer network Messages that contain attachments display a paper clip next to the subject You can open any file attachment directly from your account provided that you have the right application and the extension is not blocked by your system administrator If the file type is one that is supported by the installed software on your computer you can typically double click the file and your computer automatically launches the right application for reading that file Computer viruses are often spread via file attachments Therefore system administrators might block incoming email containing certain types of attachments often with the extension EXE or ZIP as part of their filename Computer viruses can spread through email attachments It is considered standard practice for system administrators to implement virus filtering for incoming mail as well as virus scanning for personal computers However there is always a chance that
60. anced query language 126 examples 124 filters 118 key words 120 language structure 126 multiple terms 127 preferences 122 query 122 quick 117 save 122 sent and draft folders 124 sent to and from sender 123 string 122 syntax 119 to and from recipient 123 wildcard 122 search date range 125 search examples 124 search for attachments 124 search string 122 search save 122 search wildcard 122 send free busy details 80 sending files in briefcase 108 sent folder saving messages to 43 session expires 12 set desktop alerts 21 set up meetings from email 91 share address books 110 calendars 111 distribution list 115 items to share 109 share type 109 task list folder 111 shared folder viewing 113 shared items finding 113 managing 113 sharing accept invitation 113 access privileges 109 address books 110 calendars 111 changing access privileges 112 how to 111 mail folders 110 remove access 112 revoking privileges 112 roles of internal users 109 task lists 111 sharing cancelling access 112 shortcuts keyboard 15 154 Zimbra Collaboration Server show original 26 signatures 40 signing in 11 signing out 11 sort messages 24 sort task list 100 spam 25 mail options 26 spell check 44 spell dictionary adding words 45 spellcheck mandatory 43 standard client 11 standard web client feature comparison 141 subscribe distribution list 75 syntax search 119 tag assign 63 change color 64 create 63 delete 64
61. ange the Message View Email messages in your mailbox can be organized by the date a message is received and by Conversation 1 On the Mail tab toolbar click the View drop down menu 2 Select either By Conversation or By Message Using Zimlets Zimlets are add on applications that enhance the functionality of your account Several preconfigured Zimlets are included when ZWC is installed You can enable optional Zimlets from the Zimlet page If you need more information about Zimlets and managing them see your system administrator Enable or Disable a Zimlet 1 Goto Preferences gt Zimlets page 2 Choose Zimlets that you want to enable or disable 3 Click Save Using A Reading Pane You can use the Reading Pane to preview messages in your Inbox and other folders If you have the Reading Pane on when you click on an email message the message displays in the Reading Pane and the message is marked as read To adjust the size of the Reading Pane place your pointer on the divider bar and drag the bar 20 Zimbra Collaboration Server Managing Your Email Turn Reading Pane On or Off The Reading Pane lets you read email messages from your Inbox without opening the email Depending on your view the Reading Pane can be at the bottom or on the right or turned off 1 On the Mail tab toolbar click the View drop down menu 2 Select the Reading Pane option Set the Reading Pane for Marked as Read Behavior You
62. ant to set for this calendar If you select Allow only the following internal users to see my free busy information in the text field enter the email address of the internal users Zimbra Collaboration Server 79 Zimbra Web Client User Guide 3 Optional In the Invites section specify who can invite you to meetings If you select Allow only the following internal users to see my free busy information in the text field enter their internal user names or full email address 4 Ifyou limit who can invite you to meetings you might want to select Send to send an auto reply to users who are denied from inviting me 5 Click Save Note These settings do not affect calendars that you have configured to not display free busy information Send Your Free Busy Status to Others You can email a link of your free busy status that shows appointments in your personal and shared calendars 1 Click the Calendars tab 2 In the Calendar Overview pane click the gear icon 3 Click Send Free amp Busy Link As and select to send the information as either HTML ICS or an ICS Event 4 In the Compose Email page that opens complete the address and subject line The calendar link is in the text area Add more information if you want 5 Click Send to send the email to the users The recipients can click the link to view your schedule Your calendar updates itself for the recipients when you add new events to your calendars Ot
63. arch Zimbra Collaboration Server 123 Zimbra Web Client User Guide Search Sent and Draft Folders Note Selecta message not a conversation to perform this search 1 In the Sent and Drafts folders select a message with the name of the recipient you want to find Right click the message and select Find Emails Select either Received From Recipients or Sent To Recipients The search is executed and messages that meet your reguest display in the Content pane Use Advanced Search 1 In the search text box click the magnifying glass The advanced search page displays In the Navigation pane select from the advanced filters drop down select Received from or Sent to and enter the recipients email address or domain The search syntax displays in the Search field at the top of the page The search is executed and messages that meet your request display in the Content pane Search Examples When performing an advanced search you use different panes depending on the search criteria The following examples demonstrate which search panes to use for particular types of searches Search for a specific type of attachment You are looking for a message with a picture attached You don t remember who sent it or when but you recall that it was either a PDF or JPEG file How to do it 1 From the search drop down menu select Mail and click the magnifying glass in the search text box to display the adva
64. asks page and select one or more tasks that you want to mark as complete 2 Inthe Task page header select Mark as Completed The task information remains in your task folder until you delete the task Moving a Task to Another List 1 Right click a task and select Move 2 Select the destination list to where you want to move the task e Enter the task list name or use the keyboard arrows to navigate to the destination list e Click New to create a new task list 3 Click OK Sorting Tasks within a Task List You can sort a task list to quickly see tasks by status 1 Gotothe Tasks page 2 Inthe Overview pane select the task list you want to sort 3 In the header of the Content pane right click the Sorted by drop down menu 4 Click how you want to sort the task list Filtering Tasks by Status You can filter tasks in your task list to quickly see tasks by status V In Filter by drop down menu on the Task toolbar select which type of tasks you want to view Not started Shows tasks that are not started Completed Shows tasks that are complete 100 Zimbra Collaboration Server Using Task Lists In Progress Shows tasks that are in progress Waiting for someone else Shows tasks that are waiting for someone else Deferred Shows tasks that are deferred All Shows all tasks no matter the status To Do List Shows tasks with the status of In Progress Not Started or if the task is
65. at your company is hosting You can filter these messages from your Inbox to your Activity Stream folder allowing you to read these messages at your convenience and not have them crowd your Inbox If you find you are filtering messages you do not want to go to your Activity Stream folder you can create an exception The exception allows you to have selected messages sent to a folder you assign or keep them in your Inbox 1 Goto the Preferences gt Filters page 2 Click Activity Stream Settings near the top of the Filters page The Activity Stream dialog box displays 3 Click Enable moving messages into Activity Stream 4 Select your Activity Stream filter rules 58 Zimbra Collaboration Server Working with Email Filters You can select rules that apply to messages that you want to filter and send to the Activity Stream Folder There are four general rules that might apply to messages you want to filter out of your Inbox such as filtering e messages from a distribution list to which you are subscribed e mass marketing and bulk mail messages e messages where your email address is not in the To or other field e messages from people not in your address book You can also select Advanced Controls from this screen which gives you the opportunity to create a more detailed filter 5 For our example select Messages sent through distribution lists to which m subscribed This will filter the Live Webinars messages and
66. ate and public key 1 Click New on the toolbar 2 In To enter the user s address or click the To link to search for an address from your address books 3 If your security preference is not set by default to send digitally signed messages click Security and select Sign only 4 Enter a subject of the message 5 Compose the message 6 To add an attachment click Add Attachment and browse to the file or drag and drop the file from your computer to the email header 7 Click Send Composing and Sending an Encrypted Message Messages can be sent encrypted to recipients that have sent you their public key and certificate The recipient s certificate is stored in the recipients contact page in Address Book 1 Click New on the toolbar 130 Zimbra Collaboration Server Sending and Receiving Secure Email 2 If your security preference is not set by default to send encrypted and digitally signed messages Click Security and select Sign and Encrypt 3 In To enter the user s address or click the To link to search for an address from your address books 4 Enter a subject of the message 5 Compose the message 6 To add an attachment click Add Attachment and browse to the file or drag and drop the file from your computer to the email header section 7 Click Send You cannot run spell check on an encrypted message Adding Certificates to Contacts in Your Address Book The contact page in the Address B
67. atever settings are in your Preferences gt Notifications will be used for all your notifications and not only for this particular calendar event or task 10 In the text box below Scheduler type an email message that is included in the appointment invitation To add attachments click the paperclip icon on the toolbar 11 The default is to ask the attendees to reply to your invitation If you do not want a response from the attendees in the Calendar toolbar click Options gt Request Response to remove the check mark 12 If you do not want to send the invite out at this time click Save Otherwise click Send Send Invites to Attendees in Different Time Zones If the time zone is displayed in the appointment page it reflects the time zone that you are in You usually do not need to change this When you schedule meetings with attendees in different time zones the invitation is sent reflecting the meeting time in their time zone For example if you create a meeting with attendees in California and New York the invitation displays Pacific time for attendees in California and Eastern time three hours later for attendees in New York Zimbra Collaboration Server 87 Zimbra Web Client User Guide Using the Scheduling Toolto Set Location Preferences If you always want to reserve rooms that are in a specific location you can use the Suggested Location tool in the Calendar application to suggest the availability of those rooms
68. ation Server Replying to Email Messages aa 45 Reply to a Message aaa 45 Set Preferences for Email Replies 2 2 0005 46 Forwarding Email Messages aa 46 Forward an Email Message aa 46 Forward a Message as the Originator 0000 47 Forward a Message as a Redirected Message 47 Set Preferences for Forwarded Email a 47 Undeliverable Email 0ooooooooorrrronnno om 47 4 Working with Email Filters o oooooooommmoomoo 49 Setting Up Filter Rules aaa 49 Fier Conditions sa dois patinar aa e f ni ava as aj 50 Filter Rule Actions 1 aaa 51 Creating a Filter prade dat as pb aia Gets tn n t kn 51 Create a Filter from an Email Message a 52 Create a Filter for Calendar Invitations o o o o o 52 Viewing Filters lt scented Pace A eee tts 53 View Existing Filters rest a EA OR EERE EET RIY 53 Change Filter Order oooccoccocoooo eee 53 Applying a Filter cuco orto alg mant reg ee ena eared anas eee 54 Apply a Filter to a Contact 220200 e eee 54 Editing a Filter 0 sveta doen dy praata al A elena 54 Making a Filter Active or Inactive 3 a 54 Setting Up an Activity Stream Filter o ooooo o o oooo 55 Set Up an Activity Stream Filter 1 a 55 Move Messages Into the Activity Stream Folder 55 Move Messages Out of the Activity Stream Folder 55
69. ations cannot be set on a per entry basis This means that whatever settings are in your Preferences gt Notifications will be used for all your notifications and not only for this particular calendar event or task Add attachments Click Add Attachments on the tool bar to add any notes in the text field and to add attachments 4 Click Save Viewing Tasks in the Reading Pane You can enable a Reading pane to view the content of a task without opening the task The Reading pane can display at the bottom of the Content pane on the right of the Content pane or you can turn it off so there is not reading pane 1 Gotothe Tasks page 2 Click View on the Task toolbar to select how to display the Reading pane Option Description Reading Pane At The Bot The task list view displays at the bottom of the tom pane Reading Pane On the Right The task list view does not show the status of a task and the percentage completed is shown as a progress bar Reading Pane Off The reading pane does nat display Changing a Task As you progress on a task you might want to add information change the status and percentage completed or mark the task complete Zimbra Collaboration Server 99 Zimbra Web Client User Guide Update a Task 1 Go to the Tasks page and select the task that you want to edit 2 Click Edit and make the changes to the task information 3 Click Save Mark a Task Complete 1 Go to the T
70. available for the application you are currently using The Move to and More Actions fields gives you menu choices available in the application Content Pane The content of this area changes depending on what 4 application is in use In the Inbox view it displays all messages or conversations in your Inbox Move to The Move to menu displays the moves that you can make within the application you are in In this example In the email application the message 148 Zimbra Collaboration Server from Dan Pattern is selected and the options for the message are to move to folders in your folder list Actions The Action menu displays the different actions that you can make within the application you are in This example is for when you are the email application Navigation Functions Not Available The following navigating features are not available with the standard ZWC Down arrow menus Movable sash m m m Tool tips M Right click for client features m Folder information Zimbra Collaboration Server 149 Zimbra Web Client User Guide 150 Zimbra Collaboration Server Index Symbols access privileges share 109 account identities 40 personalize 15 guota 27 accounts external 17 activity stream 22 setting up filter 55 add external account 17 files to briefcase folders 104 personas 41 task 97 address auto complete 38 address book add contacts 67 export 72 import 71 sharing 110 v
71. ay event in the Calendar view select the event and drag it to the new date Creating an Appointment from an Existing Appointment You can create appointment similar to an existing appointment and the existing attendees location notes and recurrent pattern can be quickly set up for new dates and times You can also modify any of the information before sending the invite 1 Right click on the appointment to copy and select Create a Copy The appointment compose page opens with all the information of the copied meeting added to the appointment page To create an appointment exactly as the one you copied but on another date you only need to change the start and end date Make any other changes to attendees location text etc 90 Zimbra Collaboration Server Scheduling Appointments Meetings and Events 4 Click Send anda invite is sent to attendees and the appointment is added to your calendar Scheduling an Appointment Within an Email Message Within an email message certain text is interpreted as a date and triggers the ability to right click to create an appointment Text such as today tomorrow a day of the week i e Thursday or an exact date are highlighted in messages 1 Hover the mouse over this type of text to see if you have an appointment scheduled 2 Click on the highlighted text to open your calendar 3 Create the appointment Using Email Messages to Set Up Meetings
72. blish calendar Ability to publish export a calendar in Y Y in Calendar Calendar ics format format Multi calendar Ability for a user to view multiple calendars Y v overlay views overlaid in the same view which each calendar optionally represented by a different color Import calendars Users can import calendar Calendars Y vI as ics iCal files ics Mark Appointments can be marked as private or Y Y appointments as public private Calendars can be Administrators can configure the Calendar YJ Y for personal feature to be able to create only personal appointments appointments only Search for Users can search for appointments within TA Y appointments their calendars HTML Read Only Public calendars display in HTML read Y View for Public only format Calendars Tasks Manage tasks Add tasks and set the start and due date vI v set the priority and keep track of the progress and percentage complete Create task Users can organize task lists into folders Y Y folders Sort tasks Users can sort tasks by Status or Due Date YJ v Prioritize tasks Users can set the priority of tasks to high Y Y normal or low Tag tasks Individual tasks can be tagged Y Y Attachments to Files can be attached to a tasks vI v tasks Documents Create and use Documents feature Y Y Briefcase Create and use Briefcase feature vI v 146 Zimbra Collaboration Server Zimlets M Use Zi
73. bubbles are more interactive than email addresses displayed as text The following actions are available when using bubbles for email addresses m When addressing an email you can right click on a bubble to display a menu of options including Delete Edit Edit Contacts m When reading an email message you can right click on a bubble to display a menu of options including Add to Contacts New Email Advanced Search M You can left click a single bubble and drag and drop it into another address field or select multiple bubbles and drag the addresses using the rubber band selection tool to move bubbles Rubber band selecting is left clicking on the white space on the field and dragging a selection box across selected bubbles The selected bubbles are highlighted in blue You can now drag and drop them to another field m You can use CTRL C to copy and CTRL V to paste the address m You can tab or use the left right arrow keys to navigate between bubbles m When autocomplete is used to select a distribution list the bubble includes a plus sign to identify the address as a distribution list You can click the to expand the list to display distribution list members You can also click on an address in the list to send an individual email to the selected addressee Bubbles are enabled by default You can enable or disable bubbles by going to the Preferences gt General page Other section Returning Read Receipts Messages you rec
