ZIMBRA LAYOUT. Keyboard Shortcuts Hitting G and the beginning letter of any of the tabs will instantly take you to that tab

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1 TABS ZIMBRA LAYOUT Overview Pane TABS Mail Inbox, compose new Address Book contacts (university contacts do not show up in book; however, they will show up in search) Calendar appointments (can be shared) Tasks to do list (can be shared) Briefcase Storage; documents and folders can be stored here and shared Preferences Individual settings Keyboard Shortcuts Hitting G and the beginning letter of any of the tabs will instantly take you to that tab Overview Pane The Overview Pane shows folders, searches, tags, and Zimlets ***The folders portion will adjust to the tab that is open to show shared items

2 ZIMBRA LAYOUT Running Conversation View View Reading View VIEWS Reading View - Layout of window Reading Pane at bottom - when is selected, message will show up in bottom pane Reading Pane on right when is selected, message shows up on right side of screen with inbox moving to middle of screen Reading Pane off turns off reading pane. Message must be doubleclicked to display in single window View allows for messages to be grouped by conversation By Conversation - indicated by arrow on left side of inbox groups messages together by conversation continuous By Message - lists messages singly according to sort preference

3 ZIMBRA LAYOUT Sorting messages can be sorted by right-clicking on the Sorted by area above the content pane From - will sort messages by alphabetizing sender click the arrow to flip listing can only be done if view is By Message Subject - will sort messages alphabetizing messages by first word double click to flip listing - Excludes indicators like Fwd:, Re:, [group name}, etc., when alphabetizing Size - will sort messages by size of conversations/messages - click the arrow to flip listing Date will sort messages by date in descending order by most recent date to oldest date Click the arrow to flip the order Attachment - will sort messages by listing all conversations/messages with attachments first Flag - will sort messages by listing all flagged conversations/messages first Priority will sort messages by listing all messages that are marked as priority messages messages are marked priority by the sender Read/Unread will sort messages by their read or unread status status can be changed by clicking the arrow at the top Right Click (CTRL+Click Mac) on Sort by Group by will resort according to description Group By

4 ZIMBRA TOOLBAR Get Mail TOOLBAR New Message click on envelope to compose new mail message; click on dropdown arrow to make new task, appointment, contact, folder, etc. Reply - replies to sender only of message selected If the message is part of a conversation this will only reply to the single message in the conversation that is selected Reply to All - replies to sender and all recipients of message selected If the message is part of a conversation this will only reply to the single message in the conversation that is selected Forward forwards message to chosen recipient Delete sends selected messages to the trash not completely deleted until Trash is emptied Spam marks message as spam Zimbra will gather this data and will add the sender to the spam list Move Selected Items moves selected message(s) to a folder Tag selected item applies a tag to a message Actions dropdown menu includes print, launch in separate window, etc. Get Mail manually check for mail default checks every 5 min. time can be reset in Preferences>Mail Common Keyboard Shortcuts in Mail tab I - Inbox R Reply A Reply All F Forward CTRL+Z Undo CMMD+Z Undo (Mac)

5 ZIMBRA VIEWING MESSAGES Single Message Selected Message Message Content Conversation Arrow indicates conversation Selected Message within conversation Number indicates number of messages in conversation

6 ZIMBRA Open Message in Window Double click to open message in window Click Inbox in Overview Pane (Folders) to go back to full inbox or click I. Common Keyboard Shortcuts for Viewing in Mail tab I - Inbox O Collapse/Expand conversations CTRL+Z Undo CMMD+Z Undo (Mac)

7 ZIMBRA COMPOSING MESSAGES Dropdown Menu New Message New Message Clicking on the word New Message allows you to create a new message. Clicking the dropdown arrow next to it allows you to create new messages, appointments, contacts, etc. Recipient Box (To) Recipient Box (To) To begin your message, begin typing the recipient name in the To box. If your recipient is in your contact directory options will appear in a dropdown menu. The campus directory is already loaded into the system.

