ZCO User Guide.book
Contents
1. m Outlook 2007 Client computers must have Microsoft Office Outlook 2007 SP2 or later installed m Outlook 2010 32 bit and 64 bit editions of Microsoft Office are supported Note Click to run versions of Outlook 2010 are not supported VMware Zimbra Collaboration Server ZCO 8 0 5 Zimbra Connector for Microsoft Outlook User Guide 6 ZCO8 0 VMware Zimbra Collaboration Server 2 Installing and Configuring ZCO Topics in this chapter include Preparing to Install ZCO Installing ZCO Configuring Your ZCO Settings Upgrading ZCO Preparing to Install ZCO If you are running McAfee Security On Delivery E mail Scanner feature the initial sync might be very slow To speed up the process turn off this option before installing ZCO and your initial synchronization You must have administrative privileges on your computer to install ZCO If you do not you can obtain administrative privileges temporarily from your system administrator Before you begin to install ZCO make sure you know the following information This information is used to sync to the email server The Zimbra server host name Whether the server requires a secure connection Your Zimbra email address Your Zimbra account password Installing ZCO To install ZCO you must download the ZCO msi installation file to your computer The ZCO msi installation file can be obtained from your system administrator The instal2. 5 In the Search field start to type the name to show the access list Make sure you select the Address Book from which you want to search names 6 Select who you want to delegate access VMware Zimbra Collaboration Server ZCO 8 0 19 Zimbra Connector for Microsoft Outlook User Guide T Click OK The name displays in the Properties dialog Note You can only add one person at a time To share with more than one person repeat these steps 9 From the Permission Level menu select the role that defines the access privileges Administrator Can create read edit and delete items Can also administer a folder and act on workflow items Delegate Can create read edit and delete items and act on workflow items Reviewer Has read only privileges But if you want to have the permission level the same as the parent folder s check the Inherit permissions from parent Click Apply 10 Click OK A notification email is sent to the person with the sharing information Share a Folder with an External User 1 8 Right click the folder to share and select Properties Click the Sharing tab On the Sharing tab click Add Select External In the Email Address field type the email address of the external user In the Password field type a password for the person to use to access the folder being shared Click OK The email address of the external user is listed in the Sharing tab Th
3. VMware Zimbra Collaboration Server ZCO8 0 9 Zimbra Connector for Microsoft Outlook User Guide 10 ZCO 8 0 VMware Zimbra Collaboration Server 3 Synchronizing with the Zimbra Server The first time you open Outlook after ZCO is installed and configured your Outlook mailbox automatically synchronizes with the ZCS server This initial synchronization can take some time depending on the size of the mailbox being synchronized The progress of your synchronization is displayed in the Zimbra Send Receive Progress dialog You can use Outlook during the synchronization because ZCO synchronizes in the background New mail received during the synchronization is delivered immediately If the synchronization does not start automatically you can manually start the synchronization by clicking Send Receive or pressing the F9 key located on the toolbar After Your Initial Synchronization After your first synchronization you can access your Zimbra account using Outlook m Your Zimbra mail folders display in the Navigation pane You can view your calendar contacts and tasks by clicking the application bar below your mail folders located at the lower left of the pane m The most recent email received displays in your Inbox in the Content pane The Content pane also displays the details of appointments contacts and tasks depending on what application bar is active m Your upcoming appointments and tasks display in the To Do
