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Zarafa User Manual

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1. Calendar iS Milo Oost afspraak 42 Contacts DPIFAX ee ea Image amp Deleted items 2 info eu angrijk bericht van Drafts J RemcoH amp Field Chooser RE webmail EREE inbox 1J Norman mailing Partner nieuwsbrief 0 Screenshot 18 Context menu from a mail view column In Webaccess the email view has a default layout However like in Outlook change the view by adding or removing columns To do this click on From with the right mouse button and select the Field Chooser Field Chooser Available fields Selected fields Categories Add b In Folder Modification 4 Delete Flag Status Screenshot 19 Field Chooser Additionally sort your email by selecting a specific column By default the email is sorted by date 1 4 4 Searching When you need to find a message you can click on the Search button in the top menu bar A search bar will then be added to the WebAccess view To remove the search bar click the Search button again p 12 Zarafa Webaccess cpNew Xe 25 amp a Reply Gl Reply All gg Forward 2A search Re Folder list Inbox Iofs Hal All folders A Search Subject or Sender 7 tor Search Clear J z amp Fei M Erkens ErkNet ni Subject Received i o calendar A Re Thanks for joining Firefox Add ons Fri 05 04 07 08 52 02 5kb 7 Contacts A Subject or Sender Schrijf u in voor TechNe
2. Hobe Other _ Use this address for mailing Other Fax Pager Attachments Primary Radio Telex myno 4 webaccess manual J Zarata Webaccess Screenshot 45 Cascade menu to choose the phone type 1 10 Distribution lists Using a distributionlist when creating a mail can be done by using the same steps as adding contacts to an e mail by selecting the distributionlist from the addresslist After selecting the distributionlist all mailaddresses will be placed in the chosen field header 1 10 1 Creating new distribution lists 1 Select the Contact folder you want to add the new distribution list to and select the option Distribution list from the New menu button Distribution List E save hiembers Notes Name Sales colleagues E Name E mail 42 Lucas unit1 ztest nl 2 Luke unitt ztest nl Private C Screenshot 46 New Distribution list window 2 With the button Select Members you can select contacts from the Address Book to add to the distribution list 3 With the button Add new you can create a new contact to add to the distribution list by specifying a Name and an Email address p 23 New e mail address Name Email Address Screenshot 47 Add new address dialog 4 With the button Remove you can remove selected contacts from the distribution list You can select contacts by clicking on them in the lower part
3. Startup folder The folder that is displayed when you login to the webaccess screenshot 52 Number of items displayed per page screenshot 52 Reading pane position Screenshot 52 Reply to address screenshot 53 eMail format you can format your email in Plain text as well as HTML screenshot 53 Read receipts send read receipts with every email screenshot 53 Autosave unsent every minutes Screenshot 53 eClose original message on reply forward screenshot 53 Always add signature to outgoing mail Screenshot 53 Edit signature open the signature window screenshot 53 Out of Office message eThe size of calendar items in the day views Specify working hours Set the default Address Book p 26 Elsave ciose General Reply to address Compose mail in this format HTML v d Close original message on reply or forward d Always request a read receipt O AutoSave unsent every 3 minutes Cursor position when replying Start of body v From Email Addresses Set FROM email addresses Signature d Always add signature to outgoing mail Edit signatures Screenshot 53 Settings Compose mail Signatures Name Signature for new messages Klaas for new me v Klaas for new messages Signature for replies and forwards Klaas for replies v Klaas for replies Remove New Save Rename Kind regards Jan Kla
4. Screenshot 70 Security Settings 2 4 3 Using the certificate After entering the certificate into Outlook it can be used to digitally sign your emails or let others send encrypted emails to you If you open a new email or reply to an email you will see two new icons 44 the option to digitally sign messages 44 the option to encrypt the message contents and attachments 2 5 Fax Feature Since version 6 20 it is possible to send fax through Outlook 2003 2007 and a third party software such as Hylafax In order to send a fax 1 Open the new e mail window by clicking the File menu and selecting New and then Mail Message 2 Go on Options Format and choose Plain Text 3 Fill in the To field with the following syntax fax fax number 4 Fill in the From and Subject fields as they will appear in the fax cover 5 Enter the mail body as you would do for a normal mail message 6 Click Send p 43 Fa Ma WH FM a yp F Untitled Message Plain Text ta x Message Insert Options Format Text E Co ors m E BaPain test gt E u a Ty fia ac Request a Delivery Receipt 4 Ge i ea ta A Fonts s Aa HTML A p Themes l Page show i Use Voting Request a Read Receipt Save Sent Delay Direct Effects Color From Aa Rich Text Buttons tem Delivery Replies To Themes Fields Format Tracking F More Options Fj This message has not been sent Plain Text e wemsa Format th
5. Zarata Outlook sharing amp Webaccess WWW Zarata com Zarafa manual Zarata User Manual Client side configuration and usage Zarafa is a workgroup sharing solution based on the look and feel of Microsoft Outlook which enables the sharing of mail and appointments from Outlook and a web based interface This manual describes the basic features of Zarafa from a user s point of view You can use this manual for Zarafa 6 30 0 and later Table of contents 1 Zarala WODACCOSS nee eee eee eee 3 LI BaS 6 eee E ee ee ee eee eee 3 1 2 Create rename move copy delete fOlder ccccccsecccseeecseeeeseeeceeeeeeeeeeeeaeeeeeeaeeaaes 4 MZ PING PAT E E lt a oacceeencenstine sace T T AE 5 1 2 2 RS SIZING PANG S sarsi ated wa r E e aE A ecentnseeteeeeaare 5 1 2 3 Empty deleted items 10 1G OM xs ctcesdecacetisncqesyctedanstessecedant scceteqacscecapeassestecsacanceusencosdens 5 LZA RO OGON ee eee 5 1 2 5 Marking all messages in a folder as FOAC cc ceccceeccceeeeceeeeceeeeceeeeseeeeseeeeseeeess 5 EZO PIOPIO seoan E E E EREE E E E E EES 5 1 3 Access to folders and calendars for Other USEIS ccccccceececeeeeceeeeeeeeeeeaeeeeeeeeeaees 5 fs ved AADO O 9 ee eee ee eee eee ee eee ee ee 6 1 3 2 Change PEFMISSIONS ccccceeccceececeecceeeeaeeeseeeeeeeeesaeeeeeeeesseeeseeeeseueeseeeeaeeeegeees 6 Loo REMOVA DI O e a E E E E A E E E 6 Loa CO CM eO T ee r E E EE 6 LA ED ae ee E E E E EE E EE E E ee 7
6. Meeting I Joe Blow Amsterdam 12 00 13 00 You dont have permission to view this folder I John Smith New Open shared folders Open Multi User Calendar JIIIIIIIS L Postvak IN ie Agenda Contactpersonen D Taken D hotities 4 DID Bites 0 new Screenshot 30 Multi User Calendar 1 7 1 Adding a user to the time line 1 Click on the button Add User in the bar at the top The Address Book window will open BF Mest Period gt Load Group Add User Remove user Mon 1 Oct 2007 Tue 2 Oct 2007 ma HS 15 al Screenshot 31 Timeline 2 Click on a user to select that person and click on the button OK 3 The user is added to the time line and the appointments are loaded 1 7 2 Deleting a user from the time line d Annual Marketing Seminar seen 5 gt Wed 3 Oct 2007 Thu 4 Oct 2007 Fri 5 Oct 2007 9 a Oe Lee 9 iy IG IE 9 mea GIG pu al 9 ribs GY k i k Fal Seminar Marketing 2007 Hotel 00 00 00 00 Sales meeting The Office 08 30 09 00 i Meeting new custi 12 00 13 00 2l you are logged on as Simon Koster settings log out Select the user by clicking on the check box in front of their name Click on the button Remove User in the bar at the top http localhost User group Mozilla Firefox m x Users Groups Sales rep Executives
7. PR Ok Cancel S Done o h Screenshot 32 User groups p 17 1 7 3 Loading a group of users to the time line 1 Click on the button Load Group in the bar at the top A Group Window will open 2 Select a group in the left list and click on the button OK 3 The group of users is added to the time line and the appointments are loaded per user 1 7 4 Load group dialog The Load Group dialog can be opened by clicking on the button Load Group in the bar at at the top The dialog consists of two lists The list to the left shows the different groups that have been created The list to the right displays all the users that are members of a particular group when that group has been selected from the left list To add or delete a group or user use respectively the plus or minus buttons on the right side of the list Remember that you must select a group prior to adding or removing a user 1 7 5 No Access message When you have added a user to the time line it is possible that you do not have the permissions necessary to create appointments in their calendar or you might not even be allowed to see the content of their folder all together When you are not permitted to create an appointment an icon is placed after the name as an indicator When you have no access to the calendar at all the entire time line for that user is marked in red and a warning message appears Conference La Place Hote 05
8. Please note that when you choose this option no read receipts will be sent when requested by a sender even if you have selected that option in your settings 1 2 6 Properties Via the right mouse button menu option Properties additional information about a folder can be seen The data usage and the number of items in this folder are shown in this new window For more details about the data size use the button Folder size Here you can see a list containing all subfolders in the folder with the data size used per subfolder 1 3 Access to folders and calendars for other users Just like in Outlook in Webaccess permissions can be set on folders that allows them to be shared with colleagues and others The permissions can be found by right clicking on a folder and choosing the Properties option and then selecting the Permissions tab on the window that appears p 5 Zarafa Webaccess anew X 5 ee a Reny a http 192 168 2 10 Properties Mozilla Firefox Properties All folders v o 3 amp 3 inbox Michael Erkens H Calendar Contacts Everyone Deleted tems Michael Erkens Steve Hardy Drafts 29 C Open Ka T a Add Remove A JA New Folder Permission So pam aa JA Sa G Mark All Messages Read Properties I Create items T Folder permissions Linux H E Public folder Read items Folder visible s bericht T
9. To change the number of days that are loaded in the time line and to change the number of days that are visible at the same time zoom level you have to open the settings dialog Under the tab Calendar the Multi User Calendar View options can be found These settings will be used whenever you open the Multi User Calendar 5 j 44 Previous Period 4 Previous Day P Next Day KR Next Period r Multi User Calendar Screenshot 37 Buttons for changing time period p 19 1 7 11 Browse time period To change the period that is shown in the time line you can use the previous next buttons on the bar at the top You can either move 1 day or an entire period 1 period is the number of days which are loaded in the timeline back or forth 1 8 Tasks In the task folder a to do list can be created and managed Use the follow steps to create a task 1 Select the folder tasks 2 Use the button New to create a new task A new task window will be shown Bsae eee Ee re Subject Due Date None Ma Status Not Started Start Date None Fal Priority Normal Complete 0 Reminder None a None Owner Hilde Test Contacts Categories Private Screenshot 38 New task window 3 Fill in the preferred fields The fields in this window are comparable with the new appointment window 4 Use the Save button to confirm The task can now be found in the task overview
10. 1 Zarafa Webaccess 1 1 Basics The Zarafa webaccess is by default accessible via http lt ip address gt webaccess Webaccess is available in several languages which you can select on the login screen p 3 Zarafa Outlook sharing amp Webaccess WebAccess Please logon Name l Password Language Last used language v R NANA 1n064 Screenshot 1 Login screen After you log in you have access to all your Outlook folders and the Public folders The most basic functions are available in the top bar of the Webaccess See screenshot 2 Via the right mouse button you can access some extra functionalities of the various folders e zarafa Wedacces iaj Email Message C gt Folder From gt ca Appointment 4 Meetingrequest 45 Contact g Distributionlist oe Task Note Screenshot 2 Menu New 1 2 Create rename move copy delete folder To create move rename copy or delete a subfolder you can use the right mouse menu in the folderlist alt Inbox All folders From Gy Inbox Lucas Test 5 E Calendar go Contacts a Deleted tems E rats Screenshot 3 Context menu from a folder It is not possible to delete move or rename default Outlook folders such as Inbox Calendar or Contacts p 4 1 2 1 Printing In the Webaccess you can print your email appointments and contacts with the print button After opening a calendar in the day