74. calendar View Calendar Activities in a List The List view gives lets you view details that are not available in the other Calendar views You can change how the information is presented When using the List view you can m Show appointments in a specific date range Set the from through dates in the Show appointments text boxes m Click the Calendar column header to arrange the appointment by individual calendars m Click the Status column header to see appointment by your status M Click the Subject column header to see an alphabetic view of the Subjects N Select multiple appointment check boxes to act upon more than one message at a time Right click and select the action to perform Display All Day Appointments in Your Work Week View All day events are displayed in the first row of the calendar with no time specified You can hide all day events in your calendar V In Work Week View click on the thick line in the first row The first row is hidden Viewing all day appointments can be toggled back on off Click on the thick line below the header row to display the appointments Displaying Your Free Busy Information The free busy feature allows others to see meeting times scheduled on your calendars The free busy feature is on by default but you can turn it off or limit who can see the information 1 Gotothe Preferences gt Calendar page 2 Scroll to the Permissions section select the Free Busy option that you w
75. can also select whether messages you view in the Reading Pane are marked as read or not marked as read 1 Gotothe Preferences gt Mail page 2 In the Displaying Messages gt Reading Pane section select how messages are handled when the message is selected 3 Click Save Changing How Often Your Account Checks for New Mail You can set preferences for receive new messages including how often you receive email messages and whether you are notified when you receive new messages Your account is updated with new messages based on the polling interval set up in the mail preferences Check New Mail drop down menu The default is every five minutes If you are expecting an email message you can click the refresh icon on the right side of the toolbar any time to receive new email immediately 1 Gotothe Preferences gt Mail page 2 Inthe Displaying Messages gt Check New Mail drop down menu select how often to check for new mail If you select Manually you must click the reload icon to get new email 3 Click Save Setting Desktop Alerts For New Email Messages You can set up desktop alerts for new email notification To receive alerts your mailbox must be opened 1 Go to the Preferences gt Mail page 2 Inthe Receiving Messages gt Message Arrival section select how you want to be notified when new message arrive Select any of these options Zimbra Collaboration Server 21 Zimbra Web Client User Guide Play a sou
76. cipients must have the appropriate software to open the file Common file formats such as text files HTML files and images such as GIF or JPEG files can be opened in a variety of programs Add Attachments Using Drag and Drop You can easily add an attachment to an email message by dragging the file from a folder into your email 1 Select one or more files and hold down the cursor on the file s to be attached 2 Drag the files to the message header area and release the cursor The file names are displayed in the header Removing an Attachment To remove an attachment click the x in the attachment bubble Zimbra Collaboration Server 39 Zimbra Web Client User Guide Using Signatures Automatically You can include an automatic signature at the end of an email A signature can include your name and any additional text If you are using an HTML editor you can format your signature add a link to a URL and add graphics You can create more than one signature For example you can have a formal signature for emails sent to customers and an informal signature for emails sent to friends If you create multiple email identities also known as personas you can create different signatures and assign them to specific addresses 1 Gotothe Preferences gt Signatures page 2 Inthe Name text box type a descriptive name to identify the signature You can create multiple signatures so using an identifiable name here is help
77. content of the page using the rich text editor You can add style color and tables to your page from the toolbar links Enter the name of the new document in the Save field Click Save Format with the Rich text Editor When you edit using the rich text editor the two row toolbar lets you easily format your page layout Select change or add the following Font sizes faces and colors Text styles Background colors Tables Attachments Images These formatting tools work the same as many word processing tools Viewing Files in Briefcase 1 Go to the Briefcase page 106 Zimbra Collaboration Server Working in Briefcase 2 Click View on the Task toolbar to select how to display the file in the Preview Pane Preview Pane At The Bot The Briefcase preview pane displays at the tom bottom of the pane Preview Pane Onthe Right The Briefcase preview pane displays on the right Preview Pane Off The Preview Pane does not display Working in Briefcase In Briefcase you can open files to work in them create new documents directly in the briefcase folder move files tag files and send an email with a link to a file in your Briefcase The toolbar is your direct link to many of these features Open Files in Briefcase You can open files in your briefcase from any computer You must have the appropriate software application to open and read or update the file Common file formats such as text files
78. dars you can group the calendars in a hierarchical display For example you could group all shared Calendars under a Calendar folder you call Shared You can also move the calendar Inthe Calendar Overview pane select a calendar and drag it to the calendar to be nested under V Alternately right click the calendar to move and select Move In the Choose Folder dialog box select the calendar to move under Add Color to a Calendar You can color code calendars so that activities for that calendar always display in the selected color which is helpful when you are looking at activities from multiple calendars in one view You can use a color more than once 1 Right click on the calendar and select Edit Properties 2 Select a color from the drop down menu 3 Click OK View Multiple Calendars Meetings display in the selected Calendar view in the calendar color selected If meetings are scheduled that are not in the current time view an arrow displays on the calendar s page indicating that there are meetings scheduled that are not in the current view 78 Zimbra Collaboration Server Working with Calendars 1 In the Calendar list in the Overview pane check the boxes for the calendars you want to view 2 Select the view Day view shows the calendars side by side The calendar name is at the bottom of the page The Work Week Week and Month views show appointments on the calendar by the color associated with the
79. display messages 64 remove 63 rename 64 search for item 64 using 63 tag messages 24 tagging files in briefcase 107 tags 63 task add 97 change 99 create 97 create detailed 98 delete 101 export 102 filter 100 import 102 mark complete 100 move 100 print 101 sort 100 update 100 view 99 task list create 97 delete 101 export 102 import 102 print 101 task list folder share 111 task lists exporting 102 task lists sharing 111 text direction 16 theme change 15 time zone change 16 time zones and appointments 87 trash recover deleted items 34 trash folder empty 34 trusted addresses 26 undeliverable email 47 unsubscribe distribution list 74 vCard forwarding contact information 71 version control briefcase 105 view task 99 view contacts 69 view multiple calendars 77 viewing all day appointments 79 viewing files in briefcase 106 voice connection 134 voice mail playing 135 voice page 134 voice service accessing 134 add call information 138 call back voice message 137 click to call 133 138 click to chat 133 139 connection set up 134 delete voice message 138 ending a call 135 forward voice message 137 making a call 135 mark message as unheard 136 overview 133 play a voice mail 135 prerequisites 134 presence 134 138 reply to voice message 137 save voice message 137 viewing voice page 134 wildcard search 122 working in briefcase 107 write an email 37 zimlets 20 155 Zimbra Co
80. e condition For example you can filter an email message that does not contain a particular word Filter conditions are not case sensitive You can base a filter condition on the following Specific email addresses in the From To or Cc fields Email messages that are under or over a specific size Dates Presence or absence of file attachments Words in the message subject or body Calendar invitation Email messages that are marked by importance Filtering Using Any Versus All You can group conditions within a filter rule using the terms any or all The use of these terms is similar to the AND versus OR type searches described under the Search feature with any being OR and all being AND If you choose any when defining conditions for a new filter rule then a message that meets any one of the conditions is considered a match However if you choose all every condition specified in that filter rule must apply in order for that message to match the filter Filtering Using Contains Matches and Is Options Three of the comparison methods for filter conditions are Contains Matches pattern and Matches Exactly These options appear for some items such as the subject line Other comparison methods are available depending on your conditions selections HM Contains means that the specified line must contain somewhere within it the specified string For example specifying that the subject line contains bananas would match both C
81. e new documents Files in Briefcase are copies of the original file whether the file is on your computer or an attachment to your email Changes you make to files in your briefcase do not change the original file Creating Briefcase Folders 1 Goto Briefcase gt Folders 2 Click the gear icon and select New Briefcase 3 Enter a Name for the new briefcase folder The briefcase folder name must be unique within the hierarchy of your all of mailbox folders This name cannot match any top level folder in your mailbox calendar or address book For example if you have a calendar named Holidays you cannot name a top level briefcase Holidays Holidays could be a name of a briefcase within another briefcase 4 Select the Color of the new briefcase file 5 Select the folder hierarchy either under Folders or under another briefcase folder You can create a new top level briefcase or you can place it under an existing briefcase 6 Click OK Zimbra Collaboration Server 103 Zimbra Web Client User Guide Adding Files to Your Briefcase Folders Uploading a file copies a file from your personal computer to your ZWC account This makes the file available any time you log into your account You can upload files in the following ways M Clicking attachments you receive with your email messages M Using the file upload tool when working in Briefcase m Using WebDav Client tools Upload Files from Briefcase 1 Gotothe Briefcase tab
82. e number of items being dragged and valid drop zones Drag and drop functionality limited in the standard client Auto complete Addresses auto complete as they are Y Y addresses being typed including a dynamically updated selection dialog when multiple addresses match Zimbra Collaboration Server 141 Zimbra Web Client User Guide Tags Ability to quickly categorize messages Y Y contacts and documents by attaching tags with user defined names and colors HTML formatting Ability to render and create messages WY WY appointments and web documents in HTML format Spell check Option to check and correct spelling in a Y Yk mail message calendar appointment or web document HTML compose must be selected in the standard client Zimbra Assistant Mini dialog for quick actions e g send Y message create appointment without changing the underlying application context View as HTML Quickly view attachments in HTML format 7 option for attachments Keyboard Use keyboard shortcuts to navigate vI v navigation The keyboard shortcuts differ between the advanced and standard clients Mail Paging Left and right arrows navigate from page to Ml page users can set number of messages to display per page Conversations Automatic grouping of messages in a Y Y message thread enabling efficient message organization Preview pane Ability to preview a highlighted message Y Subscribe t
83. ed is correct select Show password 8 If your service provider uses a different port than the default change it in the Advanced Settings area If you use a secure connection enable Use an encrypted connection SSL when accessing this server Your provider should let you know if they do not use a standard IMAP 143 or POP 110 port 9 Click Test Settings to verify the information 10 Select where to download the messages Zimbra Collaboration Server 17 Zimbra Web Client User Guide 11 13 14 15 To delete messages from the external account after you receive them in your ZWC account select Delete messages on the server after downloading them Type the name to appear in the From field of your outgoing email messages for example John This is the name that is shown before your email address To direct replies to email messages from this persona to a name and address different from the one you configured in From a Select Set the Reply to field of email messages to b Enter the name in the text box Optional To associate a signature with the persona click Manage your Signatures Click Save If you set up a POP account go to the Preferences gt Mail page to set up how messages in that account should be downloaded to your ZWC account Set Up POP Behavior for Your Account If you set up an external POP account you can configure the POP behavior when messages are downloaded to you
84. ee 109 Accessing Privileges 20 00 cece nets 109 Roles for Internal Users 0 0002 cece 109 Type of Items to Share 0 0 ee 109 Share Mail Folders 000 cece eee eee 110 Share Address Books aaa 110 Share Calendars 00 cece ees 111 Share Task List Folders 0000 aa 111 Sharing a Folder meere sereset t eee eed eee ee des 111 Changing User Access to a Shared Folder 112 Removing User Access to a Shared Folder 112 Accepting an Invitation to Share Items oooocoo oooo 113 Finding Items Shared With You anaana 113 Managing Your Shared Items oooocccccccc eee 113 Share a Folder from the Preferences Sharing Page 114 Change Access From the Sharing Preferences Page 115 Sharing with a Distribution List o ooo ooooooooooo 115 12 Searching Your Account cece eee eee 117 Finding an Item with Quick Search oooccccoccoo oo 117 Perform a Quick Search aa 117 Performing an Advanced Search aa 118 Search Filters You Can Use aa 118 Basic FllerS cio da A arid dida a iaa e as 118 Advanced Filters 3344 54 02 eb i eae ee Sa Ae ee 118 Searching SYM caco ca tes vias alpen ee ag s ea 119 Searching with Key Words cee eee eee 120 Using as a Wildcard in Search aa 122 Setting Search Folders and Items Preferences 122 Displaying Search String 6 2 aaa 12
85. eive from other Zimbra users can be marked to request a return receipt message to be sent back when you open your message You can specify how to handle return receipt requests 1 Gotothe Preferences gt Mail page Receiving Messages section 2 Inthe Read Receipt section select how you want read receipt requests to be handled Never send a read receipt When a message is received with a return read receipt request the request is ignored You are not informed of the request This is the default Always send a read receipt A return read receipt message is sent when message you open an email flagged for a return receipt 32 Zimbra Collaboration Server Managing Your Email 3 Ask me You are given the option to send a receipt when you open an email flagged for a return receipt Click Save Printing an Email Message The default font size used when a message is printed is 12 points You can change this from the Preferences tab gt General page Note Do not use the browser s File gt Print feature The page will not be well formatted and your message may be difficult to read 2 3 4 Right click on the message and select Print The message opens in a new window A standard print dialog appears Choose a printer Click OK The message is sent to the selected printer Close the message window Alternately you can select Print from the Actions link on the toolbar Print a conversation
86. email addresses are always being incorrectly added to your Inbox or Junk folder you can identify those addresses to block or not block 1 Gotothe Preferences gt Mail page 2 Scroll to the Spam Mail Options section 3 In the Block messages from text box enter email addresses that should always be treated as junk You can list up to 100 addresses 4 In the Allow messages from text box enter email addresses you trust that for some reason end up in your Junk folder such as newsletters you subscribe to Messages from these email addresses are never blocked You can list up to 100 addresses 5 Click Save Maintaining a Trusted Addresses List You can specify email addresses from specific domains as trusted addresses so that embedded images in messages you receive from these addresses automatically display when you open the message You can add up to 500 addresses to this list 1 Gotothe Preferences gt Trusted Addresses page 2 Enter the email address or domain name in the text box To include all addresses from a specific domain type before the domain com name 3 Click Add 4 Click Save Finding the Origin of an Email Message When you receive a message and you want to see message transport history you can right click on a message and select Show Original The text page displays header information along with the text of the body of the message 26 Zimbra Collaboration Server Managing Your Email The
87. en you start the task you can select the status such as Not Started or In Progress and select the percentage complete 1 Gotothe Task page and select New Task 2 Inthe Details area enter the task information Only Subject is required to give the task a name Option Description Subject Required Enter a brief description of the task The text added becomes the description in the task list Location Enter where the task occurs Priority Select the priority for this task Task List Select the task list where you want this task displayed 3 In the Progress area enter the information to track the progress of the task This information is not required for your task Option Description Status Select the status for this task You can reopen this task and change the status at any time Percentage Select a percentage to go with the status of the task You can reopen this task and change the percentage at any time Start Date Define the start date for the task Due Date Define the due date for the task 98 Zimbra Collaboration Server Using Task Lists Option Description Reminder Set a reminder date and time e If you have configured an email address or SMS alert in your Preferences gt Notification page check the appropriate box for the reminder e If you have not configured a notification click Configure to go to the Preferences gt Notification page to set this up Note Notific
88. er to another folder Important When you delete a folder a pop up displays at the top of the pane indicating the folder is moved to Trash Click Undo if you want to revert the deletion This pop up displays for a very short time so click Undo immediately if you did not want to delete the folder otherwise you ll have to manually recover the folder 1 Go to the Mail gt Folders page 62 Zimbra Collaboration Server Organizing Your Account 2 Right click the folder you want to delete and select Delete Note The Trash folder is purged on a regular basis which is set by your administrator so items in the Trash do not stay there forever Using Tags You can use tags to help classify and organize your email messages conversations calendar items contacts briefcase or tasks For example you can have a tag for Immediate Turnaround and another for Medium Priority You can tag for tasks or a project tag to sort email and you can search for all items with a particular tag You can also apply multiple tags to an item Create a Tag 1 In the Overview pane click the Tags gear icon and select New Tag 2 Enter the new Tag name and select a Color for the tag Tag names can include any character except a colon forward slash and quotation mark 3 Click OK The new tag is listed under Tags Assign a Tag to an Item After you create a tag you can apply it to an item You can assign more than one ta