4. a message as read You can edit and view your Zimbra mail filters in Outlook from Tools gt Zimbra Server Rules Note Outlook local rules for filtering are not executed automatically Create a New Email Rule 1 Select Tools Zimbra Server Rules 2 In the Rules dialog box click the New A Rules Wizard dialog displays 3 In the Select condition s section select the conditions that the message must match As you select the conditions they display in Edit the Rule Description section 4 If the condition you selected requires a value such as with specific words in the body you must enter the values or parameters for the condition 16 ZCO8 0 VMware Zimbra Collaboration Server Managing Your ZCO Account 10 11 12 13 14 15 a Click the condition line in the Edit the Rule Description section b In the dialog that opens enter add or select the value s or parameter s for the condition and click OK Click Next In the Select actions section select what you want to do with the message such as moving or forwarding the message As you select the action it displays in the Edit the Rule Description section If the action you selected requires a value you must enter the values or parameters for the action a Click the action line in the Edit the Rule Description section b In the dialog that opens enter add or select the value s or parameter s for the action and click OK Cl
5. delegate Note that by default a new delegate is given Administrator permission for the Calendar and Tasks folders Click OK You can enable multiple delegates to send email on your behalf This does not allow the delegate to access your account unless you have given the delegate folder permissions Create an Out of Office Email Message You can send an automatic response to people who send you messages when you are out of the office 1 2 3 6 Click Tools gt Out of Office Assistant Select I am currently Out of the Office In the text box type the message to be sent such as am on vacation from June 1 to June 6 and will not be checking for messages Set the start and end dates and times for using this message Optional If you want to send an alternative message to external users select Send different reply to external senders Use the drop down menu to specify whether this message goes to everyone outside your domain or just those not in your address book Click OK The away message starts on the date and time you specified Select Alternative Out of Office Message for External Users You can send an alternative Out of Office message to external users 1 2 Click Tools Out of Office Assistant Enter an alternate message in the text box below such as I am on vacation from June 1 to June 6 and will not be checking for messages Set the start and end dates and times for using this message Cli
6. Bar on the right side of the view m Synchronized data is saved in the Zimbra database ZDB Manually Synchronizing Your Account You can initiate a manual synchronization of ZCO with Outlook or perform a delta synchronization to update your account with changes made since the last synchronization Click Send Receive located on the toolbar or press the F9 key VMware Zimbra Collaboration Server ZCO 8 0 11 Zimbra Connector for Microsoft Outlook User Guide Resyncing GAL for Contact Group Support To obtain full support for contact groups for profiles that were created with older versions of ZCO it is necessary to perform a full GAL reset on your ZCO client to ensure contact groups and their members are synced correctly with ZCS m For Outlook 2007 go to Sync Global Address List gt Reset Global Address List m For Outlook 2010 go to the Zimbra ribbon gt Sync Global Address List gt Reset Global Address List 12 ZCO 8 0 VMware Zimbra Collaboration Server 4 Managing Your ZCO Account Topics in this chapter include Managing Zimbra Profiles Creating Different Email Identities Using Zimbra Tags and Outlook Categories Using Filters to Manage Email Messages Sharing Folders Using a Delegate to Send Emails on Your Behalf Create an Out of Office Email Message Viewing Mail Storage Quota Working Offline 0 0 9 9 9 8 8 8 Managing Zimbra Profiles When you initially install ZCO a new profile is created
7. Preserve transport headers If your organization has set up Outlook rules that use transport headers select this option This option uses more storage space on your computer 6 Click the ZDB Configuration tab to set your roaming profile settings Setting up a roaming profile lets you move between computers and access your Outlook mail Your Outlook profile information and settings are stored on a remote machine default location or you can store on your own machine You can also relocate your ZDB file and save disk space by compacting your profile information and settings Select either Store ZDB in the profile Selecting this option will store your ZDB in your profile Store ZDB in the external folder To store your ZDB in an external folder select this option and click Browse Select the directory in which you want to store your ZDB and click OK Move ZDB If you want to move your ZDB click this option and follow the on screen instructions Compact ZDB Click this option to compress your ZDB to save disk space 7 Click Apply and OK Upgrading ZCO If your system administrator has installed a newer version of ZCO on the server and if you already have a version of ZCO installed on your system upon your next login you are asked if you want to upgrade ZCO You can select to upgrade skip the version or never upgrade Once you select to upgrade the latest version downloads to your computer and the upgrade begins