11. Another way to make new tasks is available in the task overview screenshot 39 The upper task in this list has an empty subject Enter a task directly into the empty field and confirm with ENTER on the keyboard This way making a task can be done quite easy and fast IBIM Subject Due Date Owner gt Hilde Test B EEEa r J D report Klaas about the new schedule Hilde Test Screenshot 39 Task overview 1 9 Contacts The contacts folders have multiple views You can displays the contacts in a card view or a list view You can switch between these views with the buttons in the top bar You can send an email directly to a contact via the right mouse button menu option Email Message Via the letters at right side of the contact view you can see all the contacts that start with a specific letter p 20 aNew YO US amp 45 Cards 4 List Folder list Contacts S inbox Alex Test Charly Peterson 2 Calendar Work 34115 2517715 GE Contacts Email c peterson zarafa com 2 Deleted Items 5 IBM Dear John W Drafts Work 398751 21621 3 Inbox 2 Email john dearg ibm com ay lnornal Screenshot 40 Contacts 1 9 1 Create new contact You can create a new contact via the New button in the top bar of the webaccess In the New contact window you can fill in all the information about the contact With the option Private in lower right corner you can hide the contact from colle
12. to delete it 1 7 8 Dragging appointments To drag an appointment you have to click and hold down the left mouse button on an appointment and move the mouse over the time line to the desired location and release the mouse at that point To help place the appointment an red overlay follows the mouse to indicate the point and the time the item will be placed when the mouse is released at that point lohn Doe Meeting customer Company 09 00 10 00 Conference call 10 00 11 00 Meet with associat Company lane Doe 14 00 15 00 Amsterdam Meeting adfzfzdfds 12 00 13 00 loe Blow You dont have permission to view this folder lohn Smith A i i Screenshot 35 Dragging appointments It is also possible to drag the appointment to the store or other users if you have the permissions to do so Simply move your mouse to that store and the red overlay will follow when you are allowed to create an appointment in the other calendar 1 7 9 Changing zoomlevel It is possible to quickly zoom in on the time line by changing the zoom level using the drop down box in the top left corner of the Multi User Calendar This setting is not saved and will be reseted to the default setting as set in your settings dialog next time the Multi User Calendar is opened Multi User Calendar ea Al attendees E John Doe Screenshot 36 Zoomlevel 1 7 10 Changing number of displayed days
13. Fill in the login data of the user in the Username and Password fields Choose the connection type there are 3 different possibilities Online Cached Zarafa mode Detect at Startup Note More information the 3 connection types can be found below in the section Outlook connection type Note Outlook XP only has the Online type to select Choose OK a couple of times to close the windows 2b Create a new mail profile Outlook 2000 eGo to Control Panel gt Mail Click Add profiles and choose Configure information services manually and Next gt Choose a profile name for example Zarafa and click Next gt Click on Add gt Zarafa Server gt OK in this Window The window shown in section 2a will appear Fill in the address or host name of the server in the Server field Optionally choose HTTPS connections where available Fill in the logon data of the user in the Username and Password fields Now click Add gt Outlook address book gt OK Click OK 2c Create a new mail profile Outlook 2007 eGo to Control Panel gt Mail gt Show Profiles Click on Add and fill in a title for example Zarafa Click OK Select the option Manually configure server settings or additional server types and click on Next Select Other and choose Zarafa Server and click Next The window shown in section 2a will appear Fill in the address or host name of the server in the S
14. With the Multi User Calendar you can open the calendar from another user It s also possible to see multiple calendars from different users in one overview Click on Open Multi User calendar to go to this view Note This feature is not available in the community version of Zarafa p 16 Zarafa Webaccess New Se 44 Previous Period 4 Previous Day gt Next Day bP Next Period Load Group Add User Folder list Multi User Calendar All folders Tue 2 Oct 2007 a Mon 1 Oct 2007 amp inbox Simon Koster Agenda Calendar ge Concepten Contactpersonen Contacts Deleted Items Drafts W inbox pe Journal T Junk E mail e Logboek Notes D notities E Ongewenste E mail D Outbox 9 F Postvak IN D test T3 Postvak UIT 2 Sent items D Taken D Tasks H P verwijderde tems 23 B Yerzonden items 4 E inbox Joe Blow Agenda of johnsmith I J Public folder Favorieten Publieke Mappen gt JAn attendees T E E I John Doe fCall customer The Officey 10 00 11 00 Conference call The Office 11 00 12 00 Sales nieeting Conference call The Office i 14 00 15 00 f10 00 11 00 i ss with associat Company 14 00 15 00 Conference Call Marketi The Office The Office 12 00 13 00 Private Appoint 2 15 00 19 00 Utrecht 00 00 00 00
15. 2000 2003 1 Open a new mail and choose in the taskbar for options 2 Choose in this window message options for categories and then for Master category list 3 Type the name for the new category and add this with the Add button p 45 4 After creating the category confirm with the OK buttons in the open windows Message Options Message settings Security Master Category List a Importance Normal i a New category Sensitivity Norma test Voting and Tracking Categories Business Competition Favorites Gifts Goals Objectives Holiday Holiday Cards Available categories Hot Contacts Ideas O Business International Fi Competition Key Customer _ Favorites Miscellaneous _ Gifts Personal _ Goals Objectives Phone Calls Holiday Status _ Holiday Cards Strategies _ Hot Contacts s a _ International L Key Customer _ Miscellaneous ate Master Category List Screenshot 75 Add category in Oulook 2000 2003 Item s belong to these categor 2 7 3 Categorise items and sort by category In order to categorise an item it is possible to categorise Mail Contacts and Appointments right click on it choose Categorise and then click on the desired category To order the items by category open the View menu choose Arrange by or Current View and then Categories 2 8 Mail expiration date Since version 6 20 it is possible to set
16. 22 Cacert WoT User Software Securit 05 03 46 7008 10 71 Cacerk WoT User 04 F007 2008 10 05 Software Securit Screenshot 69 Certificate Manager e Select the correct Certificate and push the button Backup e Enter a password e Save your certificate as a PKCS12 file e Open Outlook e Goto Tools if Outlook 2003 Options tab Security button Import Export button Browse e Select the correct P12 file e Enter the previous password e Enter in the field Digital ID Name the email address for which the certificate is meant e Push button OK twice p 42 2 4 2 Check encrypted email settings e Goto Tools Options tab Security button Settings e Check if the field Security settings Name contains the S MIME settings for your email address x Security Setting Preferences Security Settings Mame My SIMIME Settings usert zarafa com Cryptography Format 5 mIme M Default Security Setting For this cryptographic message Format M Default Security Setting For all cryptographic messages Security Labels New Delete Certificates and Algorithms Signing Certificate CAcert WoT User s Root C4 ID 4 Choose Hash Algorithm 5Ha1 Pa Solar d ii Encryption Certificate C4cert WoT User s Root CA ID 4 Choose Encryption Algorithm 20E5 MV Send these certificates with signed messages eei
17. 30 06 00 17200 48 00 Meeting Joe Blow Amsterdam 12 00 13 00 E John Smith chew fy q You dont have permission to views this folder Screenshot 33 No Access message 1 7 6 All attendees Free busy bar The bar above the time lines contains the cumulative free busy information of the users loaded in the Multi User Calendar The bar also shows whether the appointments are set as Tentative Busy or Out of Office Previous Day P Next Day BR Next Period Load Group Add User XG Remove user ser Calendar 5 Mon 1 Oct 2007 Tue 2 Oct 2007 Wed 3 Oct 2007 v mj5 9 12 45 18 121 9 12 15 18 241 9 42 15 18 24 s ME FF E E oe Make followup call Mark The Office The 17 30 18 00 09 00 Meeting with custi Meeting customer Meeting Hotel Company Company 09 00 12 00 09 00 10 00 10 00 14 00 Sales meeting Conference call Meet with CEO Cal The Office The Office Th ee 14 00 15 00 10 00 11 00 14 30 15 30 10 1 es with associat c Company 14 00 15 00 1 Screenshot 34 All attendees Free busy bar p 18 1 7 7 Create or delete an appointment To create an appointment you have to double click on the time line of the user you want to create an appointment for This will open a new appointment window where the appointment can be created To delete an appointment you have to open the appointment first and then use the red cross
18. Select Copies amp Folders in the account tree and set the correct foldernames on the IMAP server 13 Finally Click OK and start using Zarafa with the IMAP protocol p 48 3 1 2 Windows Mail This example is based on Windows Mail Outlook Express can be configured in a similar way The following example is for the IMAP protocol The POP3 protocol is practically the same without steps 10 to 12 1 Go to Tools Accounts Tools Message Help Send and Receive d Synchronize All Address Book CErl ShiFE B 4dd Sender to Address Book Message Rules d IMAP Folders Accounts Options Screenshot 80 Tools dropdown menu 2 Click Add 3 Select Email Account and click Next 4 Enter the Display Name and click Next 5 Enter the Email Address and click Next 6 Select IMAP from the dropdown menu fill in the Zarafa server s hostname or IP address and the hostname or IP address of the outgoing mailserver 7 Optional check whether the outgoing server needs authentication and click Next 8 Fill in the Zarafa username in Email Username and the Zarafa password Click Next 9 Un tick whether the user wants to download the data from the server right away and click Finish 10 Highlight the new account in the folder list and click Properties in the right click context menu 11 Select the IMAP tab 12 Check whether the Special Folders is ticked
19. The attendee will receive a meeting request which the attendee can accept tentative decline or propose a new time for the meeting Jeen Bjsae Gy Recurrence Acancel invitation gill Appointment i Lucas Test lt Lucasfunit ztest nl gt Subject sales meeting Location Delft Label Mone w Start time 06 10 2008 E 14 30 C A Day Eveni End time 06 10 2008 Fe 15 00 F Reminder 15 minutes Busy Status Busy wt Screenshot 24 Meeting request 1 By selecting the tab Scheduling you see the free busy times for multiple people In this view you can easily schedule a meeting for several colleagues and see exactly when a specific person is busy out of the office or available If attendees are invited for this appointment and the attendee has proposed a new date or time for the meeting a list of proposals will be shown p 14 send E save o Y Recurrence 7 Cancel invitation 4 l BR soer Proposed start date and time Proposed end date and time Duration Proposed by 11 09 2008 15 00 11 09 2008 15 30 30 minutes 11 09 2008 15 01 11 09 2008 22 01 lt Current Meeting Time gt 7 hours Hilde Test Zoom 1day Thu 11 Sep 2008 a OF 08 09 10 11 12 13 t4 15 16 17 18 19 20 21 22 233 0 M 02 03 a 05 1 All Attendees Inge Test Hilde Test v Hilde Test 4 WwW p AutoPick gt gt Start time 11 09 2008 Fe so a nr aj End time 11 09 2008 E 20
20. Zarafa WebAccess and if you wish check the box next to Remember my choice for mailto links then click OK From now on you can use the Zarafa WebAccess directly when clicking mailto links in Firefox Please note that you have to be logged in or make use of Single Sign On for it to work smoothly 2 Zarafa Outlook client 2 1 Installation of the Outlook client There are two requirements that must be fulfilled prior to installing a Zarafa workspace First you need Outlook 2000 or higher and second the user must be created on the Zarafa Server The following steps are necessary to install a Zarafa workspace Note It is recommended to have the latest Service Packs and Security patches installed 1 Install the client Assure Outlook is set as default email application Control panel gt Internet gt Applications Put the Zarafa CD in the drive wait for the automatic start of the CD and choose the uppermost option Windows Client Or if you got the client from another source Doubleclick the file zarafaclient msi If you use Outlook XP 2002 or 2003 follow the instructions step 2a If you use Outlook 2000 follow the instructions in step 2b If you use Outlook 2007 follow the instructions in step 2c Note With version 5 10 Zarafa is introducing an MSI installer for the Zarafa client instead of an exe installer If you are upgrading from a Zarafa version prior to 5 10 we advise you to remove the older Zarafa client
21. a pu 7 A Untitled Meeting _ ara i File Edit View Insert Format Tools Actions Help A Recurrence Zoom 100 Day View eptember 18 2007 Wednesday September 19 2007 10 00 11 00 12 00 1 00 2 00 9 00 10 00 11 00 12 00 AI Attendees l sa E Mio Gosterao a Brian Joseph 4 Add Others z Options X Meeting start time Tue 9 18 2007 3 00pm w lt lt AutoPickNext gt gt meeting end time Tue 9 18 2007 x 4 00PM W busy Tentative Mi OutofOffice No Information Screenshot 65 Freebusy information 3 Add the name of the resource or select the resource from the Global Address book 4 Change the icon Required attendee to Resource or Equipment a All Attendees Hema D CE Attendee o E Optional Attendee E3 Resource Room or Equipment Screenshot 66 Select the option Resource 5 Add the other attendees that will join the meeting 6 Select a free timeslot via the freebusy times and send the meeting to the attendees 7 If the resource is available in this timeslot a pop up will show that the resource is successfully booked Resources Booked The resources for the meeting were successfully A booked Please do not show me this dialog again Screenshot 67 Pop up after the resource is successfully booked 8 If the resource is unavailable a different free timeslot needs to be