89. ered email messages at your convenience For example you might want to automatically filter the following types of messages into the Activity Stream folder M Messages sent through distribution lists to which you are subscribed Commercial mass marketing and bulk mail messages m Messages where your address is not in the To or in the To or Cc field E Messages from people not in your address book Set Up an Activity Stream Filter 1 Go to the Preferences gt Filters page 2 Click Activity Stream Settings 3 Select Enable moving messages into Activity Stream 4 Select the rules you want to apply and click Save 5 To configure a more detailed filter click Advanced Controls For more information about how to edit this filter see Creating a Filter on page 51 Click OK The Activity Stream filter displays in your Active Filters list Move Messages Into the Activity Stream Folder If you receive an email message in your Inbox and you want to filter the message and similar messages to the Activity Stream folder drag and drop the message into the Activity Stream folder This gives you the opportunity to create a new Activity Stream rule to route similar messages to the Activity Stream folder in the future 1 In your Inbox select the message you want to move 2 Drag and drop the message into the Activity Stream folder 3 In the Activity Stream Rules dialog select properties to create a rule to apply to similar messages This rou
90. es include H Visual Voice Mail From the Voice tab you can easily view and listen to your voice mails and view details such as caller name time details and length of message You can call back the person that left the message forward or reply to the message by email save or delete the message and select how to be notified of a new voice message Supported audio formats include WAV and MP3 M Click to Call The ability to make a phone call from your ZWC account Highlight and click any phone number in ZWC that you want to dial or select a contact with a phone number saved in your contact information The call is bridged from your registered physical or soft phone to the recipient Click to call eliminates the use for a dial pad on a phone M Click to Chat Cisco clients only The ability to chat with a contact using the Cisco Jabber client and ZCS You must have the recipient s IM address stored in your contact information You can then access the recipient s contact card and click the IM link to initiate a chat session Zimbra Collaboration Server 133 Zimbra Web Client User Guide M Presence Cisco clients only The ability to know in real time the availability information about you or a contact Presence status is displayed as available away on a call or do not disturb Setting Up the Voice Service Connection When using the voice service feature you have to perform an initial configuration to set up your voice account
91. es these options date Use this keyword to specify a date You can use an absolute date mm dd yyyy or yyyy dd mm or a relative date nnnn hour day week month year Use the format that is default on your browser s locale For example US English format date 2 1 2012 finds messages dated February 1 2012 The greater symbol date gt DATE is the same as after DATE The less symbol date gt DATE is the same as the before Date after Specifies mail sent after a certain date For example after 2 1 2012 specify mail sent after February 1 2012 before Same as after except specifies mail sent before the specified date size Specifies messages whose total size including attachments is a specified number of bytes kilobytes or megabytes For example size 12 kb finds messages that are exactly 12K in size The greater than gt or less than lt symbols can be used instead of bigger or smaller larger Similar to size except specifies greater than the specified size smaller Similar to size except specifies smaller than the specified size tag Finds messages which have been tagged with a specified tag For example tag amber finds message that have a tag called amber applied Zimbra Collaboration Server 121 Zimbra Web Client User Guide Using as a Wildcard in Search The asterisk after a prefix can be used as a wildcard in a search to find content
92. essage Quota indicator Visual indicator of quota and amount of TA quota consumed Export messages Ability to export a set of messages as a v as ZIP file ZIP file Reply Reply All Ability to toggle between Reply and Reply Y toggle All while composing a reply Persona Ability to create multiple identities and use Y different names and mail settings Support for Within ZWC users can identify other POP W multiple external email accounts email accounts that they have retrieve email from those accounts and save in specific folders Reading pane view can be set Ability to set preference for viewing messages in the reading pane User specified default HTML settings Ability to set the font family size and color to use when composing email messages Zimbra Collaboration Server 143 Zimbra Web Client User Guide Insert inline Ability to insert inline images in email Y images in HTML messages and calendar appointments editor Define different Ability to define different email signatures 1 signatures Checkboxes to Ability to check multiple emails in the list vI select mail view to perform an action on Message priority Ability to indicate whether a message is Y high or low priority Forward multiple Select and forward multiple messages in Y messages one email Aggregation of Aggregate multiple external accounts in Ml mail accounts
93. etailed criteria for your search 1 In the search text box click the magnifying glass The advanced search page displays 2 In the Navigation pane select from the advanced filters drop down links to create your search The search syntax displays in a bubble in the search field at the top of the page You can select from any of the filters 3 You can further refine your search criteria by adding AND OR or NOT search conditions Search Filters You Can Use When you click the magnifying glass in the search text box you can select to use basic and advanced filters to build search queries Basic Filters On the advanced search page select Basic Filters such as has attachment is flagged and is unread to perform a general search for messages matching your selected criteria Advanced Filters To build more complex and detailed search queries use the advanced filters as described in the table below Received from Search for certain domains in the message header From To and Cc The domains that you can search for are predefined Sent to Search for certain domains in the message header From To and Cc The domains that you can search for are predefined 118 Zimbra Collaboration Server Searching Your Account Date sent Search for messages received after before or on a selected date To search between dates select Date sent is before and then select Date sent is after and enter the date range
94. etails such as who the call is from the message size and the date and time received 134 Zimbra Collaboration Server Using the Voice Service In the upper right of your view you are notified of how many unheard voice mail messages you have in your inbox Making a New Call If you have the ZWC voice service you can make a phone call from anywhere when logged into ZWC Calls are made from registered phone numbers that access softphone clients desktop phones and mobile devices During your phone call you will see a dialog box that displays information about the call you are making such as if the call is successfully initiated or if the call failed Before you place a call consider the type of device you are using to make the call m If using a desktop phone or mobile device after you click Call your call is initiated and your desktop phone rings Pick up the phone and your call is connected to the number you are dialing m f using a softphone client after you click Call your call is immediately initiated The call plays through your computer and you can adjust the sound using the volume control on your computer You need to use a headset connected to your computer when making the call and for the duration of the call 1 On the Voice page click New Call A Place Call dialog box displays 2 Select the From number from the drop down menu The numbers listed are those that are registered to you 3 Enter or select the
95. event 1 2 On the Calendar header click New Appointment If the From field displays above the Subject line you created more than one persona for your account Select the identity to use when creating this appointment In the Subject text box add a brief description of the meeting The text added here becomes the description in the calendar Select All day and select the start and stop date In the Attendees text box type the email addresses separating addresses by a semicolon As you enter names the Scheduler opens and the attendees free busy information is displayed a To help you find a time when all attendees are available click Suggest Time A calendar displays with the availability As you enter attendee names the scheduling tool begins to suggest times that all the attendees are available Note If an attendee has set a preference to allow only certain users to see free busy information and you are excluded from the list you cannot view the free busy schedule If some attendees are not required to be at the meeting but you want to invite them select Show Optional and type email address in the field You can also do this in the Scheduler Click the icon next to the name and select Optional Attendee When the invite is sent their names are listed as optional Zimbra Collaboration Server 89 Zimbra Web Client User Guide 6 10 11 In the Location text box enter where the meeting is
96. ewer Can read the contents of the shared folder but cannot make changes to the content m Manager Can view and edit the content of a shared folder create new sub folders edit and delete files in the shared folder m Admin Can view edit add remove accept decline and administer content M None Temporarily disables access to a shared folder without revoking the share privileges Users still have the shared folder in their mailbox but cannot view or manage the content Type of Items to Share You can share any of your mail folders calendars address books and task list Zimbra Collaboration Server 109 Zimbra Web Client User Guide Share Mail Folders You can share any of your mail folders including your Inbox folder with internal and external users You cannot share the Trash and Junk folders Users that you share with can see the content of the folder but the information is not saved to their mailboxes Users that have the manager role have full permission to view and edit the contents of the shared mail folder create new sub folders send email on the your behalf and delete email messages Users with the admin role have full permission to view edit the content of the mail folder create new sub folders send email on your behalf delete email messages and share your mail folder with others Copies of the messages the user sends on your behalf are saved in your mailbox and if the user deletes something from
97. flag off The flag is disabled and the flag color turns to a greyscale color Zimbra Collaboration Server 65 Zimbra Web Client User Guide 66 Zimbra Collaboration Server 6 Using Address Books Address Book is where you can store contact details Two types of address lists are supported in the Web Client e Your personal address books which consists of contacts you maintain By default a Contacts Distributions Lists and an Emailed Contacts address book are created in Address Book You can create additional address books and share them with others e A Global Address List GAL sometimes called Company Contacts is available to users within your organization The GAL may contain convenience features such as distribution lists to facilitate communicating with an entire department Note You cannot edit GAL entries You can however import an address once it appears in email you send or receive You can add additional contact information when the name is in a list in your Address Book You can add contacts to any of your address books Only a name is required to create a contact or you can create detailed contact forms that include full name multiple email addresses work home and other addresses phone numbers and an image You can also create group contact lists The Emailed Contacts address book is populated automatically when you send an email to a new address that is not in one of your other address books
98. ful 3 Optional To format in plain text click Format as HTML and select Format as Plain Text 4 Inthe text box type the signature text as you want it to appear If you are using Format as HTML you can add images and create links to your signature text 5 Inthe Using Signatures section select the default signature from the drop down menu to use with messages sent from your various accounts 6 Select the placement of your signature in a message e Select Above included messages to add your signature at the end of your reply and before the included messages e Select Below included messages to add your signature at the end of the message 7 Click Save Using Other Account Identities When You Send an Email When you send email it is identified with an email account When your email account is set up your account name is your primary identity However you can create other email identities called personas to manage different types of email For example you can create one persona for your business email and another for your personal email If you have more than one persona or added external accounts when you send an email you can select the account you want to use as the From address 40 Zimbra Collaboration Server Composing and Sending Email Add Personas Creating different personas allows you to use multiple email addresses from your mailbox For example you could use your primary account persona for y
99. g Up Your Account The Zimbra Web Client ZWC is a full featured messaging and collaboration application that offers reliable email address books calendaring task lists and Web document authoring capabilities Note Your account might not include all the features described in this guide Check with your administrator to see which features are available Using Advanced and Standard Versions The ZWC has two versions The Advanced version offers the full set of Web collaboration features This is usually the default setting It works with most current browsers and faster Internet connections If you have a slow Internet connection or prefer HTML based messaging you can use the Standard version which has many of the same features This user guide describes how to use the advanced version Many of the same features are available for the standard version but might not be accessed as described in this guide The differences between the advanced and standard versions are summarized in Appendix A Standard Zimbra Web Client Refer to the Help in the ZWC for more information about these features Signing In and Signing Out You must use a browser to run the ZWC Not all browsers are supported so check with your administrator When you Sign In to ZWC you enter your name and password and select the client version to use You can select use the Default client or change the client version You can choose to stay signed in for the
100. g messages into folders 1 2 Go to the Preferences gt Filters page Click Run Filter Select the folders to which to apply the filter Click OK A Filter run complete dialog displays after the filter has completed The messages stated how many messages were processed and how many were affected Apply a Filter to a Contact 1 2 Go to the Address Book gt Contacts page and select a contact In the contact s details in the right pane right click the contact s email address Select Add to Filter and select the filter or create a new filter Editing a Filter You can modify an existing filter 1 2 3 4 Go to the Preferences gt Filters page Select the filter that you want to change Click Edit Filter Change the conditions and actions as necessary using the drop down menus Click OK Making a Filter Active or Inactive You can turn a filter on or off If a filter is inactive it is ignored Making a filter inactive allows you to keep it for later use rather than deleting it 1 2 3 Go to the Preferences gt Filters page Click Edit Filter Uncheck the Active box in the upper right corner to turn the filter off Click OK 54 Zimbra Collaboration Server Working with Email Filters Setting Up an Activity Stream Filter You can set rules using the Activity Stream filter to move email messages out of your Inbox and into an Activity Stream folder This allows you to read the filt
101. g to an item to classify it under different categories If an item has multiple tags the tag icon is multicolored Only tags that are not already applied to the item are listed 1 In the Content pane right click an item 2 Inthe drop down menu select Tag lt topic gt For example the topic can be a Conversation which displays as Tag Conversation 3 Click the tag to apply to the item A tag icon displays next to the item Remove a Tag 1 Right click an item that is tagged 2 Inthe drop down menu select Tag lt topic gt For example the topic can be a Conversation which displays as Tag Conversation 3 Select Remove Tag If the item has multiple tags select the tag you want to remove or choose All Tags to remove all tags Zimbra Collaboration Server 63 Zimbra Web Client User Guide You can remove a tag from a message when you have the message open in a reading pane The tag displays in the message header under Tags and you can click the X on the tag to delete the tag Display Messages with a Specific Tag V To find tagged message quickly click a tag in the Tag section of the Overview pane All messages with the selected tag are displayed in the Content pane Search for Items by Tag V To search for a specific tag type the following into the Search field tag lt tagname gt Displays all tags with this name Note If the tag name is two words you must use quotes around the tag name
102. he Share a Folder section select the type of folder to share from the drop down menu Click Share Select the folder to share and click OK In the Shared Properties dialog box select whether you want to share with internal external or public users Depending on with whom you share do the following e For Internal users or groups enter the user s email addresses In the Role area select the access privileges e For External guests enter user s email addresses External guests are sent an email message with a link to the shared item They create a display name and password the first time they view the shared item e For the Public enter the URL to use In the Message area select which type of message to send to those who you are granting access This message can be sent to internal users and external guests Note If you select Public you must notify the public of the URL Click OK 114 Zimbra Collaboration Server Sharing Your Account Folders Change Access From the Sharing Preferences Page 1 In the Folders shared by me section on the Sharing page select the name of the user to change 2 In the Actions column you can edit revoke or resend a shared item Edit To open the Shared Properties dialog and change the role Revoke To open the Revoke Share dialog and cancel the shared folder Resend To resend the share notice Sharing with a Distribution List Instead of creating individual
103. he message When the message is sent the message is removed from the Drafts folder Mark the Priority Level of a Message You can indicate a message s level of importance For example if you have a request that needs to be replied to as soon as possible Before you send the message in the Priority drop down menu in the message header select the priority option high normal or low The recipient sees the message priority flag in their mailbox and in the message Spell Check a Message You can use the spell check feature at any time to check your spelling 44 Zimbra Collaboration Server Composing and Sending Email 1 Onthe toolbar click the Abc link Words in the email message that are unknown to the spell checker are highlighted 2 Right click on a highlighted word A drop down menu displays suggested corrections 3 Select the correct word The word is highlighted in another color 4 To accept your changes and close the spell checker click Resume editing Before you close the spell checker you can change a corrected word back to the original spelling Click on the highlighted word and select the initial spelling from the top of the pop up Adding Words to the Spell Dictionary Right click on the correctly spelled word and click Add You cannot remove words from your dictionary after they are added You can also configure the spell check to ignore words right click on the word and click Ignore Spel