8. VMware Zimbra Zimbra Connector for Microsoft Outlook User Guide ZCS 8 0 August 2012 Legal Notices Copyright 2005 2012 VMware Inc All rights reserved This product is protected by U S and international copyright and intellectual property laws VMware products are covered by one or more patents listed at http www vmware com go patents VMware and Zimbra are registered trademarks or trademarks of VMware Inc in the United States and or other jurisdiction All other marks and names mentioned herein may be trademarks of their respective companies VMware Inc 3401 Hillview Avenue Palo Alto California 94304 USA www zimbra com ZCS 8 0 GA August 2012 Rev 1 December 2012 Table of Contents 1 Introduction aeni deco cele BADA NANAIG ERR IER EA MEER ER 5 Supported Versions of Microsoft Operating System 5 Supported Versions of Microsoft Outlook 5 2 Installing and Configuring ZCO wk ee eee 7 Installing Z OQ usd hinala aging My nn PAGA edad ri peal 7 Configuring Your ZCO Settings a 8 Configure ZCO Settings ees 8 Upgrading Z2CQ rei eb veces ala Boece RUE x EE EQ ES 9 3 Synchronizing with the Zimbra Server eee eee eee 11 After Your Initial Synchronization a 11 Manually Synchronizing Your Account 2 202005 11 Resyncing GAL for Contact Group Support 12 4 Managing Your ZCO Account eee cece eee eee e
9. a edit the From name field The name and email you enter is displayed in the From field of outgoing emails sent using this persona For example emails sent from a business persona might be sent by Sam Sample while emails sent from a personal persona might be sent by Sam 5 Optional Check the Set the Reply to field of email messages to box Enter the Reply to name and email address This displays in the Reply to field of outgoing emails sent using this persona Replies sent to these emails are automatically directed to the Reply to address 6 Click Apply to save your changes Select a Default Persona You can select to use a persona as your default Outlook identity 1 Select Tools gt Account Settings 2 Select the address and click Set as Default You can only have one default Outlook identity Sync Personas If you are composing a new email message and you do not see the Account menu in the New Message dialog or you do not see your persona in the Account menu you can sync your personas to resolve the issue 1 Go to Tools Options Personas 2 Confirm your account is in the Personas list If your Persona is not listed you need to add a persona 3 Click OK This action syncs personas and displays the Account menu in the New Message dialog Delete a Persona 1 Select Tools gt Options gt Personas 2 Select the persona you want to delete 3 Click Delete The persona is deleted 4 Click OK 5 To recove
10. ation This is the roaming profile settings for your account Setting up a roaming profile lets you move between computers and access your Outlook mail You store your Outlook profile information and settings on a remote machine Configure ZCO Settings 1 2 Open Outlook Depending on the Outlook version you are using a From the Choose Profile dialog box select your profile or create a New profile Optional Set as default profile Click OK b Select File gt Data File Management gt Account Settings E mail Double click Zimbra your account in the name field The Zimbra Server Configuration dialog displays This is where you enter your server credentials to log in On the Server Configuration dialog box enter a Server Name The Zimbra server domain name DNS for example server domain com 8 ZCO8 0 VMware Zimbra Collaboration Server Installing and Configuring ZCO b Email Address This is the Zimbra email account address set up for you by your system administrator c Password This is your Zimbra email account password 4 Click the Connection Settings tab and select either No proxy e Use IE proxy settings This is the default setting e Manual proxy configuration Enter an http address and port number which you can get from your system administrator 5 Click the Download Settings tab and select either e Download headers only Download only the From and Subject information