22. an expiration date for the outgoing mail When writing a new mail this setting can be found under Options gt More Options the Message Options window will appear Tick the Expires after option and set the expiration date Message Options Message settings Security Importance ive Change security settings for this message Sensitivity Security Settings Voting and Tracking options OB Cee vairo bts Request a delivery receipt for this message Request a read receipt for this message Delivery options aS L Have replies sent to Po Select Names C Do not deliver before Noe 00 w Attachment format Encoding Auto Select pd Categories w Close Screenshot 76 Message options p 46 2 9 Advanced configuration Since version 6 20 two new Settings are introduced in order to improve connection to your Zarafa server Zarafa Outlook Sharing xX General Connection Advanced Prop IY Use proxyserver Frou server prosy mildletter com Port 8080 Username fox XANNE Connection IW Use compression fao Seconds Until Server Connection timeout A ea Screenshot 77 connection settings 2 9 1 Proxy settings If the zarafa server is only reachable via a proxy server it is possible to enter the information of the proxy server into the client settings 2 9 2 Other connection settings Two other connection settings are configurable Compression Uncheck this option if compre
23. and the folders are set the same as the Zarafa folders 13 Finally Click OK and start using Zarafa with the IMAP protocol 4 Zarafa CALDAV and iCal This chapter describes how to configure the CALDAV or iCal client for using with the Zarafa server The zarafa ical gateway enables users to view their Zarafa calendars using clients like Sunbird Evolution or Mac iCal To access calendar folders on Zarafa the following options are available URL Calendar http server 8080 ical user s own default calendar via ical not recommended http server 8080 caldav user s own default calendar http server 8080 caldav lt other user gt Other user s calendar list p 49 http server 8080 caldav lt user gt lt calendar gt user s Self created calendar in user s own store http server 8080 caldav lt user gt lt calendar gt lt su bcal gt user s self created subcalendar in a self created calendar http server 8080 caldav public lt calendar gt URL For MAC OSX ical client http server 8080 caldav Calendar folder in the public folder User s calendar list http server 8080 caldav lt other user gt Other users calendar list http server 8080 caldav public Public folders list Note The lt other user gt or lt user gt lt calendar gt is only reachable if the correct permissions are available Note The mac iCal client is fully tested and suppo
24. before running the new MSI installer If you do not remove the old client you will have two Zarafa clients visible in the Windows software list Note Version 5 xx of the Zarafa client is not compatible with a version 6 xx Zarafa server With version 6 00 Zarafa will ask during the installation if you want to update the existing files Select this option if you do not x connect to a Zarafa 5 2x server anymore Algemeen Geavanceerd M Server instellingen 2a Create a new mail profile Outlook XP and 2003 ists ccc Poort 236 Go to Control Panel gt Mail gt Show Profiles Encryptie inschakelen HTTPS Gebruikersnaam user Wachtwoord TTTTTTTTTTT Verbinding Verbindings soort Cached Zarafa Modus z Online Cached Zarata Modus cne Detect at startup 0K Annuteren Toepasser Click on Add and fill in a title for example Zarafa Click OK Add a Zarafa Server to this profile Outlook XP and 2003 Choose Create a new mail account and click Next gt in the dialog window that appears after adding the profile or after choosing Email Accounts in Outlook or the Mail setup Choose the last option Extra server types and click Next gt Then choose Zarafa 6 Server and click Next gt again The window shown on the right will appear Fill in the address or host name of the server in the Server field Optionally choose HTTPS connections where available
25. can forward the message to another person When you select the move copy action you must specify the destination folder by clicking on the underlined text This will open the folder list where you can select a folder p 25 Finally you can close this window by clicking on the Ok button To save the rule you must close the rules overview dialog by clicking Ok 1 13 Settings In the lower right corner of the Webaccess you can open the Settings window A Save es Close Preferences General Language English Color theme default Mew mail check timeout E minutes Automatic logout After 60 minutes Folder Options sss startup folder Last opened folder Humber of tems to display per page 100 lw Reading pane visible Screenshot 52 Settings Preferences In the Settings window you can set the following options Default Language screenshot 52 Color theme at this time only silver and the default blue are available Screenshot 52 New mail check timeout by default the webaccess will check every 5 minutes for new email If new mail is available a new mail notification will be shown in the right corner of the webaccess and the counter of unread messages in the folder tree will be updated screenshot 52 Automatic logout Use this option when you want to increase security and logout the webaccess automatically if it goes unused for the specified amount of time Screenshot 52
26. subject and on this machine only move it to the Ongewenste E mail Folder Screenshot 68 Rules wizard There are certain limits on the types of rules you can make The condition of the rule can be in any form Note If you are using Outlook 2003 or 2007 any rule created will automatically have an option called on this machine only You need to remove this option so the server can execute this rule for you You can only choose to copy move or to delete a message Other actions are not possible at this time You may create these rules but they will not be performed on the server An example of such a rule is to send the mail to the printer or forward it directly to another email account Local rules can still be performed manually by clicking on the Run rules now button in the Rules and Alerts dialog Rules can only be used in Outlook 2002 XP and up Outlook 2000 is not supported 2 3 13 Signatures Signatures can be set in the Options menu of Outlook It is important to note that signatures set in Outlook are separate from those set in the Webaccess You need to set the signature in both clients separately 2 4 Digital signatures and encryption Since Zarafa 6 10 it is possible to use S Mime certificates Certificates enables the use of digitally signing emails and or encrypting emails p 41 The description in this manual is the manual procedure An automatic way to receive a certificate is to use Active Directory Ser
27. username and password The client can store sent messages in a Sent Items folder 3 1 1 Mozilla Thunderbird This manual is based on Mozilla Thunderbird Other versions can be set up in a similar way The first 2 steps can be skipped when opening Thunderbird for the first time The following example is for the IMAP protocol The POPS protocol is practically the same without steps 10 to 12 1 Go to Tools Account settings Tools Help Address Book Chril 2 Extensions Themes Message Filters Run Filters on Folder Junk Mail Controls Run Junk Mail Controls on Folder Delete Mail Marked as Junk in Folder Import JavaScript Console Account Settings Mptions Screenshot 79 Tools dropdown menu 2 Click Add Account 3 Select email Account and click Next 4 Fill in your name and Zarafa email address and click Next 5 Select IMAP and fill in the Zarafa server s hostname or IP address Click Next 6 Fill in the Zarafa username for the Incoming username and the outgoing username Click Next 7 The account name can be chosen by the user itself Click Next 8 Check the data and click Finish 9 Open the Inbox and type in your password to receive the folder structure from the Zarafa server 10 Go to Account settings and select the Server Settings in the previously made account 11 Set the security to the desired level default is Never 12
28. week or month view it is also possible to print these as an overview 1 2 2 Resizing panes Just like in Outlook it is possible to resize the panes in Webaccess so you can setup the width and height of the workspace in each pane manually To do this place the mouse between two panes en drag the pane border to the location you wish 1 2 3 Empty deleted items folder You can empty the Deleted Items folder via the right mouse button menu option Empty folder This option is only available in the right mouse button menu of the Deleted Items folder and the Junk Email folder if it exists 1 2 4 Restore items When deleting an item in the Deleted Items folder or Junk folder the item is still temporarily recoverable Select the Deleted Items folder or Junk folder and use the button Restore Item in the bar at the top In this new window you can restore all or a selection of the deleted items The restored items will be placed in the old location If you delete the items from this window the items are gone permanently Restore deleted Items lt jRestore Restore All X Permanent Delete X Delete All Close From Subject Deleted on Size junk1 11 09 2008 2kb junk2 11 09 2008 2kb good mail 11 09 2008 2kb Screenshot 4 Softdelete folder 1 2 5 Marking all messages in a folder as read You can mark all the messages in a folder as read via the right mouse button menu option Mark All Messages Read
29. 5 2 3 5 Sharing of folders setting PErMISSIONS ccccececeeeeceeeeceeeeeeeeeseeeesseeeseeaeees 36 2 3 6 Adding or opening folders shared by other USEMS cccceeeeeeceeeeeeeeeeeeeeeenens 37 2 3 7 Adding and removing stores of other Zarafa USEMS ccceccceeeeseeeeeeeteeeeeeeeees 37 2 90 60 RESONO ACICE ITEMS aan a e a as caeieelasetenctehartdeas 38 2 Free BUSY UPd Sirain e a A EEN 39 Zed LO RESO UNCS eenaa a a a a E a 39 2x10 L TIPS ANAtICKS cerana crei a E 40 231I Ouro r OMCE ASSIS AIM oee danie ai EE a a E eiaa 40 De RUG ormana e a S attetdee aan eens 40 Pe E ES E S E A A E ATA TE E E A POET 41 2 4 Digital Signatures and ENCIypPtiON ccccccccseccceeeeceeeeceeeeceeeeseeeeeeeseeeeeeeeeseeeeeeaeeaaes 41 2 AAT REWIEVING a CONUINCALC cies ni7 ison heart E aa aleemndaeds 41 2 AAT CENCE SNT AD ars cccrsinincate eden aa a Seana graadtis O 41 2 4 1 2 Certificates via an independent CA cccccccssceceeceeeceeseeseeeseeseeeeeesaees 42 2 4 2 Check encrypted email SettINGS ccccccccccssecceeeeeeeeeceeeeseeeeseeseeeeeeseeseeeaeesees Ze Vno EMG CTC AC eateries tou encas tanta te bece snaasasessatet R 2o FF ANC a E E coe nen een cea ons imams E E E E ZO WEIS GAO ea EE E E Zl C GO SaO eE S E A E E E 2 7 1 Create a custom category in Outlook 2007 cece cceecceeeceeeeeaeeesaeeeseeeeseees 2 7 2 Create a custom category in Outlook 2000 2003 ssnnesnnsennsnneennerresrrenrnne
30. AN Als SONIC WV SIVAN A A AE E E E A TEE 7 1 4 1 1 Automatic email address SUGGESTION cccccceeeeceeeeeeeecaeseeeeeaeeseeeeeeseeees 8 1 4 1 2 Set the sender address from field ccccceeecceeeeceeeceeeeeeeaeeseeeeeeneeees 8 LAA Saving ell tell TO drallS seisein sores Enn E r s qaneeneeees 9 1 4 2 Inline IMAGES cccccececeecccseeecseeceeeeccceseseecaaeeseacecaueesaueesseecaeeceesaeeeeeseeseessensaees 9 1 4 3 Delete move copy EMall ccccccccsecccsseecseeceseecceeeseeeecaeeseeeecseeesauesensaesaeesans 11 LA DOE EMA a E nesnenossaeds asecenteesatouet 11 DAZ M v GMa as pesia Eaa E E e a EEEE EAEE EESE 11 TA COPO a E EE cavaydestaaesassen seaeuauiseeesena 12 1 4 3 4 Change email VIQW cccccccccsseeceececeeeeceeeesceceseeeseusessseesageeseeeesseeseeeaees 12 TAA CCN O er EE EES 12 5 Car 916 cl U aO ee eee E E ee ee ERE 13 1 5 1 Create new appointment with invitations and free busy statuS e 13 1 5 2 Accept a meeting INVITATION cccccccceececeececeseeceeecesseeceeesaeeseeseeseueceesassseesass 15 16 VIII DIC CAICIIO GE WCW S ese EEE EEE r 16 1 6 1 Move delete ADPOINTMENL cccccccccceeecceeeeceeeeceeeeseeeeseeeeseeesseeesaaeeseeseeeaeeaaes 16 LOLL WIV APPONERE E aa 16 1 6 1 2 Delete ADPOINTMENT ccccccecceececeeeeseeeeceececseecaeeesseeseeeesseeseeseesaeesans 16 L7 WGI RISE IMC AIC IG see scrcceseassaevenamneuueiguengsazegerente a
31. Create subfolders Linux Edit items _ Delete items s bericht None None C own C own C Al C al Ok Cancel E Se Done Apache 2 0 59 Veel dank perfecte afhandeling Ik kom hier wel uit Screenshot 5 Permissions 1 3 1 Add a person Click on the Add button under the Permissions tab When the Address Book pops up select the person you want to give permissions to and click Ok The name will then be added to the permissions list ePlease note that you must change this persons permissions below or else he has no extra rights eClick Ok to save and close the permissions window 1 3 2 Change permissions eClick on the person whose permission you want to change Now you can either manually set the permissions in the bottom part of the permissions window or you can select one of the preset profiles from the Profile drop down menu eClick Ok to save and close the permissions window 1 3 3 Remove a person eClick on the person you wish to remove from the list eClick on the Remove button eClick Ok to save and close the permissions window 1 3 4 Open shared folders It s possible to open shared folders via Webaccess By clicking the Open shared folder button in the folder list you will get a window that looks like screenshot 6 Open Shared Folders Nene J all folders p 6 Screenshot 6 O