104. he same period of time you can set this in your preferences When you set the start time the end time is automatically set based on the setting Go to Preferences gt Calendar and in the Default appointment duration drop down menu select the number of minutes your meetings usually run Creating a Meeting from the Appointment Page You can create an appointment from the Calendar tab 1 2 On the Calendar header click New Appointment If the From field displays above the Subject line you created more than one persona for your account Select the identity to use when creating this appointment In the Subject text box add a brief description of the meeting The text added here becomes the description in the calendar Define the start and end day and time If the appointment is recurring in Repeat select the how often this appointment should be scheduled Select All day event to make this appointment all day In the Attendees text box type the email addresses separating addresses by a semicolon As you enter names the Scheduler opens and the attendees free busy information is displayed a To help you find a time when all attendees are available click Suggest Time A calendar displays with the availability As you enter attendee names the scheduling tool begins to suggest times that all the attendees are available Note If an attendee has set a preference to allow only certain users to see free busy informati
105. header is sometimes referred to as the envelope information The message header details the path the message took from the sender to the recipients The header includes the IP addresses dates and spam flagging information V To find the origin of the message right click the message and select Show Original A new window opens with the information displayed Managing Your Account Quota To manage disk and resource usage your administrator might enforce quotas to limit the amount of disk space your account can use V To display your mail quota and how much you have used hover the mouse over your name on the toolbar If you are over quota the following things might happen M You receive an email notification m Your email interface displays a notification when you log in M Email sent to you might be returned to the sender along with a notification that your mailbox is full Reduce the Size of Your Mailbox M Delete old messages that are no longer needed M Delete large file attachments to messages Save the file attachments locally if you want to preserve them m Empty the Trash folder Your administrator may have set up automatic purging of messages that are over a certain number of days old Your administrator sets the policy for when messages are purged how old they have to be and which folders are purged Folder Information If you hover your cursor over a folder the number of messages in the folder and the size of
106. her Calendar Preferences to Configure You can set different preferences to manage how you work within Calendar Set Up Your Calendar as a Private Calendar The default that all incoming calendar invites are marked as public unless the appointment creator marks the meeting notification as private When Private is set all incoming calendar invites are marked as private Details about events that are marked private do not display 1 Go to the Preferences gt Calendar page 2 Inthe Default appointment visibility drop down menu select Private 3 Click Save 80 Zimbra Collaboration Server Working with Calendars A small lock icon appears next to the message on your calendar to show that it is a private appointment Calendars that you share with others show the appointment on your calendar but do not show any details Automatically Add Received Appointments to Calendar Email invitations sent to your Inbox can be automatically added to your calendar You can accept or decline the invite from either the Inbox or Calendar When this option is not checked the appointment is added to your calendar when you click Accept or Tentative in the message 1 Gotothe Preferences gt Calendar page 2 In the General section select Automatically add received appointments to calendar 3 Click Save Import Your iCal Calendar You can import Calendars that are saved in the ics format Calendars are the standard for calendar data e
107. iefcase Each time you make a change to a file and save the file the version number is updated The latest version number is displayed in the file document list View Version History of a Briefcase File Click the arrow in the preview pane to see the version history and the authors If preview pane is turned off you will see a column with the version number Restore a Document to the Previous Version Right click on another version and select Restore as Current Version Delete a Document from Briefcase 1 Go to the Briefcase tab and select the document you want to delete Zimbra Collaboration Server 105 Zimbra Web Client User Guide 2 Click Delete Each version of a file counts against your account guota Rename a File Renaming a file creates another version of the file 1 2 Go to the Briefcase tab and select the document you want to rename Right click on the file and select Rename The Name field is changed to an editable field Edit this field to change the file name Remember to keep the same extension in the file name or it may not be editable later Press Enter Creating Documents in Briefcase You can create documents in Briefcase and design the content layout using the rich text format tools available in Briefcase 1 4 9 Go to the Briefcase tab and select the Briefcase folder where you want to create a new document Click New Document A blank page appears Compose the
108. iew contacts 69 address books share 110 advanced client 11 advanced filters 118 advanced guery language 126 advanced search 118 all day appointments moving 90 appointments adding to your calendar 81 all day 89 create 85 creating from existing 90 scheduling from an email 91 scheduling locations 88 time zones 87 attachment remove 39 attachments add attachment 39 adding 38 drag and drop 39 email 30 HTML 31 preview 31 remove 31 supported file types 38 view 30 attendees finding availabiltiy 88 autocomplete contacts 38 automatic address completion 38 basic filters 118 bounced email 47 briefcase adding files to 104 adding folders 104 checking files in and out 105 create folders 103 creating document 106 moving files 107 open files 107 send files 108 sending email with link 108 tagging files 107 version control 105 viewing files 106 working in 107 browser tools 15 bubbles address 32 copy paste 32 CalDAV 82 calendar delete all in meeting series 93 delete one meeting series 93 preferences other 80 set up private calendar 80 sharing 111 calendar preference setting reminders 94 calendars adding external 82 color coding 78 colored 78 create 78 delete 83 edit appointment 92 group 78 list view 79 print 82 print appointment 93 share 111 view 77 view multiple 78 call back voice message 137 caller information 138 change appointment 92 fone size 16 language 15 pane size 16 password 13
109. in your Inbox If you select to mark the message as heard or unheard the status of the message is synchronized with all endpoints for voice mail 136 Zimbra Collaboration Server Using the Voice Service Calling Back a Voice Mail Message Reply to a voice mail message by calling the sender back using the Click To Call feature 1 Gotothe Voice page 2 Inthe call list select the voice mail message you want to reply to 3 Click Call Back The Place Call dialog box displays with the number you want to call in the To field A default phone number is listed in the From field of the dialog box If you want to use another registered device or phone number to make the call select the number from the From drop down menu 4 Click Call The call initiates Replying to a Voice Mail Message by Email 1 Gotothe Voice page 2 Inthe call list select the voice mail message you want to reply to 3 Click Reply by Email A new message displays with the voice mail message attached 4 Click To to select the sender s email address from your Address Book or manually enter the sender s email address and any message text you want to add 5 Click Send Forwarding a Voice Mail Message by Email 1 Gotothe Voice page 2 Inthe call list select the voice mail message you want to forward 3 Click Forward by Email A new message displays with the voice mail message attached 4 Click To to select the sender s email addre
110. including those without the trademark symbol Multiple Search Terms If multiple search terms are entered separated by spaces they are ANDed together by default in inbox tim means return me messages which are in the inbox AND which have the word tim in them For searches using multiple criteria you can either find items that match one of the specified criteria or all of them For all search panes other than the basic search the rules are Searching for messages that match any of the specified criteria is called an OR search because if the message contains either X or Y then itis considered a match m Searching for messages that contain both X and Y is called an AND search because the message must meet all the specified criteria in order to be considered a match m Only OR appears in a query If you selected as an option to show the search query in the Search bar as you make selections in the advanced search the Search text box updates to show the resulting query With the AND type of search the word AND does not appear Tip Using parenthesis with AND and OR Words within parentheses are considered as a unit For example from john thomas is equivalent to from john AND from thomas If you use OR in the parenthesis from john or smith the search is for results from john OR from smith Zimbra Collaboration Server 127 Zimbra Web Client User Guide 128 Zimbra Collaboration Server 13 Send
111. ing and Receiving Secure Email Note This feature is for ZCS Network Edition only and is available only in the Advanced Web Client If the S MIME feature is enabled for your account you can set up S MIME to send and receive digitally signed and encrypted messages To use S MIME with the Zimbra Collaboration Server ZCS you must have a secure email signing certificate suitable for S MIME signing and encryption The certificate with private key must be installed in the local certificate store on a Windows computer Mac OSX computer or in the browser certificate store if using Firefox For information about how to install your certificate see the appropriate computer or browser documentation To send and receive encrypted and signed messages your public key and recipient s public key must be exchanged To get a copy of a recipient s public key you can send a digitally signed message using your certificate to the recipient and request that they send you a digitally signed message in reply When the message is received the recipient s certificate is stored in the recipient s contact page in Address Book or a contact is automatically created Note the following differences when working with encrypted messages m If you are sharing your Inbox delegated users cannot read your encrypted messages from their computers Your private key is required to read encrypted messages m You cannot run spell check on an encrypted message m You
112. ing messages sent to b Type the email address in the text box If you are entering more than one email address separate the addresses with either a comma or a semi colon 8 To automatically use this persona when replying to messages in a specific folder or when forwarding messages from this folder a Select Replying to or forwarding messages in folder s b Click the folder icon to select one or more folders from the list of existing folders or to create a new folder c If you are selecting more than one folder separate the folder names with either a comma or a semi colon Zimbra Collaboration Server 41 Zimbra Web Client User Guide 9 Click Save Delegate Others to Send Messages on Your Behalf You can give other people permission to send email messages on your behalf When messages are sent on your behalf the From address shows your name and the name of the person who is sending the message This is not the same as sharing your Inbox with another person The person who is sending a message on your behalf is working in his own email account When a new message is created your name is selected from the From field drop down menu as the From address You can also give permission to people to send messages as you The From address shows your name and email address as the message sender but the actual message is sent from the delegated person s Inbox 1 Gotothe Preferences gt Accounts page 2 In the Primary Acco
113. l Check All Messages Before They are Sent 1 Goto Preferences gt Mail gt Compose 2 Select the option Mandatory spellcheck before sending a message 3 Click Save Replying to Email Messages You can reply to the sender of a message or to the sender and all recipients By default when you reply to a message the original message is included in the body but the original attachments are not You can also decide to prefix each response in the message to track the different replies For example each reply within the message is marked with an angle bracket gt The most recent reply has one gt before each line the reply before that has two gt gt before that three gt gt gt gt Previous message gt gt Message before previous message gt gt gt And so forth Reply to a Message 1 Select the email you want to reply to Zimbra Collaboration Server 45 Zimbra Web Client User Guide 2 5 Click Reply or Reply to All in the toolbar A new compose window is displayed with the address es in the header and the original message in the body If you view message in the Conversation view you can click reply at the bottom of the message Type your reply Click Options on the toolbar and select an option if you want to change how the original message is included in the reply Click Send Note If you add your signature automatically to your messages it is placed in the message according to yo
114. l Google or Yahoo CalDAV calendars and your iCal calendars subscriptions to your Calendars list Changes to your external calendar are synced to the CalDAV calendar you added Note Only CalDAV calendars that have SSL enabled and use port 443 can are able to sync calendar events to your account 8 In the Calendar Overview pane click the gear icon and select Add External Calendar Select the calendar type to add and click Next Select the type of calendar to add either CalDAV account or an iCal Subscription Enter your email address and password for this account Click Next In the Name text box type the name for this calendar and select a color If you want to exclude this calendar from reporting your free busy time select Exclude this calendar when reporting free busy times Click OK The calendar is added and meetings on the external calendar are synced to the calendar you added Printing a Calendar You can print your calendars in any of the calendar views You can select a single calendars or multiple calendars to be included in the printed view 1 Click the print icon on the Calendar toolbar 82 Zimbra Collaboration Server Working with Calendars 2 Inthe Print calendar dialog box select how the printed copy should be printed e Select which calendars to print e Set the date or date range e Select the which view to print e Set the options based on the view to print 3 Click Print
115. lect the distribution list you want to unsubscribe from On the right of the distribution list header click Unsubscribe You must have permissions to modify the list If there is a lock icon to the right of the name of the distribution list you do not have permissions to unsubscribe from the list Subscribing to a Distribution List You can subscribe to a distribution list if you know the name of the list and you are given the option to subscribe to the list meaning it is open to new subscriptions If the distribution list is not open to subscriptions you must send an email message to the owner of the list and ask to be added Zimbra Collaboration Server 75 Zimbra Web Client User Guide 76 Zimbra Collaboration Server 7 Working with Calendars You can use the Zimbra Calendar to track and schedule appointments meetings and events You can maintain several calendars and move events from one calendar to another You can also share your calendars with others To open Calendar click the Calendar tab The Work Week is the default view Your working days and times are in white Your nonworking time is in gray Set Your Default Calendar View The Work Week view is displayed by default You can change the view that displays when you open your calendar 1 Gotothe Preferences gt Calendar page 2 Select the view from the Default View drop down menu Day View Displays activities for the day Work Week View
116. lk mail messages Click OK In the information box that opens click Yes If you want to set more advanced filtering for messages delivered to the Activity Stream folder see the Working with Email Filters chapter 22 Zimbra Collaboration Server Managing Your Email Automatically Forwarding Messages You Receive You can configure your email preferences to automatically forward a messages you receive to another account 1 Go to the Preferences gt Mail page 2 Inthe Receiving Messages gt Message Arrival section Forward a copy to text box enter the email address where email messages should be sent 3 If do not want the messages saved in your mailbox select Don t keep a local copy of the message 4 Click Save Receiving New Mail Notification to Another Email Address You can configure your email preferences to notify you at another email address when you receive an email message to your Zimbra mailbox This feature might be useful if you do not receive a lot of email to this account but when you do receive email it s important enough to require a timely response 1 Go to the Preferences gt Mail page 2 Inthe Receiving Messages gt Message Arrival section select Send a notification message to 3 Enter the email address in the text box 4 Click Save Marking Multiple Messages for the Same Action Use the check box on the Content pane to select one or more messages or conversations to perform the same
117. llaboration Server Zimbra Web Client User Guide 156 Zimbra Collaboration Server
118. mes pane that opens click the gear icon 3 Uncheck the boxes you do not want used to calculate attendee availability 4 Click OK View Availability in the Mini Calendar The mini calendar suggests attendee availability by color code m Green in the calendar are the days that all attendees and at least one location is available 88 Zimbra Collaboration Server Scheduling Appointments Meetings and Events m Orange means that not everyone can attend but more than half can and at least one location is available You can hover the cursor over the date to see the names of up to 10 people who are not available M Red means more than half of the attendees cannot attend the meeting on those days Scheduling Equipment When you set up a meeting and schedule equipment for use in the meeting you select the equipment and invite it to the meeting The equipment resource account receives the invite and if it is free accepts the meeting Administrators set up equipment accounts and configure the equipment s scheduling policy A meeting can be declined if the equipment already has a meeting scheduled for that time In some cases the equipment scheduling policy is set up to allow the equipment to accept dates in recurring meetings even if there are conflicts You receive an email showing which dates conflict Scheduling an All Day Appointment You can use the calendar to schedule an all day appointment which is called an
119. message is received like any other email message you can reply or forward the message or perform other actions that are typical with an email message such as tagging the message When you preview the message you can download the message to a folder place the message in briefcase or remove the message You can also mark the message as read delete the message or dial the number to return the call Play a Voice Mail Message from the Voice Page 1 Gotothe Voice page and select the voice mail message to play 2 Click the blue arrow button to play the message You can click the arrow button to start and stop the message or move the play bar to go to another location in the message Play a Voice Mail Message from an Inbox Message 1 Select an email message in your Inbox that has a voice mail message attachment 2 Click the Voice Message attachment to play the message You can click the arrow button to start and stop the message or move the play bar to go to another location in the message Marking a Message as Heard or Unheard If you have listened to a message but you want the message to remain in your Inbox to listen to at a later time you can mark the message as unheard You can also mark a message as heard even though you have not listened to the message 1 Gotothe Voice page 2 In the call list right click a voice mail message 3 Click Mark as Unheard or Mark as Heard depending on how you want to show the message