8 ZIMBRA CC (Copy to) BCC CC (Copy To) To send your message to other recipients, begin typing the recipient name in the CC box. If your recipient is in your contact directory options will appear in a dropdown menu. The campus directory is already loaded into the system. BCC (Blind Carbon Copy) BCC (Blind Copy to) To send your message to other recipients without those recipients being visible to other recipients, click on the BCC tab at then end of the CC line (see above). Begin typing the recipient name in the BCC box. If your recipient is in your contact directory options will appear in a dropdown menu. The campus directory is already loaded into the system. Common Keyboard Shortcuts in Mail tab I Inbox N or C New Item/Compose (N in any tab opens a new item in that tab) Esc - Cancel CTRL+Z Undo CMMD+Z Undo (Mac)

9 ZIMBRA Reply Reply All Reply Reply All Forward Reply-Reply All Select a message, click the Reply button. The compose message box will appear. If the message has been sent to other recipients (CC), you can respond to all recipients by hitting the Reply All button. Reply All does not answer everyone in a conversation. New Recipient Additional Message Forward Select a message, click on the Forward button. The original message appears with a new recipient box. Select recipient. An area is available to type an additional message. Common Keyboard Shortcuts in Mail tab I - Inbox R Reply A Reply All F Forward CTRL+Z Undo CMMD+Z Undo (Mac)

10 Attachments ZIMBRA Add Attachment To add an attachment, click the Attach button above the message screen. A browse box will open and allow the desired file to be found on the computer. Dropdown Menu To attach a file from a Briefcase, and message, or a contact, click the arrow on the Attach button for the dropdown menu. Choose the location and the attachment and click Attach.

11 ZIMBRA Attachment Once the file is attached it will show up in the Compose Message box beneath the subject line. To Delete the attachment, click the X at then end of the attachment name. OPENING ATTACHMENTS Download/Remove all attachments Attachments To open an attachment, locate attachment in the message info box. Download will download the attachment to your computer; Briefcase will place the attachment in the briefcase of your choosing; Remove will delete the attachment from your mail without saving it. All attachments contained in an can be downloaded at once by clicking the Download all attachments link. All attachments contained in an can be removed at once by clicking the Remove all attachments link.

12 ZIMBRA SPAM Spam Junk To mark a message as spam, select the message and click on the Spam button on the Toolbar. Zimbra will take note of the sender address and mark incoming mail from this address as spam. Spam messages are located in the Junk Mail Folder. Not Spam Junk To mark a message as not spam (one coming from an address that regularly gets delivered to Junk), Click on the Junk folder, select the message and click on the Not Spam button on the Toolbar. Zimbra will take note of the sender address and mark incoming mail from this address as not spam and deliver them to the Inbox. Junk is a folder that all mail identified as spam is delivered to. Messages can easily be moved in and out of this folder just like any other. Mail in the Junk folder is automatically purged after 30 days.

13 WORKING WITH TRASH ZIMBRA Delete Trash To remove an unneeded/unwanted message from the Inbox, select the message and click the Delete button. This moves the message to the Trash. This can also be done by selecting the message and hitting the Delete button on the keyboard. Trash Trash is a folder for storage. Messages moved to this location are not immediately removed from user s mail. Open the Trash folder by clicking on Trash in the Overview Pane. Messages that have been moved to the Trash within the last 30 days will be visible. These can be moved back to the Inbox and to other folders from the Trash folder. Messages are automatically purged after 30 days in the Trash folder.

14 Empty Trash Manually ZIMBRA Trash Empty Trash Recover Deleted Items To empty the Trash folder manually, hover the cursor to the right of the Trash folder and click on the dropdown arrow. A dropdown menu appears. Select the option Empty Trash. If you have emptied the Trash and need to recover something, Click Recover Deleted Items. Recover To Deleted items that have not been purged (less than 30 days old) from the user s system will appear in the Recover Deleted Items dialog box. Select the message(s) to recover and click the Folder button at the top of the box to select the message destination. Select destination folder and click OK.