32. E Busy Tentative I Out of office EJ No Information Screenshot 25 Scheduling FreeBusy All Attendees Milo Oostergo gt t Brian Joseph t Required Attendee Optional Attendee 0 Resource Room or Equipment ae AutoPick a gt Start time Screenshot 26 Attendee or resource option 2 Colleagues can be added via the Add a name field 3 If a user has been added as an attendee you can mark that user as either required to attend that meeting or as an optional attendee It is also possible to schedule the user as a resource like a room or a piece of equipment needed for that meeting 4 In the Tracking tab a list with all attendees for this appointment with the status of the responses can be found a o The following responses to this meeting have been received Name Attendance Response B james Organizer No Response E Luis Test Required Tentative Screenshot 27 Tracking tab 1 5 2 Accept a meeting invitation If someone invites you for a meeting you will receive meeting invitation At the top of the invitation a bar containing the buttons accept tentative decline and Propose New Time are displayed for sending a response to the owner of the appointment g Accept Tentative E Decline Propose New Time Screenshot 28 Meeting invitation buttons Choosing Propose a new time will propose a new date or time to the owner The owner receives the proposal and w
33. FTWARE Clients Mail Zarafa Web Client Protocols HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Protocols mailto EditFlags hex 02 00 00 00 URL Protocol URL MailTo Protocol HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Protocols mailto DefaultiIcon windir zarafa ico HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell open HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell open command rund1132 exe url dll FileProtocolHandler http lt SERVER gt lt USER gt mailto index php action mailto amp to L HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client shell HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client shell open Zarafa Web Client HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client shell open command p 30 rund1132 exe url dll FileProtocolHandler http lt SERVER gt lt USER gt mailto index php action mailto amp to L HKEY_CURRENT_USER Sof tware Classes mailto EditFlags hex 02 00 00 00 URL Protocol URL MailTo Protocol HKEY_CURRENT_USER Sof tware Classes mailto DefaultIcon windir zarafa ico HKEY_CURRENT_USER Software Classes mailto shell HKEY_CURRENT_USER Software Classes mailto shell open HKEY_CURRENT_USER Sof tware Classes
34. L Username userx Color O Copy calendar contents locally for offline operation Mark as default calendar OQ cancel 4 ok Screenshot 87 CalDav details 5 Mobile clients This chapter describes how to configure the Z Push software to synchronise PDA s and Smartphones with a server based solution Z Push is available as an opensource project on Sourceforge hittp z push sourceforge net p 52 5 1 Z push introduction The Z Push software allows users with PDA s and Smartphones to synchronise their email contacts calendar items and tasks directly from a compatible server over UMTS GPRS WiFi or GSM data connections The following devices are native supported by Z Push PocketPc 2002 and 2003 Windows Mobile 5 and 6 Nokia E series eSony Ericsson P990 W950 and M600 eAll other ActiveSync compatible devices eApple Iphone The devices can be synchronised because the Z Push module emulates an MS Exchange server on the server side allowing users to synchronise without installing specialised synchronisation software on their devices Z Push supports the following backend server technologies Zarafa Zarafa is a workgroup sharing solution based on the look and feel of Microsoft Outlook which enables sharing of mail and appointments from Outlook and a web based interface IMAP is a widely used mail protocol with folder support eMaildir Maildir is a simple mail solution available on almos
35. Test z Fis Yuhooo t Inbox klaas Test a Deleted Items Ej Noah Test __ Remove Dra Fs Evie Yl hood II m Permissions Profile Open Create items Folder permissions Read items Folder visible Create subfolders Edit items Delete items C None C None Own C Own C All C All Open in New Window Advanced Find Screenshot 59 Set folder permissions In the appearing dialog window you can choose different settings regarding the properties of the folder The last tab window contains the permissions settings At the top is a list with users and the permissions which have been set After selecting a user the rights can be selected at the bottom Choosing a profile from the drop down list makes this easier by automatically selecting often used settings p 36 Users can be added and deleted with the two buttons below the user list For example to give user Pete the rights to read and write to items in a folder you first click Add After selecting Pete and clicking OK Pete will show up in the list After this the right checkboxes can be set to enable reading and writing only select Read items and Edit items on All Create items The user can create items Read items The user can read items Edit all items The user can edit all items Edit own items The user can only edit their own items Delete all items The user can delete all items Delete
36. This button is only available when you have a mail folder selected PZaala Webaccess ojNMew oo gReply 2Reply All gdForward GASearch JRules Restore tems Folder list All folders Received Ey nbox Luis Test S Screenshot 49 Rules button You will get a dialog window as in screenshot 50 In this dialog you can create modify and delete rules It is also possible to change the order of the rules in case you have multiple rules which could match the same message To do this you must select the rule you want to move and click on the Up or Down p 24 button When you want to disable a rule but not delete it you can uncheck the rule by clicking on the checkbox in front of the rule Only the checked rules will be executed upon the arrival of new mail When you are done you must click the Ok button to save the changes to the server The following rules have been defined Mame M mail for development I Messages fram Michael Mew Jv newsletter from zarafa Edit M delete all mail from Simon Delete M private mail Ok Cancel Screenshot 50 Rules overview dialog To create a new rule click on the New button in the rules overview dialog You get the dialog shown in screenshot 51 This is the same dialog as when you want to change a rule by selecting a rule from the rules overview dialog and clicking on the Edit button In the add edit dialog you
37. U e x x FS i Screenshot 13 Inline image To change the image size right click on the image and select Image properties A popup will appear Screenshot 14 that enables the user to customize width and height of the image and options such as border and alignment Image Info URL anand inlineimg php webclient ajax index php load download_attachment amp dialo Altermative Text Preview Width 403 i Height 302 Border HSpace YSpace Align Screenshot 14 Image properties editor It is possible to delete the inline image directly from the main body as if it were text p 10 1 4 3 Delete move copy email Praia Wace i cpNew X LS amp Reply a Reply Al yg Forward Folder list Inbox All folders amp From Subject E S Inbox Alexander Test Ej Demo X mas jpe 3B Calendar Test afsp e Contacts Attachec H 2 Deleted tems 2 Belangrij ee Drafts RE RE w 5 i inbox Partner t i Support Sterk sc a Journal Voordeli a Junk E mail Mark Unread 2 Categories gt Outbox 23 Sent tems Y Red Flag i G Tasks 7 Flag Complete co Public folder Favorites Delete Flag H a Public Folders Attached X Dee DPIFAX ppf 74 25 Venwinernde tenme Screenshot 15 Context menu from a mail message 1 4 3 1 Delete email There are several ways to delete email They are Via the delete button on your keyboard Via the delete button in
38. User that works on a Terminal Server Online Table 1 connection type options p 34 2 3 Using the Zarafa Outlook client The Zarafa Outlook client does not change the way you work with Outlook significantly However there are some extra features available to you as a result of Outlook using a central Zarafa server for storage 2 3 1 Working offline With Zarafa version 6 you will be able to work offline without using additional tools like the Zarafa Livesync The Zarafa Livesync tool is replaced by the Offline options in Zarafa version 6 After starting Outlook in the Cached Zarafa Mode or the Detect at startup mode you will have an extra synchronisation plugin available in Outlook The synchronise button will show a progressbar during the synchronisation Inbox Microsoft Outlook i File Edit View Go Tools Actions W Synchronizing W Configure Favorite Folders A Inbox Screenshot 57 synchronisation plugin buttons You can schedule the synchronisation time by using the configure button When you start the first synchronisation it will begin first with your Global Address Book After the Global Address Book has been synchronised it will synchronise your Inbox The most recent emails will be synchronised first During the initial synchronisation you will not receive any new email Your new email will be retrieved after the first synchronisation is finished or after you restart Outlook d
39. agues that have access to your Contact folder 1 9 2 Detailed Contacts Since Zarafa 6 30 the Webaccess provides a detailed dialog for contacts 1 Go to the contacts section of the Webaccess 2 10 add a new contact click the New button in the top bar To edit an existing contact double click on a contact item General Kate Ee Mr saket patel Email Function Display Mame saket patel Company Webpage File az saket patel ae IM Address Phone hunker AMHMAvaN YN NY _y_ Additional Information Business J 2 91 0265 2791844 Home e 91 0265 2781338 Business Fall Mobile 91 9979951447 Addresses Business 7 Baroda Gujarat C Use this address for mailing Attachments Attachmenta Private C Screenshot 41 New Edit Contact 3 In the Contact window buttons are available instead of labels click on a button and the detailed dialog box for that particular field will appear 4 The detailed dialog boxes for Full Name Phone Number and Address are shown in Screenshots 42and 43 p 21 Name details Phone details Country Region Code 31 Tithe ka First klaas SETA CityiAreacode 15 Last Jansen Local number 123456 Suffix SI Extension V Show this again when name is incomplete or unclear Cancel w caa Screenshot 42 Name details dialog and Phone details dialog Address details Hooftstraat 695 Str
40. an address from this list by moving the selection to the address in question by either using the keyboard arrows or by placing the mouse over it without clicking and then pressing the Delete key The address is removed but when it is used again it will show up in the list once more send Gy F J 23 Options To ioh C BLL Subject johnwho zarata cam sjohnwhozarata com gt John Zarata john _zaratamzarata com Screenshot 9 Automatic suggestions 1 4 1 2 Set the sender address from field It is possible to set the FROM address of an email you are sending This field can be found above the TO field When no address has been selected the default address is used Create E Mail fisend A By p options o A ie Jane Doe lt janedoet zarafa com gt ee John Doe lt johndoe iconnectus comi Rrr Screenshot 10 Selecting a from address Please note that the FROM field is only displayed when FROM addresses have been set in the settings dialog which is located at the bottom right of the screen After opening Settings click on the Compose Mail tab p 8 From Email Addresses Set FROM email addresses Jane Doe lt janedoe zarafa com gt John Doe lt johndoet connectux com gt Screenshot 11 Adding From addresses Important note If the following bounce message is returned when sending an email not as yourself please contact your administrator You are not al
41. assen Ok Cancel Screenshot 54 Settings Signatures 1 13 1 Signatures If the option Always add signature to outgoing mail is enabled every email will have a signature at the end of the text body In the signature window multiple signatures can be created and or managed Use the following steps to create and use a signature 1 Click on edit signature in the compose mail tab The Signature window will appear screenshot 54 2 Click on the new button and enter a name for the signature in the pop up box and click on OK 3 Select the just created signature in the list and edit the signature in the text box below If the mail format is set to HTML Settings Compose Mail tab Compose mail in this format select HTML from the cascade menu HTML signatures can be used For example it is possible to create a signature with image and text Click on Save to save the signature p 27 Signatures Name am Signature for new messages TEST v 3 Signature for replies and forwards lt None gt v Remove New Save Rename B Z U d i EE ola allla Format Normal Font v Size 4 7 i c joa Stefano Barbieri Business Development Zee Zaraf n arata Outlook sharing and Webaccess Ok Cancel Screenshot 55 HTML signature 4 Different signatures can be used for new messages and for reply amp forward messages Choose i