120. mlets vI Search Advanced Search interface for building searches Y Cross context Ability to search for a specific item type Y search Mail Contacts Documents etc or across item types Wildcard Ability to search using a prefix plus a Y searches wildcard Continuous When using Advanced Search the search Y search result set updates continuously as search conditions are changed Saved Searches Ability to save searches for subsequent v one click re execution Sharing Share with Ability to share Address Books Calendars YJ internal users and Task Lists Document Notebooks and groups Briefcase folders with internal users and groups They can set the permission levels to manage or to view only Share with Ability to share Address Books Ml External Users Calendars Task Lists Document Notebooks and Briefcase folders with external users by assigning a customer password Permission level view only Share with Public Ability to share Address Books Calendars YJ Task Lists Document Notebooks and Briefcase folders with the public No password is set Permission level view only Share Mail Ability to share Mail Folders with internal Y Folders users and groups They can set the permission levels to manage or to view only Link to shared Users can link to an item that has been Ml Mail Folders shared with them Link to shared Users can link to an item that has been Y Address Book shared with them Link to shared Users can link to an item
121. modify distribution list 74 move contact 70 reading pane 16 move contact 70 move messages 24 153 Zimbra Collaboration Server Zimbra Web Client User Guide moving files in briefcase 107 multiple search terms 127 navigating 13 nested calendars 78 notification to another address 23 opening files in briefcase 107 out of office message 27 pane size change 16 password change 13 permission denied message 80 93 personalize account 15 personas 40 41 create persona 41 POP access 18 POP account set up 18 preferences forwarding 47 search 122 sharing a folder 114 preferences email reply 46 presence 134 view status 138 print contact 71 conversation 33 task 101 task list 101 print appointment 93 print calendars 82 print messages 24 printing 33 printing an email 33 priority level for messages 44 quick add from mini calendar 86 quick search 117 quota 27 read receipt setting up 43 read receipts 32 reading mail 29 reading pane move 16 read behavior 21 turn on or off 21 using 20 redirect a message 47 reduce mailbox size 27 remove attachment 39 removing spam 25 rename folder 62 reply to email 45 reply to voice message 137 resent a meeting invitation 92 retention policy for messages 34 revoking share privileges 112 RSS feeds 28 rules setting up filter rules 49 save search 122 save search query 122 save voice message 137 scheduling tool to find attendees 88 search advanced 118 adv
122. n address book 6 Click Save Subscribing to RSS Feeds You can subscribe to Web sites that provide your favorite RSS Really Simple Syndication and podcast feeds to send updated information directly to your mailbox You must know the URL of the feed to set up the subscription 1 Click the gear icon in the Folders heading and select New Folder Note You must create a separate folder for each RSS feed 2 In the Name text box type the name of the RSS feed folder 3 Check Subscribe to RSS ATOM feed 4 Enter the URL for the feed in the URL field 5 Select where to add the RSS feed folder in the folder menu If you choose the root folder the new folder is placed at the highest level in your folder view which is the same level as your Inbox folder 6 Click OK The new folder appears in the Overview pane with the RSS feed icon 5 Your RSS data feed is automatically updated every 12 hours Click Load Feed in the toolbar to update the content at any time 28 Zimbra Collaboration Server Managing Your Email Note RSS feeds you save count against your account guota Reading Mail By default new messages are placed in your Inbox If you have mail filter rules new messages can appear in folders other than your Inbox The number in parentheses next to each folder name indicates the number of unread messages within that folder Read a Message in Conversation View 1 To read a message in the Conversatio
123. n attribute that the message must have The types of object you can specify are attachment phone or url For example has attachment finds all messages which contain one or more attachments of any type filename Specifies an attachment file name For example filename query txt finds messages with a file attachment named query txt type Specifies a search within attachments of a specified type The types of attachment you can specify are text word excel and paf For example type word hello finds messages with attachments that are Microsoft Word documents and searches within those attachments for the word hello attachment Specifies any item with a certain type of attachment For example attachment word finds all messages with a Word file attachment Note If you did not find an attachment that was written in a non western language see Search Issues with Non Western Language Attachments 120 Zimbra Collaboration Server Searching Your Account Searches for messages with a certain status Allowable values are unread read flagged unflagged sent draft received replied unreplied forwarded unforwarded anywhere remote in a shared folder local sent and solo For example is unread finds all unread messages is solo finds email messages that do not have a reply to them yet The Status drop down menu in the advanced filters includ
124. n the order in which they are listed 13 If you want more than one filter to be applied to a message uncheck Do not process additional filters Note Usually you do not want more than one filter applied to a message after the first match because the message can undergo multiple perhaps contradictory actions 14 When you are done creating the filter click OK Create a Filter from an Email Message You can create a filter based on an email message in your Inbox The filter information is extracted from the message You can then modify the conditions and actions 1 Right click an email message and choose New Filter The Edit Filter dialog box appears populated with the information from the email message 2 In the Filter Name text box type a unique name for the filter 3 Change the conditions and actions as necessary using the drop down menus 4 Click OK Create a Filter for Calendar Invitations You can create a filter to organize Calendar invitations that you receive and send 1 Gotothe Preferences gt Filters page 2 Click either Incoming Message Filters or Outgoing Message Filters 52 Zimbra Collaboration Server Working with Email Filters 3 Select New Filter 4 Inthe Filter Name text box enter a unique name for the filter 5 To make the filter active check the Active box in the upper right corner 6 In the Subject drop down menu select Calendar 7 Select an invite is replied n
125. n view double click the conversation containing the message The individual messages display in the Reading pane e To expand the message to see all the conversations click Show quoted text at the end of the message e To collapse the conversation view so only the last message is displayed click Hide quoted text at the end of the message e To collapse all messages to view only the sender s name and the snippet of the first line of the message click the icon in the message header 2 To open the message click the line that contains the message you want to read If you have Reading Pane enabled the message body appears in the Reading Pane Otherwise double click the message The message is displayed in the Content pane Read a Message in Single Message View Ifthe Reading Pane feature is enabled click the message and read it in the Reading Pane V Ifthe Reading Pane feature is not enabled double click the message The message is displayed in the Content pane Mark a Message or Conversation as Unread Conversations containing unread messages are shown in bold with a blue dot to the left of the sender s name V To mark an entire conversation as unread in your Inbox click the blue dot When the conversation is expanded all messages within the conversation display as unread and with blue dot Zimbra Collaboration Server 29 Zimbra Web Client User Guide To mark an individual message in a conversation as unre
126. nced search page Click the magnifying glass in the search text box to display the advanced search page In the Attachments Filters drop down menu choose Attachments and then select both Adobe PDF and Image Click Search 124 Zimbra Collaboration Server Searching Your Account Search for a contact from a specific company You don t remember the contact s name but you know the name of the company that the person works for How to do it 1 From the search drop down menu select Contacts and click the magnifying glass in the search text box to display the advanced search page 2 Select Address Book gt Contacts enter the company name 3 Click Search Search for an item that was tagged You want to find all the new procedures for your industry which you had tagged as Industry News How to do it 1 In the Mail navigation pane scroll down to the Tags section 2 Click the tag Industry News ltems that are tagged with the Industry news tag display Note Tags are user defined so this assumes that you have already created the tag and applied it to objects in your mailbox Search by a date range Someone who sends you a lot of email claims to have sent you a specific message in early February Rather than look through all your emails you can search by the contact name and the date range How to do it 1 From the search drop down menu select Mail 2 Click the magnifying glass in the search text bo
127. nd You are notified by a beep If you have your volume set to mute you do not hear a sound For this to work you must have either GuickTime or Windows MediaCenter installed Highlight the Mail tab The Mail tab is highlighted if you are not working in the Mail tab at the time Flash the browser title Browser flashes until you open the Mail tab Show a popup notification Information about the message displays You must have Yahoo BrowserPlus installed To get a copy go to http browserplus yahoo com Moving Less Important Mail Out of the Inbox You can set up the Activity Stream filter to have email messages that are less important such as newsletters and social update communications delivered to the Activity Stream folder instead of your Inbox The Activity Stream Folder is added to your personal folders list in the Overview pane 1 4 5 Click the gear icon in the Folders heading in the Navigation pane and select Activity Stream You can also set this up from the Preferences gt Filter page Activity Stream Settings link In the Activity Stream dialog box select Enable moving messages into Activity Stream Select the type of messages to move You can move the following type of messages e Messages where your address is not in the To or in the To or Cc field e Messages from people not in your address book e Messages sent to a distribution list that you are a member of e Commercial mass marketing and bu
128. ntacts List 68 Viewing Contacts in Your Address Books l ea 69 Check if an Email Address is in Your Address Book 69 Creating a Contact Group o coooccocooc 69 Creating a Contact Group from an Address Book List 69 Adding Members to an Existing Contact Group i 70 Moving a Contact to Another Address Book ooo oo o 70 Editing Contact Information li aa 70 Forwarding Contact Information lll aa 71 Printing a Contact Name or Address Book o ocooo o ooo 71 Deleting Contacts ceesre runn DEEDE SEREI eee ee 71 Importing an Address Book aa 71 Exporting an Address Book 1 00 aaa 72 Managing Distribution Lists aa 72 Create a Distribution List 0 0 0 0 eee 73 View a Distribution List 0 00000 eee eee 74 Modify a Distribution List 2 2 aaa 74 Unsubscribe from a Distribution List o oo ooo ooo 74 Subscribing to a Distribution List 0 0 2 0 eee eee 75 7 Working with Calendars 0 cece eee eee 77 Set Your Default Calendar View 000000 eee eee 77 Create a Calendar 0 r strad ka maent eae 78 Organize your Calendars into Groups saaa aaaea 78 Add Color to a Calendar aaa 78 View Multiple Calendars ooooooocoococoo 78 View Calendar Activities in a List 0 0 0 0 eae 79 Display All Day Appointments in Your Work Week View
129. o Ability to subscribe to RSS ATOM feeds vI v RSS ATOM feeds Message print Ability to print a message and see a print Ml Y and print preview preview Message sort Ability to sort messages based on subject Y vI date or sender Flags Ability to flag messages and conversations Z Y for follow up Filters Ability to define filter rules and priorities for 1 Ml incoming messages Away messages Ability to enable a custom away message YJ vI 142 Zimbra Collaboration Server Signatures Ability to add a custom signature to a Y message Compose in Option to open a separate window when Y window composing a message Drafts Ability to save in progress messages to a Y Drafts folder User controlled Ability to set an automatic forwarding WY forwarding address and choose whether to leave a copy in the primary mailbox Reply with Option to reply while retaining attachments 7 attachments from the original message option Message context Right clicking a message displays actions Y menu to take on that message Email address Right clicking an email address displays Y context menu actions to take on that address Hover over Hovering over an image attachment in a Ml attached image message displays a thumbnail preview of shows preview the image Create calendar Ability to drag a message to a mini TA appointment from calendar date to create an appointment message based on the m
130. o the deletion Note Only the originator of an appointment can cancel the appointment Attendees can remove the appointment from their own calendars but they cannot cancel the entire appointment 1 In the calendar view right click the meeting and select Cancel A confirmation box appears 2 Click Edit Message to edit the email sent to attendees 3 Click Send to send the cancellation message 92 Zimbra Collaboration Server Scheduling Appointments Meetings and Events The appointment is immediately removed from your calendar An email is sent to the attendees and the appointment is deleted from their calendars Delete One Meeting in a Series 1 2 3 Right click on the appointment and select Instance Select Delete Instance When deleting an instance click Edit Message to edit the email sent to attendees Click Send to send the cancellation message The appointment is immediately removed from your calendar An email is sent to the attendees and the appointment is deleted from their calendars Delete All Meetings in a Series 1 2 3 Right click on the appointment and select Series Select Delete Series Select either to delete all occurrences of the meeting from your calendar both past dates and future dates or to delete all references from this date and future dates Click Yes Click Edit Message to edit the email sent to attendees Click Send to send the cancellation message The
131. oft Office documents and text files Contacts in address books You must search for a whole word or number string For example to search contacts by phone number you must enter the full phone number as it appears in the contact entry You cannot search just by the area code Note Searching content in the Zimbra Web Client differs slightly from text match searches or word processing features such as Find Zimbra Collaboration Server 119 Zimbra Web Client User Guide Searching with Key Words If you know where to search for your item you can enter keywords followed by a colon and search item in the search text box For example in inbox content Specifies text that the message must contain For example content bananas finds all items containing the word bananas from Specifies a sender name or email address that is in the From header This can be text as in John Smith III an email address such as joe acme com or a domain such as zimbra com to Same as from except that it specifies one of the people to whom the email was addressed in the To header CC Same as from except that it specifies a recipient in the Cc header of the message subject Specifies text that must appear in the subject header of the message An example might be subject new vacation policy Specifies a folder For example in sent shows all items in your Sent folder has Specifies a
132. oice Page aaa 134 Making a New Call 1 1 00 ce eee 135 Ending a Call s ss bad 4 hes sets atiet weet Mae ee Bago Abas 135 Playing a Voice Mall o oooocccocooccoc ha E a 135 Play a Voice Mail Message from the Voice Page 136 Play a Voice Mail Message from an Inbox Message 136 Marking a Message as Heard or Unheard ooo o o o 136 Calling Back a Voice Mail Message 1 000 e eee eee 137 Replying to a Voice Mail Message by Email 137 Forwarding a Voice Mail Message by Email 137 Saving a Voice Mall o ooocooccoooccoo DPR E R a 137 Deleting a Voice Mail ooooccococccooo eee 138 Adding Caller Information to Your Contacts 138 Using Presence to View Status a 138 Using Click to Call aaee aaa 138 Using Click to Chat 2 0 00 aaa 139 Appendix A Comparing Advanced Zimbra Web Client and Standard Zimbra Web Client i e ee eee cee vs ee ee ee a 141 OVErVIEW 3 2 3s faili Kar a ede ed AiG dada 141 Features Available in the Standard ZWC a 141 Navigating the Standard Zimbra Web Client 148 MOVE Ot Li A A ech OLE si 148 ACUISTA acid Se yield i ed 149 Navigation Functions Not Available o o o o 149 Index A m See gl ai vai ada 151 Zimbra Collaboration Server Zimbra Web Client User Guide x Zimbra Collaboration Server 1 Settin
133. om the email header 2 Add additional information and check the pre populated fields for accuracy 3 Choose how and where you want to save the contact e For File as select how to file the name The default is by last name first name e For Location select which address book to save the contact 4 Click Save Automatically Add Contacts to Emailed Contacts List You can automatically save the addresses that you send email to in your Emailed Contacts list Any time you respond to or compose a message that includes an address that is not in your address books it is added to your Emailed Contacts list If you are using the autocomplete feature maintaining an Emailed Contacts list helps you quickly find addresses that you have emailed to in the past 1 Gotothe Preferences gt Address Book page 2 Under Options gt Settings select Add new contacts to Emailed Contacts 68 Zimbra Collaboration Server Using Address Books Viewing Contacts in Your Address Books e Go to the Address Book page and select the address book you want to view The content pane updates with the address book content Check if an Email Address is in Your Address Book e Hover your mouse over an email address The information associated with the name displays e If the name is already in one of your address books the contact information displays e If the name is not in one of your address books only the email address displays
134. on and you are excluded from the list you cannot view the free busy schedule 86 Zimbra Collaboration Server Scheduling Appointments Meetings and Events b If some attendees are not required to be at the meeting but you want to invite them select Show Optional and type email address in the field You can also do this in the Scheduler Click the icon next to the name and select Optional Attendee When the invite is sent their names are listed as optional 6 In the Location text box enter where the meeting is If the location is in the company directory when you start to type locations that match are listed You can also click Suggest a location to see a list of available locations in your company 7 Click Show Equipment if you want to reserve equipment resources that have been identified in your company s directory 8 In the Display select the Free Busy option for this appointment which calendar the appointment should be added to and whether this appointment should be marked as Private 9 In the Reminder drop down menu set an alarm notification to remind invitees of the appointment If you have configured an email address or SMS alert in your Preferences gt Notification page check the appropriate box Email or SMS If you have not configured a notification click Configure to go to the Preferences gt Notification page to set this up Note Notifications cannot be set on a per entry basis This means that wh