11. ck OK The away message also starts on the date and time you specified 22 ZCO8 0 VMware Zimbra Collaboration Server Managing Your ZCO Account Viewing Mail Storage Quota You can store email messages on the Zimbra server up to the quota set for your mailbox Email messages attachments to messages address books calendars tasks and the items in your Trash folder contribute to your used quota When your quota is reached email messages sent to you can be rejected You can check your Zimbra Mailbox Quota from Outlook 1 Select Tools gt Mailbox Quota to view your total quota and your used quota Regain Storage Space m Delete email messages and old calendar appointments from your account Empty your trash after you delete items to update your storage space m Detach email attachments and save them to your computer to free up storage space The attachment file is deleted from your account on the server W Archive messages in Outlook After you delete items use the Refresh feature to check for the most recent quota Working Offline When you are working offline only the files on your computer are available If you configured the settings to download headers only only the messages that you have downloaded are available New mail is not synchronized to your computer until you connect to the Zimbra server Email that you create while working offline is saved to your Outbox and is automatically sent when you connect t
12. e permission level is set to Reviewer This cannot be changed Click Apply To add other users to the Sharing list repeat these steps A notification email with the URL of the folder and login information is sent Create a Public Share To access the folder the external user must enter the URL in a Web browser go to the folder s URL using a Web browser and then enter the email address and the password that you assigned to them 1 2 Right click the folder to share and select Properties Go to the Sharing tab 20 ZCO 8 0 VMware Zimbra Collaboration Server Managing Your ZCO Account 3 On the Sharing tab click Add 4 Select Public 5 Click OK Public is listed in the Sharing tab The permission level is set to Reviewer This cannot be changed 6 Click OK To access this public share users must enter the folder s URL in a Web browser The URL is your mail server s address followed by home username folder For example if your mail server is http mail example com your username is Joe the folder you are sharing is Tasks the URL is http mail example com home Joe Tasks Change or Revoke Shared Access You can change the role that you assigned and delete access 1 Right click the folder that is shared and select Properties 2 Click the Sharing tab to see who has been given permission to access the folder 3 Select the name and change the permission levels To cancel the access select the na
13. ee eee 13 Use Previous Mail Profiles 2 2000000 eee 13 Combine Mail Profile Accounts 2222000000e 13 Compact Your Zimbra ZDB Profile 00 0 0 0 0 cee 14 Viewing Your Outlook Notes else 14 Creating Different Email Identities llle 14 Add a Persona sil EVA EX d m EA NEH oe NEEDS 14 Select a Default Persona 2 15 Sync Personas uncut ye aep e tee pne M erii Reda 15 Delete a Persona liliis 15 Using Zimbra Tags and Outlook Categories 16 Using Filters to Manage Email Messages 16 Create a New Email Rule llli 16 Edit an Email Rule llli 17 Delete an Email Rule 2 2 18 Sharing Folders r enon i ee AA lll es 18 Enable Sharing Folders serr eoero der a eE rea aE EE 18 Create Internal External and Public Shares 18 Assign Roles and Access Privileges 19 Share Multiple Folders Using Parent Permissions 19 Share a Folder with Another Zimbra User 19 Share a Folder with an External User 20 Create a Public Share 00 cece ees 20 Change or Revoke Shared Access aa 21 Mount Shared Folders 0 21 Using a Delegate to Send Emails on Your Behalf 21 Create an Out of Office Email Message 22 Select Alternative Out of Office Message for Ext
14. eges Roles are preset combinations of access privileges The access privileges are defined as follows W Read View items in the folder Edit Change the content of the folder Create Add items to the folder Delete Delete items from the folder Act on workflow Respond to requests Administer folder Modify the permissions of the folder The following are the roles that can be granted to an internal user Role Permissions Administrator Read Edit Create Delete Act on workflow Administer folder The grantee has the same access to the folder as the owner Delegate Read Edit Create Delete Act on workflow Reviewer Read This role is the default Note All external and public shares are assigned the role of Reviewer This cannot be changed Share Multiple Folders Using Parent Permissions By default the grantees and access privileges assigned to a folder only apply to that folder and not to any folders stored inside the folder child folders The Inherit permissions from parent option in the Sharing tab allows you to apply the same grantees and access privileges as the parent folder This option allows you to assign grantees and access privileges to multiple folders without setting up individual shares for each one Share a Folder with Another Zimbra User 1 Right click the folder you want to share and select Properties 2 Click the Sharing tab 3 Click Add 4 Select Internal and click OK