42. can type a short description of the rule in the Rule name field You can later identify the rules by this name in the rules overview dialog Next you can enter the criteria for the rule You can choose to match an incoming message by the sender of the message a part of the subject the priority it has to whom it has been sent or if the message has been only sent to you You can also combine these criteria to get a better match for the rule you are creating All the criteria you fill in must be fulfilled in order for an email to be seen as matching the rule Please note that although it is possible to combine both the sent to and the sent only to me criteria it is possible that by doing so the rule will not work because they can contradict each other You can use the buttons behind the input fields to open the Address Book and select an email address AddiEdit rule Rule Rule name Messages from Michael With the following properties From field contains Michael Erkens lt michaelt zarata cam gt Subject contains Priority Sent to Contact or distributiontist Sent only to me Perform the following action Move to Developing Cc Copy to folder s Delete the message s Forward to 6l Screenshot 51 Add edit rules dialog Next you must define what to do with the matching message You can move or copy the message to an other folder you can delete the message directly or you
43. cheduling Subject sales meeting Location Delfy Label None v Start time 06 10 2008 Z 14 30 2 C Al Day Event End time 06 10 2008 Fe 15 00 0 __ Reminder 15 minutes Busy Status Busy v Attachments Screenshot 22 New appointment Private _ p 13 3 Insert a subject for the appointment and if necessary a location 4 Select a start and end time for the appointment 5 Optional enable the reminder option you ll get a reminder pop up before the appointment starts The time interval before the reminder and the appointment is adjustable in the field next to the reminder option When it is time for the reminder to pop up Webaccess should show a list of these reminders with an option to open the item dismiss the item dismiss all items and to snooze the reminder event by a given time Note You need to enable pop ups in your browser to get the reminder pop up Reminders 0 reminders are selected Subject Due in i work meeting 17 minutes overdue Dismiss All Open ltem Dismiss Click Snooze to be reminded again in 5 minutes X Snooze Screenshot 23 Reminder dialog 1 Via the button Invite Attendees you can send a meeting request to a colleague screenshot 24 You can add other attendees by adding their email addresses The email addresses need to be separated by a semicolon Via the To button you can select contacts from your Address Book
44. client will update your Free Busy information This update will occur some time after you created the appointment or the moment you close Outlook Other users will not directly see this change in their Free Busy overview When you create an appointment you may also invite other people If you add other users the overview will be updated to show the Free Busy times of the user making it easy for you to plan the new appointment To use the Free Busy times the Public Store on the Zarafa server must be available All the Free Busy times will be stored in an invisible folder in the Public Store If a user did not yet login with Outlook or Webaccess and did not create an item in the calendar the Free Busy times will not be available 2 3 10 Resources Everyone knows the problem you want to arrange a meeting with some customers but you first need to check at the reception if there is a meeting room available Since Zarafa version 5 20 the Resources feature is introduced Via the resource feature the availibility or scheduling of meeting rooms beamers cars or other limited objects in the company is made easy The resources work via the Outlook Freebusy Times amp meeting request feature Resources are by default available in all Outlook versions with the Zarafa 5 2x client or higher installed You can schedule a resource via the following steps 1 Create a new appointment in Outlook 2 Open the tab Scheduling p 39 E E a
45. cts Calendars settings Choice protocol provider 3 Enter the user credentials And touch Next Cancel Exchange Email john zustomer com Domain Username john Password eeeeceeceee Description john zustomer com p 55 Screenshot 93 User settings 4 The device will try to contact the server If the server is not equal to zustomer com in this case the connection will fail If the server is not configured for SSL connections the connection will fail too Iphone has SSL enabled by default 5 A new option field Server will popup Enter the correct server address or IP if necessary ill NLKPN gt 14 56 o Cancel Exchange Email john zustomer com Server zarafa zustomer com Domain Username john Password eececeececeeece Description john zustomer com Screenshot 94 Extra server field 6 If SSL not available The connection will fail Touch Save in order to keep the current account settings Go to the just made account and touch Account info and disable Use SSL all NLKPN gt 14 57 o john zustomer com Settings Email john zustomer com Server zarafa zustomer com Domain Username john This account may not be able to send or receive Password SSSSG880 emails Are you sure you want to save save Description john zustomer com Edit Use SSL lt disable gt Screenshot 95 Save settings and Account settings p 56
46. e gt 2 7 3 Categorise items and Sort by CaAt QOry cccccceececeseeceeeeeeseeceeeseeeeeeeeesseeess 2 8 Mail expiration Qalesan eeina E a EE hA aaa AEE EE 29 AdVanced CONTIOUN GUO siao anA Orani RANEA RAA AARAA Aa ii BAe PION SONOS aE A E EE E E EE E EE 2 9 2 Other CONNECTION SETLINGS cccccccsseeceeeeceeeeceseeceeeecseesaeeecseeeseesseeeseeeessaeess 2 10 Pu DIC wei 8 8 ial r 1 0 0 lt gt eee eee ee eee eee eee eee 3 ZAA WAP ANG POP 3 vivedeueestiasenensacauastensinee nt udernusionectiiiedduuebinataunbtsdaseleekdheirhiiedadadkamsensads SL CHEMIE CODIO NATION inen E E E A E aatetncsttate E EE Selick MOZNA TUNG OIDI eee E EE RLL WGO MAar EEE E EEE EEE O A As is gt Gy ANB ANY Ar a old IC aiee S een ee ee eee Vo MACOSX or e 9 ess nee nen eee ene E E ee ere A 2 SUNDA CHENT GUIDO vi ccccnicccsiecscccessveceasenessecsevescudessseciseeensceesanceiceventxenddavcceees ossia 43 Evolution Cent COMIGUI ANOM x4cetcsserceescceadiseseesesasdvaose nar a e a EE 5 MODIG CHENS essensen annann OENE EAEE EENAA IRRE ER ENAERE AA NERSE E REKAO ERENS SL ZU SIAN UOC IOo E E EE E E eect 52 Setn p your MODIC CC VIC Css sh scsctesececacuecatenndateaiadewsessaien css enceeneicoadseun seeducesscncsans 5 2 1 ActiveSync based CONFIQUIATION ccccccecceseeecseeeeeeeecaeeeeaeeeeaeeeseeeesaeeeseeeeseees 5 2 2 Iphone based CONPIQUIATION ccccccceceececeeeeceeeceeseecseeceeeeceaeesseeesageseesaeesaees
47. e server manual how to configure the Send As permissions S Untitled Message Rich Text File Edit Insert Format Tools Actions Help Send G Previous e i Eg ba 1 pY amp 4 Options 4 a az g Arial nee AlB z u E p From Ecc Field To E Options 7 EEA Subject Screenshot 73 Show FROM field in new email Before version 6 20 a user could enable send on behalf of permissions This meant letting a user send an email on behalf of another user from inside the inbox of the other user You could always see who p 44 sent the email For example Pete enters the inbox of info and sends an email as the non active user info you would see pete example com on behalf of info example com Since 6 20 it is possible to send emails as other users without the on behalf of part Due to security reasons the new send as permission is only configurable by the administrator on the server side This setting can always be overruled by the user itself and the old on behalf of permission can still be set by the user Note If the following bounce message is returned when sending an email not as yourself please contact your administrator You are not allowed to send as the given user Due to the introduction of the Send As permissions in Zarafa 6 20 the previous abilities to send on behalf of are reset when updating to this version an administrator or the user who wan
48. eaaea Een EE EEaren a ONTSA sarai 16 1 7 1 Adding a user to the time line cccccccccesceceeeceeseeeeeeceeeeceeeeseesesseesaeesseeeaess 17 1 7 2 Deleting a user from the time line e nnnennnennenneennnrrenrnnsrnnnrrenrernrrerenrererrsrenrne 17 1 7 3 Loading a group of users to the time liN 0 cece cecceceeeceeeeeaeeeeeeeeeeeaeenees 18 TrA Eaa roD OO ern E E 18 1 7 9 NOACCESS MESSAGE isrener niee RIE EEEE NNSA E EREDE R IEEE Rir REEERE RERNA 18 1 7 6 All attendees Free busy DaM cccccccsscccesecceseeceeecesseeceeeceeeceeseesaueseeseesaensass 18 1 7 7 Create or delete AN APPOINTMENL cccccccseeeceseeceeeeceseeceeeeseseeseeeseaseeeeeesaes 19 di 723 Dragging AP POMMIMOIMS 2iicccn here eisiutin a a A a 19 EES Changing ZOOMEV o kecsesen a E ae E TE 19 1 7 10 Changing number of displayed AayS ccccecccseccceeeceeeeeeeeeseeseseeeeseeeeeeeness 19 M7 AT BOWS e ime peno necrinsesnon ae aeai 20 POTOK oere E EEN 20 TI CONTACTS eresia O E E A 20 EOL Create NeW COMAC iach arinen E EN 21 LIZ Detaled COMAC A TRAT 21 1 10 SDISTHIOUMOMN SUS cusan a a EA 23 1 10 1 Creating NeW CIStrIDUTION IISTS ccccccccceseeceeeceseeceeeseeceeeaeeceeseeeaeeseeseeeaees 23 11 PUDIGROIOGr Favourites aorin r een 24 tI RUC e E a a E S 24 PL 1 a8 na NE a E Ea 26 VAS De SIAtUTE Sues E E EN EEE 27 KIA FreD EXGISIONS anrop a r aaa becuase daaeteeheenanie 28 1 14 1 Zarafa Attachment Drag and Drop Ex
49. eet City Delft State Province Zuid Holland ZIPiPostal code 2524HT Country Region Netherlands 7 Show this again when address is incomplete or unclear r m Screenshot 43 Address details dialog 5 In the name and address dialogs a check box is provided in order to give the possibility to have the dialog automatically shown if the name or address should be incomplete or not clear 6 There are three types of address fields Home Business Other To change between these addresses use the cascade menu that appears when clicking on the small arrow situated beside the address field Addresses Home iz Home Use this address SuSiness for mailing Other Screenshot 44 Cascade menu to choose the address type 7 In this menu a tick is shown beside the type of address that contains information this way it is possible to know which addresses have already been entered 8 Different types of phone fields are now available in Webaccess To change the phone type use the cascade menu that appears by clicking on the small arrow near the phone number field Screenshot 45 Also in this menu a tick is shown beside the type of phone that contains information p 22 oua Assistant Name Business Business 2 Function Business Fax Company Callback File as Y Car Phone numbers i ompany Busness JE 223 H ee E Sija Benes Fax _ ome C Mobi Home Fa ISDN Addresses sre
50. ences gt Preferred Applications 6 In mail reader change to custom and specify the path of mailto sh file path would be home lt USER gt mailto sh s 1 15 4 Adding Zarafa WebAccess as mailto handler in Firefox When clicking an URL of an email address a mailto address in Firefox it will try to open a mail client for you Firefox has a list of possible mail client to use with the possibility to pick a default To use the Zarafa WebAccess to handle mailto URLs in Firefox follow the these steps 1 Type about config in the address bar and press Enter Ignore the warranty warning p 31 2 Put gecko handlerservice in the filter box 3 Double click gecko handlerServiceAllowRegisterFromDifferentHost This will change its value from false to true 4 Paste this code in the address bar while replacing https URL TO YOUR ZARAFA WEBACCESS with the URL you use to access your installation of the Zarafa WebAccess usually the url you use to get to the login screen of the WebAccess then press Enter javascript window navigator registerProtocolHandler mailto https URL TO YOUR ZARAFA WEBACCESS amp ur1l s Zarafa WebAccess 5 Below the address bar a message asking if you want to add the Zarafa WebAccess as an application to handle mailto links Click the Add Application button 6 Next time you click a mailto link a screen will appear that lets you choose an appropriate application Select the
51. erver field Optionally choose HTTPS connections where available Fill in the logon data of the user in the Username and Password fields Click Ok The personal folders of this user and the public folders will appear as store in Outlook after adding the server in this way p 33 eClick on Finish to finalise the profile 3 Start Outlook Start Outlook and make sure the added profile is being used This can be set in Control panel gt Mail gt Profiles on the bottom of the dialog window The private mailbox of the entered user and the public folder will appear as a store in Outlook 2 2 Outlook connection type By default Outlook has an ongoing connection to the Zarafa server and does not store the folders and items on the local hard drive With the introduction of Zarafa 6 00 you have the ability to synchronise all your private Outlook data to your local hard drive so you can easily access your email agenda and contacts if you do not have an internet connection The following three options are available for the connection to the server 2 2 1 Online The Online type works the same as in the previous versions of Zarafa When you have a network connection to the server you can start your Outlook When the network connection is not available you cannot access your email agenda and contacts 2 2 2 Detect at startup With the Autodetect Offline Online type Outlook checks at startup if the server can be reached W