135. ook includes a Certificate field When a message with a certificate is received from someone listed in your address books the certificate is stored in the recipients contact page in the address book If a signed message is received from a recipient who is not an existing contact in your address book a new contact is automatically created in the Contacts folder and the certificate is stored with the newly generated contact You can also upload the recipient s certificate if it is sent as an attachment Zimbra Collaboration Server 131 Zimbra Web Client User Guide 132 Zimbra Collaboration Server 14 Using the Voice Service Note This feature is for ZCS Network Edition only and is available only in the Advanced Web Client This chapter describes the features and preferences for the Zimbra Collaboration Server ZCS Voice Service You must have the Voice Service license to enable this feature ZCS Voice Service Overview Unified Communications UC is the integration of multiple modes of communication services allowing you to receive communication from one service such as voice mail and respond using another service such as Click to Call Zimbra uses real time communications services such as voice telephony and presence to inter operate with non real time services such as email and voice mail The ZCS Voice Service includes Visual Voice Mail Click to Call and Presence Cisco only Voice service featur
136. ooking with bananas and Bananas for breakfast m Matches pattern means that the specified line must match the specified string which includes wildcards For example specifying bana would match banana and banana tree but not free bananas 50 Zimbra Collaboration Server Working with Email Filters Is means that the specified line must exactly match the specified string with no wildcards or substitutions For example specifying that the subject line must match bananas would only match bananas and not Banana My bananas or Bananas Filter Rule Actions A filter rule can contain one or more actions If the email message matches the specified conditions all actions are applied in the order in which they appear in the filter Examples of filter rule actions are Keep the message in your Inbox Move the message to a specific folder Tag or flag the message Discard the message before it reaches your Inbox Forward or redirect the message to a specified email address Creating a Filter You can define filters to manage incoming and outgoing email messages A filter consists of one or more conditions and one or more actions If the message matches the conditions the specified actions are performed 1 2 3 Go to the Preferences gt Filters page Click either Incoming Message Filters or Outgoing Message Filters Select New Filter In the Filter Name text box enter a unique name for the filter
137. ot reply or invite is requested not requested condition from the drop down menu 8 To add more conditions click the button and repeat the above steps The order of the conditions does not matter 9 Under Perform the following actions choose an action from the drop down menu Depending on the action that you choose you might need to browse to locate a folder or tag name 10 To add more actions click the button and repeat the above step The actions are applied in the order in which they are listed 11 If you want more than one filter to be applied to a message uncheck Do not process additional filters Note Usually you do not want more than one filter applied to a message after the first match because the message can undergo multiple perhaps contradictory actions 12 Click OK Viewing Filters View Existing Filters You can view the filters that you have defined and their status 1 Go to the Preferences gt Filters page 2 Double click a filter to view information about it Change Filter Order Active filters are applied in the order that they are listed You can change the order 1 Go to the Preferences gt Filters page 2 Use the Move Up and Move Down buttons to change the order Zimbra Collaboration Server 53 Zimbra Web Client User Guide Applying a Filter You can apply a filter to email messages that you have already received Using a filter is a guick way to organize email by movin
138. ou click New Message either a Compose tab appears in the Application toolbar or the compose page opens in a separate window 1 In the Mail tab click New Message Depending on your email preferences the blank compose page opens in a new tab or opens as a separate compose window In the To text box enter the email addresses of the person or persons to whom you are sending the message Either type the address or click To to search through your contacts or the global address list Note You can drag and drop the address bubble in the text box to the Cc or Bcc text boxes and you can copy the address bubble by clicking CTRL c If you have more than one email identity also known as a persona configured From is displayed above the To field Select the identity to use for this email Optional In Options click Signatures and select the signature that should be added to the message Optional To send a copy of the email to other recipients Cc or to send a blind copy Bcc without the recipients knowledge enter email addresses in the Cc and Bcc fields Note You can send a message without an address in the To field if there is an address in either the Cc or Bcc field Zimbra Collaboration Server 37 Zimbra Web Client User Guide 6 In the Subject field tell the recipient what the message is about 7 Click Send to send the email message A copy of the message you sent is saved in your Sent folder Add
139. our business email correspondence and create a new persona for your personal email correspondence 1 Gotothe Preferences gt Accounts page Your default account and personal information is shown as the primary account 2 Click Add Persona The account name New Persona displays in the Account Name column and in the Persona Settings gt Persona Name text box 3 In the Persona Names text box enter a name to identity the persona to use in the From list when you are composing an email This name does not appear in the email message 4 Inthe Settings for Sent Messages section specify the From information for this persona a In the From text box type the name that appears in the From field of your outgoing email messages This is the name that is shown before your email address b In the drop down menu next to the text box select the email address from which to send messages If this field is not editable you do not have additional external accounts identified 5 To direct replies to email messages from this persona to a name and address different from that which you configured in From a Select Set the Reply to field of email messages to b Enter the name in the text box 6 Optional To associate a signature with the persona click Signature 7 To automatically use this persona when replying to messages sent to a specific email address or when forwarding messages from that address a Select When replying or forward
140. outgoing email messages You can create your own folders or use the system defined folders m User defined folders Folders you create to organize your email are displayed in the Folders list in the Overview pane Top level folder names cannot be the same as any other top level folder in your email calendar or address book folders E System folders System folders cannot be moved renamed or deleted The following are system folders Inbox New email arrives in the Inbox Sent A copy of each message you send is saved in the Sent folder Drafts Messages you have composed but have not sent are saved in the Drafts folder Junk Most filtering of unsolicited automated email also known as spam or junk mail is handled by a spam filter before those email messages reach your Inbox Email that might possibly be junk mail but isn t certain to be junk can be placed in your Junk folder You can review these messages and either move them or delete them If you don t delete them they will be purged after a period of time as specified by your administrator Trash Deleted items are placed in the Trash folder and remain there until you manually empty the trash or until the folder is purged automatically Create a Folder You can create a standalone user defined folder or a folder inside another folder including system folders Zimbra Collaboration Server 61 Zimbra Web Client User Guide You cannot create two folders with the
141. overdue Waiting for someone else Deleting a Task or Task List Delete a Task 1 Gotothe Tasks page 2 Inthe Overview pane select the task list that contains the tasks you want to delete 3 In the Content pane select the task s to delete You can select multiple tasks by selecting the check box next to the task 4 Click Delete in the toolbar You can immediately undo this action by clicking the Undo link that appears at the top of the page The task is moved back to its original location Delete a Task List When deleting a task list you can only delete task lists that you have created 1 Gotothe Tasks page 2 Inthe Overview pane select the task list you want to delete 3 In the drop down menu select Delete You can immediately undo this action by clicking the Undo link that appears at the top of the page The task list is moved back to its original location Printing a Task or Task List You can print all the tasks in your list or you can select specific tasks to print 1 Go to the Tasks page 2 Inthe Overview pane select the task or task list that you want to print To select multiple tasks use the check boxes next to the task Zimbra Collaboration Server 101 Zimbra Web Client User Guide In the Content pane select the task list or tasks to print On the Task toolbar click Print and select whether to Print selected task s Or to Print Task Folder In the Print dialog click OK Importing
142. r applications Overview pane The Overview pane displays e Folders including system folders Inbox Sent Draft e Junk and Trash as well as customer folders you created e Searches search queries that you created and saved for future use e Tags any tags you have created Click on a tag to quickly see all messages that are tagged with that tag e Zimlets links that may have been created to integrate with third party applications from within your mailbox e When you are in the Calendar application the Overview pane displays your calendar list and Zimlets Mini calendar The mini calendar is optional You can disable the mini calendar using the Preferences gt Calendar page Toolbar The toolbar shows actions available for the application you are currently using Content pane The Content pane area changes depending on what application is in use In the Inbox view it displays all messages or conversations in your Inbox Reading pane Email messages are displayed in the Reading pane Search bar Search options including the Advanced Search feature are displayed in this area You can also save searches from here 14 Zimbra Collaboration Server Setting Up Your Account Use Keyboard Shortcuts Many ZWC functions and commands have keyboard shortcuts V To view a list of shortcuts while working in your mailbox press Ctrl Q If you want to leave the shortc
143. r account 1 2 3 Go to the Preferences gt Mail page In the Access from Other Mail Clients section select how to handle messages Message Downloads Select whether to download all mail saved in your POP account to your ZWC account or only new mail received since you set up the access to the external account Incoming Junk Messages Select if you want messages sent to your POP account Junk folder sent to your ZWC account The messages are added to your POP account folder Incoming Deleted Select how to save messages you deleted in your Messages POP account in your ZWC account Click Save 18 Zimbra Collaboration Server 2 Managing Your Email This chapter describes how to customize your mailbox and how to handle messages you receive Customizing Your Mailbox Initial View In your Preferences Mail page Default Mail Search specifies the initial view when you log into your mailbox The default search is your Inbox folder Therefore when you sign in the results of your Inbox display You can change this to have another folder tag or a saved search displayed when you first open the web client 1 Go to the Preferences gt Mail page 2 Inthe Displaying Messages gt Default Mail Search text box specify which messages are displayed when you open your mailbox Enter the search keyword followed by a and folder tag or a saved search name The following table lists some examples to enter in the te
144. r of a message in one of the following ways M By right clicking a message that was sent or received from the sender m Using advanced search filters Search From Messages that You Received Note Selecta message not a conversation to perform this search 1 In your Inbox or other personal folder select a message received from the sender you want to find 2 Right click the message and select Find Emails 3 Select either Received From Sender or Sent to Sender The search is executed and messages that meet your request display in the Content pane Use Advanced Search 1 In the search text box click the magnifying glass The advanced search page displays 2 In the Navigation pane from the advanced filters drop down select Received from or Sent to and enter the sender s email address or domain The search syntax displays in the search text box at the top of the page The search is executed and messages that meet your request display in the Content pane Searching for Messages Sent To or From the Recipient You can search for messages from or to a recipient of a message in one of the following ways m From the Sent or Drafts folders To column m Using advanced search filters When you search within a folder only results for messages within that folder are displayed When you use the advanced search option you can select which folders to search Results include messages from the folders selected for the se
145. reate a URL and anyone who has the URL can view the content Share Address Books You can share any of your address books with internal and external users Sharing your address book is useful for giving others access to contacts for a 110 Zimbra Collaboration Server Sharing Your Account Folders specific project You can choose to make the address book view only or allow internal users to edit add and delete names Share Calendars You can share your calendars with internal and external users Sharing our calendar is a way to let others see or handle your schedule You can choose to make the calendar view only or allow someone to create meetings and manage invites When you share your calendars with internal users you can select the type of access the internal users can have m Manager gives full access to view and modify the calendar M Administrator gives full access to view modify share and revoke calendar shares M Viewer gives read only access External guests and the public have read only access Users with manager or administrator access can create meeting invitations and send them on your behalf and accept and decline meeting invitations on your behalf When the user sends an email response to a meeting the return message header shows the From as the user s address and an On Behalf of address as your address The calendar you share shows your private appointment time as busy but does not show details
146. rectives folder 1 2 Go to the Preferences gt Filters page Click New Filter On the Add Filter dialog enter a filter name such as Supervisor Select all from the If any all of the following conditions are met Select the conditions that match your supervisor s messages from the drop down menus or enter them into the text box a Select From b Select matches exactly c Enter your supervisor s email address such as supervisor example com into the text field d Select all In Perform the following actions select what you want to do with the filtered messages from your supervisor From the drop down menu a Select Move into folder b Click Browse and browse to the folder you want to filter your supervisor s emails to or create New folder In this example we are creating a new folder called Management Directives c Apply a color to the folder for easier viewing Click OK On the Choose Folder dialog box select where in your folder hierarchy you to place your new Management Directives folder Click OK to return back to the Add Filter dialog box Check Do not process additional filters so that other filters are not be applied to your new filter and the moving of your supervisors emails into your new folder Zimbra Collaboration Server 57 Zimbra Web Client User Guide 10 Check Active in the upper right of the Add Filter dialog box This means the filter is in an active state and working 11 Click
147. references gt General page 2 In the Sign in Options gt Compose Direction section select Left to Right or Right to Left 3 To switch the text direction from the toolbar select Show direction buttons in compose toolbar 4 Click Save When you change the text direction when you click Save a warning displays asking if you want to reload your account now to display the new font or to display the new font the next time you sign in Change Font and Size You can change the typeface and size for the text and font size in your view of the ZWC 1 Gotothe Preferences gt General page 2 Inthe Sign in Options gt Font drop down menu select the font 3 Click Save Move the Reading Pane You can change the display to a three pane view with the Overview pane on the left the Content pane in the center and the Reading pane on the right On the toolbar click View and select the reading pane to display and where Change the Pane Size For split pane windows such as the Conversation view you can increase or decrease the size of the upper and lower panes Click and drag on the bar separating the panes up or down Change Your Default Time Zone In the advanced client the time zone setting on your computer is used as the time stamp for received messages and calendar activities In the standard client the time zone setting is used to localize the time for received messages and calendar activities The time zone for your
148. ressing a Message The auto complete feature suggests names as you type into the To Cc and Bcc fields in a new message A list of possible addresses from your contacts in which either the first name last name or email address starts with the text you typed is displayed As you continue to type the list of matching addresses becomes smaller as fewer matches are available The list disappears if there are no matches For example to send an email message to David Brinks whose email address is dbrinks acme com when you type D a list appears showing all possible matches with the matching portions highlighted In this case it might display m Dale Edwards lt ded acme com gt m David Brinks lt dbrinks acme com gt m Erica Dodd lt erica878 xyz com gt When you add an a Da into the To field the list would display m Dale Edwards lt ded acme com gt m David Brinks lt dbrinks acme com gt Use Automatic Address Completion To select a match from the list you can click the match with the mouse or use one of the following keys to perform an action m The comma semicolon Return Enter and Tab keys all complete the first match in the list and place it in the field m ESC hides the list M The up and down arrow keys change the selection in the list Moving the mouse cursor over the list also changes the selection To select an address when composing an email 1 Type enough characters until the contact you want is the