15. ernal Users 22 Viewing Mail Storage Quota ee 23 Regain Storage Space ae 23 VMware Zimbra Collaboration Server ZCO 8 0 Zimbra Connector for Microsoft Outlook User Guide Working OMline sorer reena mGA mapa Wang qpI BeSerebb IPS 23 5 Zimbra Features in Outlook sesn RR RR m mh 25 Personal Email Certificates S MIME aa 25 Zimbra Feature Differences for Outlook Users 25 Outlook AutoArchive Disabled for Zimbra Profiles and Folders 26 Forwarding Invitations llle 26 iv ZCO 8 0 VMware Zimbra Collaboration Server 1 Introduction The Zimbra Connector provides real time two way synchronization of email messages folders tags address books tasks and calendaring between Outlook and your Zimbra account This guide covers installation configuration synchronization and Zimbra specific features for ZCO Note Examples in this guide refer to ZCO features using Outlook 2007 In Outlook 2010 equivalent ZCO features are accessed from the Zimbra tab on the ribbon Supported Versions of Microsoft Operating System ZCO supports Microsoft Operating Systems Windows XP with required updates Vista Windows 7 and Windows 8 Supported Versions of Microsoft Outlook ZCO supports the following versions of Microsoft Outlook m Outlook 2003 Client computers must have Microsoft Office Outlook 2003 SP3 or later installed
16. ick Next In the Select exception s section select the exceptions that the message must match As you select the exceptions they display in Edit the Rule Description section If the exception you selected requires a value you must enter the values or parameters for the exception a Click the exception line in the Edit the Rule Description section b In the dialog that opens enter add or select the value s or parameter s for the condition and click OK Click Next Enter a name for your new rule in the Specify a name for this rule field Select whether to apply the rule to messages that meet Any condition or All conditions Optional Select Do not process additional filter rules if applicable Review your rule description To make changes click Back f your rule description is correct click Finish Your new rule displays in the Rule list Edit an Email Rule 1 2 3 Select Tools Zimbra Server Rules Select the rule you want to edit Click Edit VMware Zimbra Collaboration Server ZCO8 0 17 Zimbra Connector for Microsoft Outlook User Guide 4 Select the condition action exception or other detail you want to edit 5 Click Next 6 Click Finish when you are finished editing the rule 7 Click Apply to exit the Rules Wizard and save your changes Delete an Email Rule 1 Select Tools Zimbra Server Rules 2 Select the rule you want to delete 3 Click Delete 4 Click Apply
17. in Outlook named Zimbra your name Outlook automatically uses this profile as its default profile when you launch Outlook You can combine your Zimbra profile with non Zimbra email accounts A profile contains email account and data file information You can have multiple profiles to manage different email accounts For example you might have a profile for your work related email account and another for your personal email account Use Previous Mail Profiles The new Zimbra profile does not remove any previous Outlook profiles or email accounts Previous profiles can be viewed by navigating to Start5 Settings Control Panel Mail Combine Mail Profile Accounts Mail profiles can be combined with the Zimbra profile account with an IMAP Exchange or POP account You cannot add more than one Zimbra account to a profile 1 Select Start Settings Control Panel gt Mail gt Show Profiles gt Add and follow the prompts to add a new email account VMware Zimbra Collaboration Server ZCO 8 0 13 Zimbra Connector for Microsoft Outlook User Guide Compact Your Zimbra ZDB Profile Compacting your Zimbra ZDB profile allows you to save disk space by compressing your profile information and settings 1 In Outlook select File gt Data File Management 2 In the Account Settings dialog box click the Data Files tab 3 Select the Zimbra profile for which you want to compact the ZDB and click Settings or double click on the profi