52. hen Outlook has a connection to the Zarafa server all your items will be synchronised to your offline storage When your network connection is lost Outlook will not automatically switch to its offline storage You need to restart Outlook to switch to your offline storage When you start Outlook and there is not a network connection available Outlook produces a pop up that asks if you want to work offline 2 2 3 Cached Zarafa Mode The third type of connection is Cached Zarafa Mode This type similar to the caching mode of MS Exchange If you select this type you will always work on your offline storage When there is a network connection available all your items will be synchronised to your offline storage The first time you configure your Outlook profile it is necessary to have a connection to your Zarafa server After your profile is created and you start Outlook all your folders and items will be synchronised 2 2 4 What is the best connection type to choose Type of user Zarafa profile type User that always works on the same fixed PC in the office Online User that uses roaming profiles and logs in on different fixed PC s Online in the office User that works with a fixed PC remote from a sub department Cached Zarafa Mode over a small bandwidth internet connection User with a laptop that is inside the office most of the time Detect at startup User with a laptop that is always out of the office Cached Zarafa Mode
53. hting marks the folder where the message will be placed when releasing the button TO move multiple items first select all the items you can only move items that are currently visible To select a range of items click on the first item and then press and hold the shift button on the keyboard Before releasing the shift button use the mouse to click on the last item in the range that needs to be moved All items between the two items clicked on will become highlighted With items that are not consecutive hold down the control lt Ctrl gt button on the keyboard while clicking on each item To drag and drop these items release the control button place the mouse cursor on one of the selected messages and Drag amp Drop them into the designated folder p 11 ltems can also be moved by clicking on the copy move button as displayed in screenshot 17 1 4 3 3 Copy email To copy an item the Drag amp Drop feature can not be used it does not duplicate them Use the copy move button See the section above about moving multiple items for an explanation concerning how to select multiple items P Zara Wedaccess LojMew z bad ae aulReply Reply All Forward All folders From Screenshot 17 Copy Move button 1 4 3 4 Change email view ej New X J amp Reply a Reply All gl Forward Folder list Sort Ascending 5 d Sort Descending All folders a gS Inbox Alexander Test
54. ill decide whether he is going to agree or not p 15 1 6 Multiple calendar views The webaccess calendar has five different views eDay view Workweek view eWeek view e7 day view like the Workweek view but with 7 days Month view Views can be switched via the four buttons in the top bar of the webaccess New W US E Today E Day 5 Workweek 7 Week Gi Month Date picker Calendar 4 December 7006 wk 50 Mon 11 Dec Tue 12 Dec Mon Tue Wed Thu Fri 4 5 6 T 41 412 1 14 1 amp 19 20 21 ao 26 3 26 Developers meeting The Hague Folder list All folders amp inbox Alex Test ee Calendar eS Contacts J Deleted items 5 g Drafts 5S inbox 2 Screenshot 29 Calendar view Lunch with CEO To switch the view to another day week month you can use the date picker which is at the top right of the screen with arrows on both sides 1 6 1 Move delete appointment 1 6 1 1 Move appointment You can move an appointment to another time date by selecting the item and moving it to the correct date via Drag amp Drop If the new date is not in your view you can open the appointment either by double clicking on it or by right clicking on it and choosing the Open option and then select a new date 1 6 1 2 Delete appointment You can delete an appointment via the delete button in the right mouse button menu or via the Delete button in the top bar of the webaccess 1 7 Multi User Calendar
55. is is the same as your Outlook Web Access server address C This server requires an encrypted 55L connection Cancel Eg Next Screenshot 89 Server address 3 Specify your username and password you must specify a domain but it is not used within Z Push so you can specify simply domain or some other random text Select save password if you wish to automatically sync i a ActiveSync ang Til m Edit Server Settings User name Liser Password ae ok eo Domain Save password required For automatic sync l Back Eg Next Screenshot 90 Account details 4 Select which items must be synchronised p 54 I a ActiveSync er Tye Edit Server Settings amp Choose the data you want to synchronize Ez Contacts Calendar hl E mail Tasks Settings Back Ea Finish Screenshot 91 Synchronise options 5 Press Finish and start synchronising by pressing Sync 5 2 2 Iphone based configuration The following steps are applicable for the Iphone 1 Open Settings and touch Mail Contacts Calendars 2 Touch Add Account and touch Microsoft Exchange all NLKPN gt 14 54 o lilNLKPN 15 15 O Accounts GMail Mail mobileme Mail o Show 100 Recent Messages gt Preview 3 Lines gt YAHOO MAIL Minimum Font Size iia gt AO L gt ShowTo CcLabel EJW l Ask Before Deleting on E E Other Screenshot 92 Mail Conta
56. is message as plain text faxs0031123456 O but contains no formatting Screenshot 71 New fax item Note In order to have a fax available an administrator needs to install or set things in order on the server An administrator can find some additional information here http zarafa com wiki index php Fax_server_integration 2 6 Delegation Since Zarafa 6 20 two kinds of delegation are available Send on Behalf permissions if a user grants the appropriate permission to another user the latter can send items on behalf of the other user In this case an email or meeting request will be sent with the following From field lt delegate gt on behalf of lt user gt The option to add delegates is available in the Options menu of Outlook Options Preferences Mail Setup Mail Format Spelling Security Other Zarafa Delegates Delegates can send teme on your behalf To grant permission to others to access your folders without also giving them send on behall of privileges go to properties for each folder and change the options on the Permissions tab Add Remove Permissions Screenshot 72 Zarafa delegates Send As permissions if the system administrator gives the rights to user B to send as user A the receiver of an email will not see that user B sent an email The receiver will only see user A in the From field See th
57. lowed to send as the given user Since Zarafa 6 20 two kinds of delegation are available Send on Behalf permissions if a user grants the appropriate permission to another user the latter can send items on behalf of the other user In this case an email or meeting request will be sent with the following From field lt delegate gt on behalf of lt user gt Send As permissions if the system administrator gives the rights to user B to send as user A the receiver of an email will not see that user B sent an email The receiver will only see user A in the From field Before version 6 20 a user could enable send on behalf of permissions This meant letting a user send an email on behalf of another user from inside the inbox of the other user You could always see who sent the email For example Pete enters the inbox of info and sends an email as the non active user info you would see pete example com on behalf of info example com Since 6 20 it is possible to send emails as other users without the on behalf of part Due to security reasons the new send as permission is only configurable by the administrator on the server side This setting can always be overruled by the user itself and the old on behalf of permission can still be set by the user See chapter 2 6 how to set the user based on behalf of delegation and or overruling of the admin based send as delegation Keep in mind that delegation always ove
58. ls Web Client Protocols mailto web web web p 29 HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client Protocols mailto shell open command rund1132 exe url dll FileProtocolHandler http lt SERVER gt lt USER gt mailto index php action mailto amp to L HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client shell HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client shell open Zarafa Web Client HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Web Client shell open command rund1132 exe url dll FileProtocolHandler http lt SERVER gt lt USER gt mailto index php actilon mailto amp to 1L HKEY_LOCAL_MACHINE Software Classes mailto EditFlags hex 02 00 00 00 URL Protocol URL MailTo Protocol HKEY_LOCAL_MACHINE Software Classes mailto DefaultIcon windir zarafa ico HKEY_LOCAL_MACHINE Software Classes mailto shell HKEY_LOCAL_MACHINE Software Classes mailto shell open HKEY_LOCAL_MACHINE Software Classes mailto shell open command rund1132 exe url dll FileProtocolHandler http lt SERVER gt lt USER gt mailto index php action mailto amp to 1L In windows for current user only Windows Registry Editor Version 5 00 HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client Zarafa Web Client HKEY_CURRENT_USER SOFTWARE Clients Mail Zarafa Web Client DefaultiIcon windir zarafa ico HKEY_CURRENT_USER SO
59. ly i Reply Al gg Forward 2A Search Folder list Inbox All folders eae Search Subject or Sender gt tor startrek Search Clear 5 amp inbox M Erkens ErkNet ni t AIA From Subject Received 2 Calendar STARTREK COM TNG at 20 Star Trek convention news Doohan memorial and mor Tue 05 01 07 20 04 17 59kb vE Contacts Q STARTREK COM Movie news new column and iTunes all on STARTREK COM Tue 03 27 07 17 17 05 47kb T ce Deleted tems Q STARTREK COM STAR TREK XI The Latest News Fri 03 02 07 17 05 16 48kb 7 Q STARTREK COM Star Trek Recommends Save 10 on Everything in the Store Tue 02 20 07 16 31 22 94kb T Q STARTREK COM Star Trek on iTunes Remastered news and more Tue 02 06 07 18 18 31 60kb za Q STARTREK COM Star Trek Recommends Save 10 Tue 01 23 07 22 12 20 91kb T Junk E mail oO Notes 2 Outbox 23 Sent tems D Tasks Screenshot 21 Search results When you are finished searching you can press the Clear button red circle icon to return to the normal view with all your messages When you want to remove the search bar you can click on the Search button in the top menu bar 1 5 Calendar usage 1 5 1 Create new appointment with invitations and free busy status 1 Select the folder Calendar 2 Select the button New to create a new appointment You will see a new appointment window Appointment Save Recurrence invite Attendees J Appointment S
60. mailto shell open command rund1132 exe url dll FileProtocolHandler http lt SERVER gt lt USER gt mailto index php action mailto amp to 1L 1 15 2 1 Installing the reg file 1 Open registry file in notepad then remove this line 2 http lt SERVER gt lt USER gt mailto and put your zarafa server s path there 3 install registry file supplied for current user or for all users of system 4 In outlook 2003 2007 go to Tools Options Other uncheck Make outlook the default program for Email Contacts amp Calendar 5 Also open run command and type windir it will open your default windows folder 6 copy and paste zarafa ico in that folder The icon can be found on the server in the following place webaccess client layout img favicon ico 1 15 3 Example in Linux 1 Make a new script file mailto sh 2 Put the following lines in the file bin bash ADDRESS echo 1 cut f 2 d Logs this to syslog just helps to make sure it is working properly logger Opening Zarafa mail client addressed to ADDRESS firefox http lt SERVER gt lt USER gt mailto index php action mailto amp to ADDRESS 3 Replace http lt SERVER gt lt USER gt mailto with your your server s path 4 Save the file in home yourusername then chmod uog rwx mailto sh the file from a console 5 Now type gnome default applications properties on a console or go to System gt Preferences gt More Prefer
61. micolon 6 In the Address Book you will see the internal users by default unless you have selected otherwise in Settings By using the Show names from the drop down menu you can choose to view contacts from one of your personal contacts folders or a Public contact folder You can also quick search a folder by using the search field in the top left of the window p Address Book Type Hame Show names from the ta Global Address Book Global Address Book Contacts Alejandrogiunitt ztest nl aA B File as Display Mame ica Alejandra Alejandra Test g Alex Alex Test Alextiunit ztest nl g Alexander Alexander Test Alexanderuniti ztest nl J g Angel Angel Test Angelunitt ztest nl g Blake Blake Test Blaketuniti ztest nl g Caleb Caleb Test Calebmiunitt ztest nl g Carlos Carlos Test CarlosGiunitt ztest nl BEE x Screenshot 8 Address Book Note Since 6 30 0 it is possible to add company wide defined addresslists in the Address Book Read the Server manual for more details regarding addresslists 1 4 1 1 Automatic email address suggestion When typing an email address or contact information in the TO CC or BCC fields the system automatically gives you suggestions based on your input These suggestions are listed below and you can select a suggestion by using the mouse or keyboard The suggestions are based on email addresses and contact information that have been used recently It is possible to delete