149. same name within the same parent folder For example you cannot have two folders named Shopping inside your Inbox folder but you can have one folder named Shopping inside your Inbox folder and another folder with the same name inside the Sent folder 1 Gotothe Mail gt Folders page and click the Folders gear icon 2 Select New Folder 3 Enter the new folder Name and select a folder Color Folder names can include any character except a colon forward slash and quotation mark You have the option to select to subscribe to RSS ATOM feed 4 Inthe Folders tree select the placement of the new folder e Click Folders to have the new folder displayed at the top of the list e Click an existing folder to place your new folder within that folder 5 Click OK Rename a Folder You can rename user defined folders but not system folders 1 Go to the Mail gt Folders page 2 Right click a folder and choose Rename Folder 3 Enter the new folder name Folder names can include any character except a colon forward slash and quotation mark 4 Click OK Delete a Folder You can delete user defined folders but not system folders When you delete a folder the folder and its contents are moved to Trash If you want to save some of the messages in a folder before you delete the folder move the messages to another folder You can recover a folder and its contents from Trash by dragging and dropping the fold
150. spell checked before they are sent 1 Go to the Preferences gt Mail page Composing Messages section 2 Select how you want your messages to be sent As HTML or As Text 3 If you select As HTML in the drop down menus select the Font style Size and Color 4 In Settings select the options for how you want to manage composing messages Automatically save drafts of While you compose your message a copy is messages while you are periodically saved in your Draft folder composing Always request read receipt All messages you send request a return receipt message sent back to you when the recipient opens your message When you set this as your default you can change this for individual email messages from the Options drop down menu on the compose toolbar Reply Forward using for Even if your default text editor is different from the mat of the original message message received check this box to reply to the message in the same format as received This is useful to make sure the recipient can get the message in the best format they can read Always compose in new A separate compose window opens You can window view and navigate within your mailbox while the compose window is open Mandatory spellcheck All messages are automatically spell checked before sending a message before they are sent Save a copy to Sent folder This is enabled by default You can deselect this option 5 Optional Click Accoun
151. ss from your Address Book or manually enter the sender s email address and any message text you want to add 5 Click Send Saving a Voice Mail Save a voice mail message by downloading the message and saving the file 1 Goto the Voice page Zimbra Collaboration Server 137 Zimbra Web Client User Guide 2 3 4 In the call list select the voice mail message you want to download Click Download and the Open VoiceMessage dialog box displays Select Save File and click OK Deleting a Voice Mail 1 2 3 Go to the Voice page In the call list select the voice mail message you want to delete Click Delete and the voice message is deleted You can recover the deleted voice message from Trash Adding Caller Information to Your Contacts 1 2 3 Go to the Voice page In the call list right click a voice mail message Select Add to Contacts and complete the new contact form When adding a caller as a new contact be sure to add all phone numbers you have and an IM address if available for the contact This allows you to select from any of these contact numbers in the future when using Click To Call or Click To Chat Using Presence to View Status Cisco clients only ZCS displays Presence information about you or a contact using the Cisco Jabber Client Presence status is displayed as available away on a call or do not disturb V To see the presence status of a contact hover over a contac
152. ssage as if you are the originator of the message The forwarded notice is not added to the subject field and the header information shows you are the originator 1 Right click on the message and select Edit as New 2 Address the message remove existing address if necessary 3 Click Send Forward a Message as a Redirected Message Redirecting a message lets you send an email message you received as if the original author sent the message Redirect a message instead of forwarding it makes it easier for the recipient to reply to the original sender 1 Right click on the message and select Redirect 2 In the Redirect text box enter the recipients addresses 3 Click OK Set Preferences for Forwarded Email When you forward an email you can choose how to handle the original text when forwarding an email message 1 Go to the Preferences gt Mail page Composing Messages section 2 If you want to prefix the original message select either the angle bracket gt or pipe Note If you have selected a prefix for reply messages you must use the same prefix for both replies and forwarded messages Undeliverable Email Sometimes a message cannot be delivered One reason is because the email address is not valid In this case verify that you have the correct address Other causes can be that the recipient s mailbox is full or the recipient s mail system is having problems If a message is rejected it bounces back to
153. sults m You can save your search queries and re execute them at a later date Finding an Item with Quick Search A quick way to search is to type a name or word without any keywords in the search text box For example to find all mail containing the word tim anywhere in the subject line To From Cc or Bcc lines message body or file attachment type tim into the search box and click Search You can enter any value such as a word first name last name phone number or domain name For contacts in your address books the field must be a whole word For example to search contacts by phone number you would have to enter the full phone number as it appears in the contact entry you could not search just by the area code alone The drop down arrow on the left of the search text box allows you to select which type of items to search for Perform a Quick Search 1 In the Search text box type the search text For search options see Searching Syntax on page 119 Zimbra Collaboration Server 117 Zimbra Web Client User Guide 2 Select which part of your account to search from the drop down menu next to the search text box 3 Press Enter When you are finished with the search you can clear the search by clicking the X on the search tab Performing an Advanced Search Instead of typing your keyword and criteria in the search text box on the advanced search page you can select from search filters to add more d
154. t bars donan welled Beane TROR NEA 101 Delete a Task List saraan a a eee 101 Printing a Task or Task List s 2 0 ee ee 101 Importing a Task Lists ceca nirea A ep ee 102 Exporting a Task Listo ereire iako opa 102 10 Working in Briefcase aaa 103 Creating Briefcase Folders 1 aa 103 Adding Files to Your Briefcase Folders o oo oo o oo 104 Upload Files from Briefcase a 104 Upload Email Attachments to Briefcase 104 Checking Out and Checking In Files to Briefcase 105 Managing Version Control of Files in Briefcase 105 View Version History of a Briefcase File 105 Restore a Document to the Previous Version 105 Delete a Document from Briefcase i 105 Rename a PE cotidianas 106 Zimbra Collaboration Server vii Zimbra Web Client User Guide Creating Documents in Briefcase a 106 Format with the Rich text Editor 0 5 106 Viewing Files in Briefcase aaa 106 Working in Briefcase aaa 107 Open Files in Briefcase 3 aa 107 Move Files in Briefcase a 107 Tag a File in Briefcase ooooomorrmmmrsrora EA 107 Sending Files from Your Briefcase auaa uaaa anaa 108 Send an Email with a Link toa File 108 Send a File as an Email Attachment 00 108 11 Sharing Your Account Folders cece e
155. t email address anywhere in ZWC The contact s contact card displays with their presence status on the card This is also how someone contacting you can see your status For example if you are free to contact your presence status displays on your contact card that you are Available and displays a green dot indicator If you are on the phone your presence status displays on your contact card that you are on a call and displays a red dot indicator You can manually change your presence status from the drop down menu under your name in the Cisco Jabber client such as indicating do not disturb Using Click to Call Use the Click to Call feature to click a phone number to call a contact 1 In Address book open a contact 138 Zimbra Collaboration Server Using the Voice Service 2 Hover over the contacts email address to display contact information such as cell phone number or work phone number 3 Click the contact phone number you want to dial or click the phone icon on the contact card The Place Call dialog displays 4 From the drop down menu select the From phone number you want to use to make the call The numbers listed are those that are registered to you for use with the voice service 5 The To text field contains the number you selected to dial If you want to change the number edit the text field 6 Click Call The call initiates Using Click to Chat Cisco clients only Use the Click to Cha
156. t feature to chat with a contact You must have the IM address of the contact 1 In Address Book open a contact 2 Hover over the contact s email address If you have the contact s IM address listed in their contact information click the IM contact link to chat 3 The launch application displays Select the application to initiate a chat session and click OK Depending on the presence status of the contact your chat session begins Zimbra Collaboration Server 139 Zimbra Web Client User Guide 140 Zimbra Collaboration Server Appendix A Comparing Advanced Zimbra Web Client and Standard Zimbra Web Client Overview The standard ZWC is a non Ajax web Ul for poorer connections legacy browsers or easier accessibility Some features and navigation are different between the advanced and standard clients Features Available in the Standard ZWC The following table lists the main features of the ZWC and whether the feature is available in the advanced or standard version Feature Description ADY 31D ZWC ZWC General Web Interface AJAX based end Rich interactive web based interface for Y user interface end user functions Online end user Online help accessible directly from the WY Y help interface Themes Ability to customize the colors and v Y appearance of the web interface Cross Application Features Drag Drop items Ability to drag and drop items with Ml Mi indication of th
157. t of Web collaboration features The advanced client works best with newer browsers and faster Internet connections Standard Recommended when Internet connections are slow or when using older browsers 3 Click Save The next time you sign in your selection appears as the default If Your Session Expires Your system might log you out if your session is inactive for a preconfigured period of time 12 Zimbra Collaboration Server Setting Up Your Account Your administrator might also set a maximum amount of time that you can be logged in regardless of whether any activity occurs If you are automatically logged out simply log in again and continue working Changing Your Password You can change your password If you have trouble changing your password or have forgotten your password or if the Password option is not displayed contact your administrator 1 Gotothe Preferences gt General page 2 In the Sign in Options gt Password click Change Password 3 Enter your new password and click Change password 4 Click Save Navigating the Zimbra Web Client When you sign in you see a screen view similar to the one below This view is the Mail view The view changes when you use another application such as Address Book or Calendar Window header Toolbar Content pane Reading pane Search bar vmware ZIMBRA tabs Ed New Message Y Reply Replyto All Forward Delete Spam PH Actions y
158. tacts to export 4 Click OK 5 Click Export Managing Distribution Lists You can create a new distribution list view distribution lists in which you are a member and subscribe or unsubscribe to a distribution list 72 Zimbra Collaboration Server Using Address Books A distribution list also known as a mailing list is a group of mail addresses contained in a list with a common mail address When an email message is sent to a distribution list the email is sent to everyone whose address is included in the distribution list Create a Distribution List 1 Go to the Address Book gt New Contact drop down menu and select Distribution List Enter a Distribution List name the text box next to the domain name This will be the email address of your distribution list For example if using sample as your distribution list name along with the domain name of Gzimbra com your complete distribution list name address is sample Ozimbra com The name must be available If it is not available you will receive an error notice and must try another name Select the Distribution List Properties tab Enter a Display Name for the distribution list If you want a name other than the email address of the distribution list enter a display name and this is used throughout ZWC as the general name of the list Enter the Description for the distribution list Check the Directory box if the distribution list is Private and the
159. ted automated email also known as spam or junk mail is handled by a spam filter before those email messages reach your Inbox Email that might possibly be junk mail but is not certain to be junk is placed in your Junk folder You can review these messages and either move them out of the Junk folder or delete them If you do not move or delete the messages they are purged after a number of days as specified by your administrator If you are receiving a large number of unwanted email messages contact your administrator Reporting email as spam helps your email administrator to fine tune spam filtering Mark Email as Spam 1 Select the message to mark as junk 2 On the toolbar select Spam You can also right click the message and select Mark as Spam The email is moved to your Junk folder Mark Email as Not Spam Sometimes messages that are not junk are placed in the Junk folder You can move the messages to the appropriate folder M Drag the message to another folder M Right click the message and select Mark as Not Spam The selected message is moved to your Inbox Zimbra Collaboration Server 25 Zimbra Web Client User Guide Empty the Junk Folder The contents of the Junk folder are automatically purged after an administration configured number of days You can empty your Junk folder any time 1 Right click the Junk folder and select Empty Junk 2 Click OK Spam Mail Options If you notice that certain
160. ternal guests Note If you selected Public you must notify the public of the URL Click OK If the user accepts the invitation to share the folder a copy of the folder is put in the user s account Changing User Access to a Shared Folder You can change the share privileges that you have assigned to a user or group 1 Right click on the shared folder to change and select Edit Properties The Folder Properties dialog box displays the names that share the folder Under Sharing for this folder click Edit next to the name to change In the Share Properties dialog box change the privileges You can temporarily disable access to a shared folder without revoking the share privileges by selecting None Choose whether you want to inform the user via email Click OK Removing User Access to a Shared Folder 1 Right click the shared folder and select Edit Properties The Folder Properties dialog box displays the names that share the folder Click Revoke next to the user name that is being removed In the Revoke Share dialog box select whether to send a standard message or to add a note to your message Click Yes 112 Zimbra Collaboration Server Sharing Your Account Folders The user can no longer access your folder Accepting an Invitation to Share Items If you receive an email notice that you have been granted access to share another persons mail folder you can accept or decline the share If you
161. tes similar messages to the Activity Stream folder in the future 4 Click Save Move Messages Out of the Activity Stream Folder If you have email messages routed to the Activity Stream folder that you do not want to filter and you do not want similar messages filtered in the future you can create an exception Drag and drop the message from the Activity Zimbra Collaboration Server 55 Zimbra Web Client User Guide Stream folder to your Inbox An Activity Stream Exception is created and you are given the opportunity to create a rule for similar messages to no longer be filtered to the Activity Stream folder 1 Selecta message in your Activity Stream folder 2 Drag and drop the message into your Inbox In the Activity Stream Exceptions dialog select properties to create a rule to prevent similar messages from being routed into the Activity Stream folder in the future 3 Click Save Filtering Using Wildcards You can use wildcards in comparisons that use the Matches pattern comparison operator The two wildcard characters are and Asterisk The asterisk is a placeholder for zero or more characters of any type Example subject line search string banana float With Matches Subject lines such as bananafloat bananas banana leaf casserole float but not super banana float Example subject line search string w bandanna With Matches Subject lines such as white bandanna or whose bandanna
162. the contact group and select Edit Group Find a new group member You can select new group members from the following options e Type a name into the Find text box and select the address book from the in drop down menu to search Click Search Names that match your entry are listed in the address list box Select the names from the list that you want to add to the group and click Add or Add All e Select an address book you want to search in the in drop down menu Select the names from the list that you want to add to the group and click Add or Add All e Type the email address in the Or enter addresses below text box Separate addresses with either a comma or semicolon or pressing Return Click Add Email addresses you type are not verified The selected names are added to the Members list Click Save Moving a Contact to Another Address Book You can move contacts from one address book to another 1 Go to the Address Book page and select the address book from which you want to move a contact Right click a contact and select Move Select the new destination address book Click OK Editing Contact Information 1 Go to the Address Book page and select the address book that you want to edit Right click the contact you want to edit and click Edit Contact Make changes to the contact Click Save 70 Zimbra Collaboration Server Using Address Books Forwarding Contact Information You can
163. the folder display Setting Up an Out of Office Message You can create a message that automatically replies to people who send you messages when you are out of the office If you want people who send you email that our not in your domain to receive a different reply message you can create a separate reply message Zimbra Collaboration Server 27 Zimbra Web Client User Guide The auto reply message is sent to each recipient only once in a specified interval of days regardless of how many messages that person sends during that period The default is seven days but the administrator can change this 1 Gotothe Preferences gt Out of Office page 2 Check Send auto reply message 3 In the Auto Reply Message text box type the response to send while you are out of the office 4 If you want this message enabled for a specific time frame select Send auto replies during the following time period and enter the start and end dates to send the auto reply message If you do not specify a specific time frame auto replies are sent until you select Do not send auto replies 5 Optional If you want to send a different message to users outside of your domain select External Senders Select the type of external users to receive the second message The default is anyone outside my domain If you want contacts listed in your address books to receive the first message in the drop down menu select anyone outside my domain except those i