18. le to compact 4 In the Zimbra Server Configuration Settings dialog select the ZDB Configuration tab 5 Click Compact ZDB A progress window opens When the window closes the ZDB compaction is finished 6 Click OK Viewing Your Outlook Notes Outlook Notes are synchronized to ZCS and viewed but cannot be edited in the Zimbra Web Client where they appear within Briefcase folders Each Outlook Notes folder appears as a Briefcase folder Briefcase folders created with the Zimbra Web Client are not displayed in Outlook unless they contain Notes Creating Different Email Identities A Zimbra persona allows you to create a separate email identity to manage different types of email For example you can create a business persona for your business email and a personal persona for your personal email By using a persona you can specify a From address and or a Reply To address for emails sent using that persona All outgoing email displays the email address of the persona that you are using You can view add edit and delete your Zimbra Personas from Outlook Note f you previously created personas using the Zimbra Web Client the personas also exist in Outlook Add a Persona 1 Select Tools gt Options 2 Click the Personas tab and click Add 3 Enter the name for the new persona and click OK 14 ZCO8 0 VMware Zimbra Collaboration Server Managing Your ZCO Account 4 Optional In the Personas Settings are
19. ler walks you through the process of installing ZCO 1 2 3 If Outlook is open close it Double click the ZCO msi installation file on your computer Click Run to execute the installer Click Next VMware Zimbra Collaboration Server ZCO 8 0 7 Zimbra Connector for Microsoft Outlook User Guide Read the end user license agreement and click I accept the terms in the License Agreement Click Next To begin the installation click Next When finished installing the Installation Complete dialog displays Click Close Configuring Your ZCO Settings Before you can synchronize ZCO with Outlook you must enter Zimbra server configuration information This includes your account information which is used to sign in and confirm your account and other optional settings Server Configuration These settings are used to connect to the Zimbra server and include the Zimbra server domain name your email address and your password Connection Settings ZCO uses Windows Internet Explorer IE proxy settings by default If you want to manually configure proxy settings you can enter an HTTP proxy and port number or select to use no proxy Download Settings This setting determines how messages are downloaded To save storage space on your computer you can configure ZCO to download only the email message header instead of the complete message The default is to download the complete message including attachments ZDB Configur
20. me and click Remove 4 Click OK The next time the grantee syncs with the Zimbra server the shared folder information is updated If you deleted access the folder is removed when the grantee syncs If you deleted an external or public share the grantee cannot access the folder Mount Shared Folders If you have been granted access to someone s folder you access the folder as follows 1 On the Outlook menu bar go to File gt Open gt Other User s Mailbox The address book dialog opens with the Global Address List displayed 2 Browse to the name of the person who has given you access or enter the email address 3 Click OK The shared folder is added to the bottom of your Folders list 4 To see all folders in the mailbox that are shared view the Folder List in the Navigation pane Using a Delegate to Send Emails on Your Behalf If you want to allow others to send email messages on your behalf then you need to add them to your list of Delegates Once a user has been added you VMware Zimbra Collaboration Server ZCO8 0 21 Zimbra Connector for Microsoft Outlook User Guide can also use the Delegates function to share standard folders in your account such as Calendar and Tasks with them Sharing permissions and roles are described in Sharing Folders on page 18 1 2 3 In ZCO go to Tools gt Options Click the Delegates tab Click Add to select your delegates Click Permissions to grant permissions to the
21. o the Zimbra server VMware Zimbra Collaboration Server ZCO8 0 23 Zimbra Connector for Microsoft Outlook User Guide 24 ZCO8 0 VMware Zimbra Collaboration Server 5 Zimbra Features in Outlook Zimbra Features in Outlook Zimbra features available in Outlook are listed below Feature Zimbra Personas Location in Outlook Available in Outlook under Tools Options 5 Personas Zimbra Mail Filters Available in Outlook under Tools 5 Zimbra Server Rules Out of Office Reply Available in Outlook under Tools Zimbra Out of Office Assistant Zimbra Tags Synchronized with Outlook Categories Zimbra mailbox quota Can be checked using Tools gt Mailbox Quota Enable disable and update the GAL Enable or disable using Tools gt Send Receive gt Global Address List Select Deselect Error Messages Select or deselect error messages to the Inbox Go to View gt Errors to Inbox You can access Zimbra mail folders calendars contacts and tasks shared by another Zimbra user Right click the folder you want to share and select Properties gt Sharing tab Sharing Personal Email Certificates S MIME Personal Email Certificates S MIME synchronize in the GAL from ZCS which allows you to send and receive signed and encrypted email messages Certificates are stored in two places including the GAL synchronized to ZCO during GAL sync and in Personal Contacts synchronized bi di