62. n the drop down menu in the right of the window which signature is preferred 5 Click on OK at the bottom to close the window and to confirm the new signature settings 1 14 Firefox Extensions Two Firefox extensions are available for download on the Zarafa website 1 14 1 Zarafa Attachment Drag and Drop Extension By installing this plug in it is possible to Drag amp Drop files on a new mail in order to attach them It is possible to drag amp drop a single file or a selection of multiple files 1 14 2 Zarafa New Mail Notification Extension The zarafa mail checker extension allows the users to check their Zarafa Inbox without opening the Webaccess or Outlook A Zarafa icon will be present on the bottom rightmost corner of the Firefox browser and will inform the users about incoming mail 2 54 A double click on the icon will redirect the user directly to the webaccess 1 14 2 1 Settings With a right click on the Zarafa icon the extension s settings are accessible Screenshot 56 p 28 Options dod A Fs Main Tabs Content Applications Privacy Security Advanced Zarafa Basic settings Active URL http delft connectux com webaccess Username stefano Advanced Settings C Automaticly logon to the WebAccess Open WebAccess in A new Tab Check interval 5 minutes v Display alertbox when receiving new mail Cookie ZARAFA _FIREFOX_EXT Screenshot 56 Zarafa Mail checker extension settings elt is
63. of the window 5 You can also add a note to the distribution list on the Notes tab page 1 11 Public Folder Favourites To have a useful shortcut to the most used public folders use the Favourite folder that can be found under the public folders tree In order to add a folder to the Favourite folder right click on a public folder and select Add to favourite folder The Add to Favourite Folder window will appear Screenshot 48 Fill in a name for the favourite folder by default the same name will be given to the folder By default only the selected folder will be inserted in the favourite folder without subfolders It is necessary to specify otherwise Add to favorite folder Mozilla Sele A http unit1 ztest nl webaccess index php load _7 Add to favorite folder Public folder name Favorite folder name To Do Add subfolders of this folder Add immediate subfolders only gt Add all subfolders Care jo 548 Screenshot 48 Add to favorite folder window 1 12 Rules When you want Webaccess to automatically organize your email as it arrives you can use the Rules feature With this function you can set up server side rules to move copy incoming messages to other folders send the incoming message to an other person or directly delete the incoming message To create and edit rules you must first open the Rules dialog by clicking on the Rules button in the menu bar
64. own items The user can only delete their own items Create subfolders The user can create subfolders Folder visible The user can view the folder Folder permissions The user can change permissions on the folder Table 2 explanation of permissions If there are no check boxes selected for a user then denying permissions are in effect and the user can not access the folder By default a user only has read write permissions on their own folders and is able to create folders in the Public Folders The owner is saved with every item This way depending on the set permissions a user is only allowed to delete their own items and not items belonging to other users The owner of the mail box can always edit or delete all items in his her mail box regardless of the owner of the items It is possible to give administrative rights to users after which they have access to the entire Zarafa system These administrators have the ability to change the permissions on public folders and the folders of each user on the system Also every folder or item can be opened by an administrator Note changed since 5 10 All Access Control Lists ACL s on a folder are added together for the user The rights that are given to groups are thus added to grant the user all the rights they may receive through these groups This will give the user the maximum combination of access rights that have been configured for the user and for the groups the user is a membe
65. pen shared folders You can open a single folder for example the calendar folder or you can open the complete folder list of a specific user The opened folders are stored in your Webaccess profile so the next time you login to Webaccess the opened folders are still available To close an opened folder you can use the Close store option in the right mouse button menu 1 4 Email 1 4 1 Send new email 1 Select the button New in the left corner You will the see the new email window Create E Mail Jml B 9 Gy t 23 Options nietzarata com klaastzarata com BCC Subject canceling appointment B Z U abe x i IZ z u a lEs zaj 0 gt Format Normal gt Fort Size i i 4 w oS Dear Piet Screenshot 7 Create email 2 You can add attachments to the email by selecting the Attachment button or the Paperclip icon 3 You can save the email by selecting the Floppy disk icon After you have saved the email it is stored in the Drafts folder 4 To set a flag that marks the email as important or high priority click on the exclamation mark Icon 5 To add a recipient you can either add their email address in the TO CC or BCC field manually or you can select a person from the Address Book To access the Address Book click on the TO CC or BCC button Note When more than one recipient is added you need to separate the email addresses with a se
66. permissions on folders eIn a Cached Mode profile the button Open other user s folder is disabled eAt the moment you can only open shared mailboxes and calendars via the button Open shared folders or via the button Open a shared calendar in the calendar section of Outlook eYou can not open the Public Folder after being offline the session is not available on the server To open the Public Folder again it is necessary to restart your Outlook to setup a new session 2 3 4 The creation of a public folder By default every user is able to create folders and items in the Public folders However the permissions on these new items are set so that a new folder can only be read by other users To enable others to write to the folder you must set the correct permissions for example allow writing and deleting by the group Everyone See Sharing of folders 2 3 5 Sharing of folders setting permissions The permission structure has been built with flexibility in mind It is possible to set permissions per folder Every folder inherits the permissions of the folder it is located in Every item inherits the permissions of the folder it is contained in Before a folder can be added and viewed by other users the permissions have to be set correctly To accomplish this right click on a folder and choose Properties General Home Page AutoArchive Permissions Name Permission Level All Mail Folders b Noah
67. possible to activate or deactivate the plugin elt is necessary to fill in the url of the Webaccess and the username The advanced settings allow the user to personalise the plug in by changing the time interval for mail check and enabling disabling the notification for new mail It is also possible to specify where the Webaccess must be opened when double clicking on the Zarafa icon and enable disable the automatic login to the Webaccess 1 15 Advanced Webaccess options 1 15 1 Webaccess as default mail client Since Zarafa version 6 20 it is possible to set Webaccess as the default email client Below are three examples to set Webaccess as the email client to use when a user clicks on a link containing mailto 1 15 2 Examples Windows In Windows for all users Windows Registry Editor Version 5 00 HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Zarafa Web Client HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa windir zarafa ico HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa URL Protocol HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Client Protocols mailto DefaultiIcon windir zarafa ico HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Client Protocols mailto shell HKEY_LOCAL_MACHINE SOFTWARE Clients Mail Zarafa Client Protocols mailto shell open Web Client Web Client DefaultiIcon Web Client Protoco
68. r of 2 3 6 Adding or opening folders shared by other users To add shared folders of other users and to be able to write to or read from it the following steps should be executed Click in Outlook on File and Open Shared Folders Edit Go Tools Wien Actions Mew Open Open Shared Folders k tion Close All Items Folder Data File Management Screenshot 60 File menu Choose in the dialog window the user and the type of folder to be opened then click OK x Username Faldertype O Cancel Screenshot 61 User and folder selection p 37 If you choose Inbox permanent then not only a folder be opened but an extra mail box will be added in the folder list of Outlook This folder will appear in a separate Outlook window with the folders described as temporary It is only possible to read or write to this folder after the owner has given the rights to do so See the previous paragraph about setting permissions 2 3 7 Adding and removing stores of other Zarafa users In order to delete mail boxes also called stores which were added to the list of mail boxes in the folder list of Outlook the user must do the following 1 Click with the right mouse button on a mail box All Folders Open in New Window L3 Inbo Advanced Find ia Jouri a ale Junk ta Note Ca New Folder 3 Outh Add to Favorite Folders Proce
69. right mouse button menu Via the red cross button in the top bar of the webaccess 1 4 3 2 Move email To move a single item use the Drag amp Drop feature Place the mouse cursor over the item to be moved click and hold the left mouse button Continue to hold the button down while moving the mouse cursor until it is over the folder the message needs to be placed A zaraa wobaccess ajnew X 25 amp Reply i Reply Al gg Forward Folder list All folders G amp From Subject E Inbox M Erkens Speurders nl innen bij speurders nl E Calendar 2 Luca Gibelli Clamayv announce announcing ClamA F Contacts Speurde 2 J Erkens Annen bil sne Evy q Loan reminder Ts Jan Schneider fannounce Torba AS 2 1 3 Cfinaly g Drafts Q info interexpo nl aanmelding mailing Interexpo Inbox 2 wincmd list delete ghisler co Total Commander 7 beta and 6 55a relea 3 Journal 2 Slackware Security Team slackware security screen SSA 2006 Junk E mail 68 2 Slackware Security Team slackyare security php SSA4 2006 307 oD Notes G Jan Schneider announce Nag H3 2 1 2 final gt gt Outbox Q Jan Schneider announce Mnemo H3 2 1 1 final gt gt Sent Items Q Novell Patch Notification 03 NOY 2006 Novell Customer Center 6 Screenshot 16 Moving email Notice that the folder names under the mouse cursor are highlighted while moving This highlig
70. rrules impersonation A user can always choose not to let another user impersonate as himself 1 4 1 3 Saving an email to drafts Saving an email is possible by selecting the Floppy disk icon After saving the email it is stored in the Drafts folder Another option is to automatically save an unsent email This option is available under the compose mail tab in the settings window To do this check the option Autosave unsent every X minutes The number of minutes that Webaccess will routinely automatically save the email in the drafts folder can be entered too This is only applicable when the email isn t sent yet 1 4 2 Inline images Zarafa 6 30 has the ability to add inline images in mail messages To add an inline image click on Attachments and select an image If the HTML format is being used See Compose mail in this format in Settings Compose mail tab the inline image functionality is enabled A light blue cross icon will appear beside the attachment Screenshot 12 Click on the icon to insert the image in the body mail Screenshot 13 The inline image will be positioned in the last cursor position p 9 Create E Mail Inline image j La Water ties jag 582kb gt Format Normal Subject Inline image Attachments E iao 2 Z E a gt Format Normal Font Size B Z
71. rted up to 10 5 6 4 1 MAC OSX ical client 1 You need to be running the Mac OS X 10 5 Leopard release for a version of iCal supporting CALDAV 2 Start ical 3 Go gt Applications gt ical 4 Click iCal from menu and select Preferences About iCal Preferences Services p E Hide iCal H Hide Others 3H Show All Quit iCal Screenshot 81 iCal dropdown menu 5 Click on to create new account 080 Accounts K pa nre R il p i gr am F Description UserX Accounts Password sssssees F Server Options Username Userx Account URL http zarafaserver 8080 caldaw C Use Kerberos v5 for authentication Cancel RD p 50 Screenshot 82 Account details 6 Fill in the details Add server address as http Zarafaserver 8080 caldav 7 Click on Add to retrieve the calendars of the user Accounts Account Information Server Settings Delegation LL UserX Ser Username UserX Description Password sessees Full Name Calendar Suyi Guo Refresh calendars Every 15 minutes oF Availability Availability is not supported on the server for this account Screenshot 83 Account created 4 2 Sunbird Client Guide 1 Start Sunbird client 2 Click on File in the menu bar and select New Calendar 3 Select option on the Network Click Next Create New Calendar Create a new calerisar Locate your calendar Yo