164. time and other attendees if this meeting recurs set any recurrence 3 Click OKto send the invitation Changing an Appointment or Meeting You can change meeting or appointment information If you created a recurring meeting you can change one occurrence or the series of meetings You can select to send or not send an email to attendees to update the meeting details 1 Double click on the meeting that you want to change If the meeting is recurring the Open Recurring Item dialog opens You can change either a single instance of a recurring meeting or the entire series 2 Click OKto open the Appointment page 3 Change any information necessary 4 The default is to ask the attendees to reply to your invitation If you do not want a response from the attendees in the Calendar toolbar click Options gt Reguest Response to remove the check mark 5 Click Send to send the revised meeting details to the attendees Resend an Meeting Invitation As the organizer of a meeting you can resend a meeting invitation V In Calendar view right click a meeting that you organized and select Re invite Attendees The invitation is immediately re sent to all attendees Cancelling a Meeting If you created a meeting you can cancel it If you created a recurring meeting you can delete one occurrence or the entire series An email is sent to attendees to inform them of the cancelled meeting Deleting a meeting is permanent you cannot und
165. tings from 91 email link for briefcase files 108 email reply preferences 46 email signatures 40 empty junk folder 26 end a voice call 135 equipment scheduling for a meeting 89 example search 124 examples filter 57 existing appointment create new 90 expired session 12 export address book 72 task 102 task list 102 external account add 17 external accounts 17 external calendars 82 feature comparison between standard and advanced clients 141 features away message 27 filter active 54 activity stream 55 apply 54 calendar 52 conditions 50 create 51 edit 54 email message 52 examples 57 inactive 54 rule actions 51 rules 49 task 100 viewing 53 wildcard 56 152 Zimbra Collaboration Server filters 22 advanced 118 basic 118 search 118 flag conversation 65 message 65 remove 65 using 65 flag email messages 65 folder information 27 folders create custom folder 61 delete folder 62 move email messages 24 rename 62 rename folder 62 system 61 user defined 61 using 61 folders shared 114 font size change 16 forward contact 71 forward messages 24 forward voice message 137 forwarding as a redirected message 47 forwarding contact names 71 forwarding email 46 forwarding messages 23 free busy information display 79 sending to others 80 group messages 25 html compose 44 HTML format 31 iCal calendar import export 81 ical calendar export 81 iCalendar adding from email 82
166. ts Page to go to the Accounts preferences page and set up your personas 6 Optional Click Manage your signatures to go to the Signatures Preferences page and add signatures that can be used when sending messages 7 Click Save Zimbra Collaboration Server 43 Zimbra Web Client User Guide Using HTML to Compose Messages Messages created using the HTML editor can have text formatting numbering bullets colored background tables and links However some email clients do not accept messages formatted in HTML You can change the editor for a specific message Note You do not need to know HTML to use the HTML editor To change the format for the message that you are sending under Options select either Format As HTML or Format As Plain Text Reguest a Return Receipt Message you send to other Zimbra users can be marked to reguest a return receipt when the recipient opens your message However the recipient must have the Return Receipt feature enabled To set this as the default V Go to the Preferences gt Mail page and in the Composing Messages section select Always Reguest read receipt To set this reguest per message V Before sending the message in the Options drop down list select Request Read Receipt Save a Message as a Draft You can save a message to finish and send later V Click Save Draft The message is saved in the Drafts folder To retrieve a draft open the Drafts folder and click on t
167. u log on to your account You must have the appropriate software application to open and read or updated files that you did not create with the documents tools in Briefcase If you have shared a briefcase with others you may want to use the check out and check in feature of Briefcase to manage editing of files The check out and check in process is slightly different depending on whether the file is one you uploaded to your briefcase or a documented in created in briefcase 1 Go to the Briefcase tab and select the file that you want to check out 2 Click Actions gt Check Out File 3 In the dialog that displays select to save the file to your computer Because you checked out the file you must save it to your computer to edit it as the file has been marked as read only and changes to the file cannot be saved 4 Edit the file with the appropriate tool and save it 5 After you saved the file to your computer right click on the locked file from the Briefcase file list and select Check In File 6 In the Check In File to Briefcase dialog that opens browse to the edited file on your computer If you want to add information about changes enter this is the Notes text area 7 Click Check In The file is uploaded The lock is removed and the file details including a new version number and notes are updated in the file list Managing Version Control of Files in Briefcase Version control lets you manage changes to your documents in Br
168. unt Settings The following users have delegated authority to this account section click Add Delegate 3 Add the email address of the person you are delegating permission This must be an internal user address 4 Check the permissions you want to give 5 Click OK An email message is sent to the person letting him know that he has been granted delegate permissions Sending Email on Behalf of Someone Else If you have been granted delegate permissions for another person you can send email messages on their behalf The message s From address includes both your email address and the person you are sending the message for If you were given permission to send a message as that person the person s email address is in the menu When you select this your address is not included in the message 1 ln your Inbox click New Message 2 In the From field select the name of the sender from the drop down menu 3 Compose and send the message Customizing Your Options for Composing Messages From your preferences you can select to create simple plain text messages or create message with HTML styling and you can set up signatures and personas that can be applied to messages you send 42 Zimbra Collaboration Server Composing and Sending Email In addition to the options for composing messages other options you can set up include return receipt reguests whether to compose messages in a new window and to reguire that your message are
169. ur preference settings Set Preferences for Email Replies To reply to the message in the same format it is received select Reply Forward using format of the original message This ensures that the recipient gets the message in the most readable format 1 2 Go to the Preferences gt Mail page Composing Messages section To reply to the message in the same format it is received select Reply Forward using format of the original message Select whether to include the original text in your reply message If you are including the original message e Choose whether to mark the previous responses with a character or include the original details in the header The To From and Subject fields You can also include the original message as an attachment e If you want to prefix the previous responses select either the angle bracket gt or pipe Click Save Forwarding Email Messages You can forward an email message to someone else Forwarding a message includes all file attachments Forward an Email Message 1 2 Select the email you want to forward Click Forward on the toolbar The text of the forwarded message appears in the body of the compose page unless you have set your preferences to forward messages as attachments 46 Zimbra Collaboration Server Composing and Sending Email 3 Enter addressees 4 Click Send Forward a Message as the Originator You can forward an existing me
170. ut window open while you work in your account click New Window To print the list go to Preferences gt Shortcuts and click Print in the top right corner Use Browser Tools M Use your browser s Back button to return you to the previous page you were viewing You can also use the Forward button m Do not use the browser s Reload or Refresh button Clicking Reload or Refresh restarts your session Get Help Passing your mouse cursor over items such as command buttons conversations or mail addresses in message headers displays a description about the item Personalizing Your Account You can use the actions in this section to personalize your account Most options are set on the Preferences gt General page Change the Theme A theme is a color scheme that is used in the appearance of ZWC There are different themes available which you can select in your Preferences settings The default theme in ZWC is Carbon 1 Gotothe Preferences gt General page 2 Inthe Sign in Options gt Theme section select the theme you want to use 3 Click Save Change the Language You can change the language used to display text 1 Gotothe Preferences gt General page 2 Inthe Sign in Options gt Language section select a language to use 3 Click Save Zimbra Collaboration Server 15 Zimbra Web Client User Guide Change Text Direction You can change the direction of your text from left to right or right to left 1 Gotothe P
171. when you create an appointment 1 In the New Appointment page click Suggest a location 2 Inthe pane that opens click the gear icon 3 In the Suggestion Preferences dialog box Location Preferences section enter the information about the location You can enter just the name of the location or you can be more specific 4 Click OK The column on the right displays locations that meet your requirements Room locations are displayed if they have been configured in the company directory Once you set this up for an appointment this information is saved and available when you make other appointments Using the Scheduling Tool to Find Attendee Availability When you schedule meetings you can check to see when attendees are busy or free so you can find a good time for all attendees to meet As you add attendees to the Attendees field a suggestion panel in the Overview pane shows availability in 30 minute time slots for the attendees The default time preference is to suggest time within your working hours and within the attendee s working hours m Only include my working hours This is the work week and hours you set in your Calendar preferences m Only include other attendee s working hours When searching for a location it takes into consideration everyone s working hours M Calculate availability using this number of instances You can change this 1 In the New Appointment page click Suggest a time 2 Inthe Suggest Ti
172. with words that have similar spellings For example do returns items with the word dog door etc Note A double byte asterisk sign in a search guery is not considered a wildcard character and is ignored when the search runs Setting Search Folders and Items Preferences Trash Spam and Shared folders are by default not included in search settings You can set your preferences to include these folders and items in your search 1 2 Go to Preferences gt General page Select Search Settings gt Include Spam Folder in Searches Include Trash Folder in Searches and Include Shared Items in Searches to include these folders in any search you perform By default these folders are not searched Click Save Displaying Search String 1 2 Go to Preferences gt General page Select Search Language gt Show advanced search language in search toolbar to show search string details in the search text box By default this option is not selected Click Save Saving a Search Query If you create a search that you want to use again you can save it 1 2 3 Create the search query Next to the Search button click Save Enter a Name and select a Color for the search Select where to save the search in the menu tree Click OK 122 Zimbra Collaboration Server Searching Your Account Searching for Messages Sent To or From the Sender You can search for messages received from or sent to the sende
173. x add a brief description of the meeting The text added here becomes the description in the calendar 3 In the Location text box enter where the meeting is If the location is in the company directory when you start to type locations that match are listed You can also click Suggest a location to see a list of available locations in your company 4 Inthe Display drop down menu select the Free Busy option for this appointment 5 If this appointment should be added to a calendar other than the default Calendar select the calendar 6 In the Mark As drop down select where the appointment is private or public Details about events that are marked private do not display in a grantee s shared calendar Only the start and end time duration recurrence information and the organizer s identity are shown in the shared calendar Zimbra Collaboration Server 85 Zimbra Web Client User Guide 9 Define the start and end day and time If the appointment is recurring in Repeat select the how often this appointment should be scheduled Optional If you want to add other attendees schedule a resource or add notes to the appointment click More Details Click OK Guick Appointments from the Mini Calendar Right click on the mini calendar and select New Appointment or New All Day Appointment The QuickAdd Appointment dialog box opens Configure Your Default Meeting Duration If most of the meetings you schedule are for t
174. x to display the advanced search page 3 Select Date sent to set the date range 4 Select is before and specify an end date 5 Select is after and specify a start date 6 Click Search Search for mail across all folders For example you are looking for email from your manager You know your manager s email address but don t remember what folder you have placed email received from him in Zimbra Collaboration Server 125 Zimbra Web Client User Guide How to do it 1 From the search drop down menu select Mail 2 Click the magnifying glass in the search text box to display the advanced search page 3 Select Received from and enter the email address of your manager in the Address text box 4 Select Status gt in any folder 5 Click Search Understanding Advanced Search Guery Language This advanced topic describes in detail the search grammar used for ZWC Search feature Search Language Structure Simple searches can be performed by entering a word into the search text box Bare words words without a search operator are interpreted to search in the content operator this matches any text in the message More advanced searches can be done by specifying a search operator A search operator is a special keyword followed by a colon followed by some other parameter specific to that operator For example E in inbox the operator is in and the parameter is inbox this returns messages which
175. xchange over the Internet and ics is the standard format for Calendar information 1 Gotothe Preferences gt Import Export page 2 Browse to the ics file on your computer 3 Select the folder for the file or create a new folder 4 Click Import Depending on the size of the ics file the import might take a few minutes Export Your iCal Calendar You can export calendars in the ics format 1 Gotothe Preferences gt Import Export page 2 In Export select Calendar as the type You export your appointments in the standard ics format To import them to another calendar program see the documentation in the other program for help importing the file 3 In Source select the calendar to export 4 Click Export Select Save to Disk and click OK 5 Select where to save the file and enter a file name 6 Click Save Zimbra Collaboration Server 81 Zimbra Web Client User Guide Adding an iCalendar From an Email Message When you receive an email message containing a link to an ics file you can add the calendar to your Calendar list in the Overview pane 1 2 3 4 In the message right click the ics calendar link Select Create New Calendar Enter the calendar name and select the color for the calendar If you do not want this calendar included in reporting your free busy times select Exclude this calendar when reporting free busy times Click OK Adding External Calendars You can add your externa
176. xt box is unread To display only unread messages tag lt tagname gt To display email messages that are tagged with specific tags For example to display only messages marked with the ToDo tag type tag ToDo in lt foldername gt To display messages that are sent to a specific folder via an email filter Note Use guotes if the folder or tag is more than one word For example in Unread Email 3 Click Save View Email Messages by Conversation In the Conversation view your messages are grouped to make it easier to follow the thread of an email exchange A conversation thread begins when you send or receive an email and then send or receive subseguent replies and Zimbra Collaboration Server 19 Zimbra Web Client User Guide forwards based on the original email The subject displays only once in your Inbox and the number of email messages in the conversation is shown Conversations containing unread messages are shown in bold with a blue dot to the left of the sender s name Conversations can span folders For example one could be in your Inbox another in your Sent folder and others in another folder If you move a conversation from one folder to another all messages within that conversation are also moved to that folder Messages in the Sent folder and in the Trash folder are not moved To create a new conversation thread you must create a new message not reply to or forward an existing message Ch
177. you with a message stating why it could not be delivered If you can resolve the problem try resending the email Zimbra Collaboration Server 47 Zimbra Web Client User Guide If you continue to have the following problems contact your administrator m Every email message you send is rejected m Email bounces back with user unknown or bad address messages for addresses that you have successfully used from your corporate address list M You receive bounce messages for email you did not send 48 Zimbra Collaboration Server 4 Working with Email Filters You can define filters to manage incoming and outgoing email messages including Calendar related messages and Activity Streams A filter consists of one or more conditions and one or more actions You can base a condition on a subject email messages from a specific person or messages for a particular date If the message matches the conditions the specified actions are performed You can create filters to do the following m Sort incoming messages into folders For example all email messages from your supervisor are automatically moved into your Management Directives folder on receipt m Tag messages For example email messages from the corporate events mailing list are marked with the Events tag M Forward or discard email For example all email messages received from a particular email address are moved to the Trash folder m Flag messages for importance
178. your applications items from all applications are deleted You can empty your Trash folder any time V Right click on the Trash folder and select Empty Trash All messages are deleted Items deleted from Trash are removed from your account and your account quota is updated Note Messages might be automatically purged if Trash purge policies are configured Recover Items Purged from Trash If Recover Deleted Items displays when you right click the Trash folder you have the ability to recover email messages you deleted from Trash 1 Right click on the Mail Trash folder and select Recover Deleted Items 2 Select one or more messages to recover Use the Search text box to find a specific item to recover 3 Click the Folder icon below the Search text box and select the destination folder or create a new folder 4 Click OK Assigning Retention Policies to Email Folders If your organization notifies you to apply an email message retention policy to your email folders you set the retention policy for each folder You do not set a 34 Zimbra Collaboration Server Managing Your Email retention policy on the Junk or Trash folders You can also set your own custom policy for a folder Two options can be set up Message Retention When Enable Message Retention is selected when you select to delete a message in the folder with a receive or sent date within the range configured a warning displays stating that

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