22. r a deleted persona before changes are applied click Cancel You cannot delete the default Persona Personas cannot be recovered or restored once your changes are applied VMware Zimbra Collaboration Server ZCO 8 0 15 Zimbra Connector for Microsoft Outlook User Guide Using Zimbra Tags and Outlook Categories In your Zimbra account Outlook Categories are identified as tags In Outlook you can assign categories to email messages contacts tasks and appointments These categories are synchronized to your Zimbra account and are identified as tags when viewing your account from the Zimbra Web Client You can use tags to organize and find particular items You can apply more than one tag to an item 1 To browse your account by category go to your Zimbra mail folder in the ZCO Navigation pane 2 Select Search Folders Categorized Mail The mail is displayed grouped by category in the Content pane Using Filters to Manage Email Messages Outlook local rules for filtering are not executed automatically when you use ZCO You can use the Zimbra Server Rules feature to create filters to manage your email and Calendar invitations from Outlook A filter consists of rules or conditions If the rule is met a specified action is performed Zimbra Server Rules let you create filters to do the following Move an email into a specific folder Delete a message Forward a message Assign an email to a category Flag a message Mark
23. rectionally with ZCS Zimbra Feature Differences for Outlook Users ZCS and VMware Zimbra Collaboration Server offer account configuration by Class of Service and by account When you use Outlook many of the features and options configured for the Zimbra account are not enforced in Outlook Only restrictions that are controlled by the server are enforced You can configure your own Outlook preferences These are not synchronized with the Zimbra server VMware Zimbra Collaboration Server ZCO 8 0 25 Zimbra Connector for Microsoft Outlook User Guide Outlook AutoArchive Disabled for Zimbra Profiles and Folders The Outlook AutoArchive function is disabled for Zimbra profiles and folders This feature should not be enabled Auto archiving removes files from the server including items shared with others This can cause data loss or problems with recurring appointments shared items and historical calendar data Note Outlook s global AutoArchive function remains enabled for Outlook features that are not Zimbra specific Forwarding Invitations If you forward a meeting invitation to another user a notification is sent to the original meeting organizer because you have now extended their invitation to a new invitee 26 ZCO 8 0 VMware Zimbra Collaboration Server
24. to exit the Rules Wizard and save your changes Sharing Folders You can share your email address book calendar tasks and briefcase folders with others either in your organization external guests or the public You can share with internal users who can be given complete manager access to the folder external guests that must use a password to view the folder content and public access so that anyone who has the URL can view the content of the folder Enable Sharing Folders To share items you must have the Zimbra sharing add in enabled 1 Select Help Disabled Items 2 Select the Zimbra sharing add in and click Enable Create Internal External and Public Shares When you share your folder you identify whether to share your folder internally externally or to create a public share W internal share Zimbra users or groups listed in the Global Address List GAL can view your folder You select the types of privileges to grant to internal users W External share External users can view your folder using their email address and a password that you assign External users cannot make any changes to the information they view m Public shares Anyone can view your folder using the URL of the folder Viewers cannot make changes to the information they view Note Mail folders can only be shared internally 18 ZCO 8 0 VMware Zimbra Collaboration Server Managing Your ZCO Account Assign Roles and Access Privil
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