72. selected 2 3 10 1 Tips and tricks When you plan an all day event make sure the appointment is booked as busy or out of the office By default all days events are set as free and not visible in the freebusy times p 40 2 3 11 Out of Office Assistant If you click in the menu of Outlook on Tools you will find the Out of Office Assistant In this dialog you can set your auto respond message The first time you restart Outlook it will assume you have returned and will produce a pop up asking if you want to disable the auto respond message again This message is the same as the one you can set with the Webaccess 2 3 12 Rules Select your Inbox folder and click in the menu of Outlook on Too s and select Rules and Alerts Here you will be able to create rules which are processed on the server when a new email arrives Rules Wizard X Which condition s do you wank to check Step 1 Select condition s with specific words in the subject From people or distribution list through the specified account sent only to me where my name is in the To box marked as importance marked as sensitivity Flagged for action where my name is in the Cc box where my name is in the To or Cc box where my name is not in the To box sent to people or distribution list gt Step 2 Edit the rule description click an underlined value Apply this rule after the message arrives with SFAM in the
73. ss All Marked Headers Process Marked Headers Open Outlook Data Eile F Properties for Inbox Robbert Monna Screenshot 62 Folder Properties selection 2 Select Properties Then click Advanced Select the tab Advanced in the Zarafa server dialog window farafa Outlook Sharing General Advanced Mailbox Inbox Brian Joseph Remove Annuleren Screenshot 63 Zarafa server dialog 3 Click Remove to remove or Add to add a mail box After clicking Add select a user to add his her store and let the store appear in the folder list of Outlook 2 3 8 Restoring deleted items Because Zarafa uses a so called Soft Delete system items you remove from your view in Outlook can still be restored You can open this view by selecting Tools gt Recover Deleted Items p 38 5 x Recover Deleted Items Delete fe eee e Folders Deleted On From Received Screenshot 64 Recovering deleted items Select the items you want to recover and click on the Restore button to restore the items to the folder they were deleted from Most items will be restored to the Deleted Items folder If you select Delete the items will be truly removed from the server and you will not be able to recover these items The server has a lifetime on these items so after a set period of time the items will be removed 2 3 9 Free Busy updates When you create new appointments in your calendar the Zarafa
74. ssion is not wanted This option is on by default eServer connection timeout Depending on the quality of your connection it is possible to change the timeout to the zarafa server Default is 30 seconds 2 10 Public Folder favourites To have a useful shortcut to the most used public folders use the Favourite folder that can be found under the public folders tree In order to add a folder to the Favourite folder right click on a public folder and select Add to Zarafa favourite folder In outlook 2007 the Add to Favourites window will appear screenshot 78 In Outlook 2000 2003 the shortcut will be added directly in the favourites folder By default only the selected folder will be inserted in the favourite folder without subfolders It is necessary to specify otherwise r Add to favorites Public folder name Very Important Favorite folder name Very Important Subfolders Add subfolders of this folder Add immediate subfolders only Add all subfolders Screenshot 78 Add to favorites window Office 2007 p 4 3 Zarafa IMAP and POP3 3 1 Client configuration Every client supporting IMAP4 or POP3 should be able to connect to Zarafa via the Zarafa IMAP amp POP3 gateway For sending mail clients will use SMTP The smtp server can be the same as the Zarafa server or the smtp server of the internet provider Some servers need SMTP authentication SMTP username and password are not related to the Zarafa
75. t Live op 18 juni Thu 05 03 07 16 08 25 118kb Deleted tems AK JE 7 m FTE re TechNet Flash Windows Server Longhorn Beta 3 ls Here Thu 05 03 07 06 41 11 322kb a Dratts administratie hostingpower r Betaling ontvangen Wed 05 02 07 17 48 08 Skb Vv Inbox Q The VMware Team VMworld Save the Date September 11 13 Wed 0502 07 10 15 05 v tal ia STARTREK COM TNG at 20 Star Trek convention news Doohan memorial and mor Tue 05 01 07 20 04 17 59kb 7 E Junk E mail gt service bigdennis com Koninginnedag en BigDennis com viert mee Sat 04 28 07 14 10 04 7kb Notes Q e Michael Erkens Login Fri 04 27 07 08 31 26 54kb v 2 Outbox Q Speurders nl Dit wil jij toch ook Thu 04 26 07 11 46 33 18kb Vv D Sert tems Q Inmac Nieuw TOMTOM One XL Wed 04 25 07 13 43 51 19kb TASKS Microsoft Microsoft MSDN nieuwsbriet Wed 04 25 07 12 53 34 95kb 7 2 Trash ihanaa IT EA Niaaneuied an all letal Vaan euictamel Tin MAMA AF 44 47 fale kg E Screenshot 20 Searching options Here you can type your search query and choose where you want to search For example if you remember part of the subject of the message you are looking for you can select Subject from the pull down menu You can then click on the Search button binoculars icon or press the enter button on the keyboard and the mail list will be updated so that it only shows messages with your search words in the subject screenshot 20 A Zaf Wedaccess ee ajNew Xe 25 ep i Rep
76. t every Linux system All mails are stored in specific directories on the server Vcard Implementation used to synchronize vCard files with contacts on the PDA 5 2 Setting up your mobile device It is simply a case of adding an exchange server to your activesync server list by specifying the IP address of the Z Push apache server disabling SSL unless you have already setup SSL on your Apache server setting the correct username amp password the domain is ignored you can simply specify domain or some other random string and then going through the standard activesync settings Once you have setup your mobile device you should be able to synchronise your device simply by clicking the Sync button in ActiveSync 5 2 1 Activesync based configuration The following steps are made for the PocketPC though still applicable for WM 5 6 or mail for Exchange 1 Open ActiveSync and select set up your device to sync with it p 53 er TE X i ActiveSync To sync with a desktop computer install Activesync on your computer and then connect this device If your company supports syncing directly with its Exchange Server you can set up your device to sync with it Learn more about synchronizing with a Server Sync Ea Menu Screenshot 88 Activesync introduction 2 Type your server address without http or other URL parts i ActiveSync Edit Server Settings g Server address myserver domain com Note Th
77. tension ssn ssnnsersrnrerrerresrerrsrrrrnreern 28 1 14 2 Zarafa New Mail Notification EXtensSion esnnsennsenesrneennsrrnrnrrersrrererrersrreree 28 1142 E Seting Sixieinccoysta cece atxts E eae 28 1 15 Advanced Webaccess OPUON Seesen aie ara Ennai 29 1 15 1 Webaccess as default mail CleENT 0c ccc ccececseeeceseeceeecesseecseesaeeceesaesaeesans 29 1 15 2 Examples WINGOWSG cccccccccssceceeecessecceeeceseeceaeeceeeecageesaueesssesauesensaesaeesass 29 LA5241 Installing the reg we wceeis ered eotechean NAE 31 ds br oC EXAME Cee es ae en Te hts ene on ee ee oe ree ery eee er ee 31 2 Zara QUUOOK CIEN sses testandce asa ewn acaitinde ak ele yuri stead E SEE 32 2 4 instalation of the QuuOOK CHEM i sscccdestccchserntiet Aoitendadecaaiteneteend i Raodiiaeedeeees 32 2 2 QUUOOK CONNECCION YPE nesa 33 PeO veneer em ee see er cee a e er ee en ore ne E eee 33 212 2 Ole Clial SIAM esap e Ea E 34 223 Cached Zarata MOU uiraa na veh tandec vbw T e taane 34 2 2 4 What is the best connection type to choose e reenrennererrrrrrrsrerrsrrrrererrnne 34 2 9 WSING Ine zarafa OUtIQOK CIENT osien aa rA 34 PaO WOKING OMNE msaren e R A EEN 34 2 3 2 Sending email during offline USC cccceccceeeeceeeceseeeeeeeceseeceeeeseeeeeeseesaeesaees 35 2 3 3 Important things about Offline OPtiONS eee ccececseeeeeeeeeeeeeeaeeseeeeeeaeeseees 35 2 3 4 The creation Of a PUDING Olde sostenne an eti Eeoa 3
78. ts to delegate has to give the rights or permission again Keep in mind that Send on Behalf permissions always overrules Send As permissions so a user can always choose not to let another user mis use send as permissions 2 7 Categorisation Since version 6 20 it is possible to categorise the items in Outlook by default categories and by customized categories 2 7 1 Create a custom category in Outlook 2007 To create a custom category click on the Categorise button in the Outlook toolbar and choose All Categories The Color Categories window will appear choose New to add a new category The New Category window will appear fill in the name of the category choose a color to represent it and optionally a shortcut key Click on OK and the new category will be automatically added to the available categories in the Color category window Color Categories To assign Color Categories to the currently selected items use the checkboxes next to each category To edit a category select the category name and use the commands to the right Name Shortcut key O E Blue Category C C Business E a Calor O 9 Grange Category O E Purple Category Ly O B Red Category Shortcut Key C C Yellow Category None k Add New Category Name Color Shortcut Key None v Cancel Screenshot 74 Add category in Outlook 2007 2 7 2 Create a custom category in Outlook
79. ur calendar can be stored on your computer or be stored ona server in order to access it remotely or share it with your friends or co workers On My Computer On the Network Cancel Screenshot 84 New calendar location 4 For icalendar Select the iCalendar Option Enter as location http zarafaserver 8080 ical Bs Create New Calendar x Create a new calendar Locate your calendar Provide info about what is needed to access your remote calendar Format iCalendar ICS CalDAV Sun Java System Calendar Server WCAP Location http zarafaserver 8080 ical Cancel Back Next Screenshot 85 iCal details 1 For caldav select CalDav option Enter as location http zarafaserver 8080 caldav p 51 Create New Calendar Create a new calendar Locate your calendar Provide info about what is needed to access your remote calendar Format iCalendar ICS CalDAV Sun Java System Calendar Server WCAP Location http zarafaserver 8080 caldav Cancel Back Next Screenshot 86 CalDav details 4 3 Evolution Client Configuration 1 Start Evolution client 2 Click on menu New Select Calendar 3 Fill in the Details amp remove the Use SSL option The URL options are similar to sunbird New Calendar Calendar Type CalDAV Name Userx URL caldav zarafaserver 8080 caldav C Use SS
80. uring the sync Sending new email during synchronisation however will be done immediately 2 3 2 Sending email during offline use When you send email during offline use the email will be kept in the Outbox To send the email when you have a connection to the server again you need to select the Send amp Receive button You can also schedule this action by configuring the send amp receive settings Send Receive Groups 4 Send Receive group contains a collection of Outlook accounts and Folders You can specify the tasks that will be performed on the group during a send receive Group Mame Send Receive when Online and Offline Setting For group All Accounts Include this group in sendireceive F9 Schedule an automatic sendjreceive every minutes Perform an automatic sendjreceive when exiting When Outlook is OFFline Include this group in send receive F9 Close p 35 Screenshot 58 Send and receive settings 2 3 3 Important things about Offline options elt is not possible in the current version to synchronise the favourite folders of the Public Folder or delegate mailboxes Public Folders and delegate mailboxes will be directly opened from the server like the Online Zarafa modus The synchronisation of a mailbox of 1000Mb will take around 1 hour when you have a 100Mb s network connection to your Zarafa server eWhen you are offline you can not open shared mailboxes or set security
81. vices ADS The automatic method is not described in the client manual but will be described in the server manual 2 4 1 Retrieving a certificate In order to get a certificate a registration at a Certificate Authority CA is needed Multiple possibilities are available one is to have your Active Directory AD act as a CA the other is to subscribe to an independent CA like CaCert www cacert org 2 4 1 1 Certificates via AD The company s AD is configured to act as a CA Open Internet Explorer eGo to the following URL http lt domainserver gt servert If the URL is different ask your systems administrator for the correct URL Click on Request a certificate and on the next page on User Certificate to generate a certificate The certificate will be placed into Outlook automatically 2 4 1 2 Certificates via an independent CA eGo to the site of the CA eRegister your email address and create a certificate Use Firefox to retrieve the certificate eIn Firefox go to Tools Options tab Advanced tab Encryption button View Certificates Certificate Manager Ioj x Your Certificates People Servers Authorities others You have certificates From these organizations that identify you Certificate Mame Security Device Serial Number Expires On Rook TA EC fcert WoT User Software Securit 05 05 04 2008 10 22 2 Cacert WoT User Software Securit 05 04 63 2008 10

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