15 ZIMBRA Tips and Tricks Hovering Hovering holding the cursor without clicking hovering over a message will bring up the beginning portion of the message to give you an idea of the content without opening it. Hovering holding the cursor without clicking hovering over a sender will bring up the sender s information. Hovering holding the cursor without clicking hovering over a date in a message will bring up your appointments on that day. This will also happen when hovering over the dates on the mini calendar.

16 ZIMBRA Right Click Right Clicking (Ctrl+click Mac or simply hold down on a tablet) brings up options for the selected item Right Clicking on a message brings up the dropdown menu to reply, forward, move, etc. Right Clicking on the sender allows options to find s both to and from sender, edit the contact, reply, etc.

17 ZIMBRA Zimlets Highlighted Date New Appointment Zimlets are shortcuts to functions in Zimbra . In the Mail messages, a highlighted date will allow you to use a Zimlet to create an appointment without leaving your mail screen. Right Click on the highlighted date. Click on New Appointment. Click and drag from top of box to move QuickAdd Appointment The QuickAdd Appointment dialog box appears in the center of the screen. To move the box and be able to view the mail message, move your cursor to the top of the QuickAdd box until the hand appears. Click and drag. Fill in the appointment information and click OK.

18 ZIMBRA ADDRESS BOOK Contacts Anyone you have added to your address book will show up in the Contacts book. This includes any created groups that you have nested in the Contact address book. The University directory is already loaded into the Zimbra system. While individuals do not appear in the address book, they will appear when searching for contacts. ed Contacts Anyone user has ed, both new messages and replies, will appear in the ed Contacts book. These contacts will show up in a search for contacts or when composing new messages.

19 Adding New Contacts ZIMBRA ADDRESS BOOK New To add a new contact from the Address Book tab, click on New in the toolbar. This will open the New Contact window. File As Location Choose Folder Make sure you designate how you want the contact to appear in the File As dropdown menu. Also choose the destination for the contact in the Location dialog box. Add to Contacts New contacts can also be added when receiving an from a new sender. Right click (Ctrl+click Mac) on the senders name in the message Content Pane. A dropdown menu appears. Select Add to Contacts. This can only be done before you reply to the .

20 Creating Groups ZIMBRA ADDRESS BOOK New (arrow) Contact Group To create a new group, click the Arrow next to the New button on the toolbar. This will open the dropdown menu. Select Contact Group. Address Book Save Search Group Name Add Type in the name of the group in the Group Name box. Choose the Address Book you want the group to appear in. On the right side of the screen go to the Add Members to this Group section and type a name in the Find/Search box. As you begin typing the name, contact choices will begin to appear. Click on the correct contact and click Add. The name will be added to the box on the left. Continue to add names until the group has been completed. Click Save. The group will now appear when that address book is selected. ***A good practice is to create a Contact Groups address book so that groups can be easily located for future editing to delete or add members.

21 ZIMBRA ADDRESS BOOK Composing mail using Groups To To choose a group when composing a new , go to the new message window (Mail>New). In the To box begin typing the group name. The group will appear as a choice in a dropdown menu. Select the group. Contact Names The group members contact addresses will be added to the message. Edit Any contact or group can be edited at any time by going to the Address Book, selecting the contact and clicking Edit on the Toolbar.

22 ZIMBRA FOLDERS NEW FOLDER Options New Folder In the Overview Pane, click on the Options icon and select New Folder. Create New Folder Dialog Box Select where to nest the folder Select where you want to nest the folder. Select the area that you want the folder to show up under. Example: if you select Folders then the new folder will be visible in the Overview Pane anytime your mail tab is open. If you select Inbox, the folder will be inside the Inbox folder which will have to be opened to view the new folder. Name and colorize (if applicable) your new folder. Click OK.

23 ZIMBRA FOLDERS MOVING AND ORGANIZING Move selected items There are three ways to move and organize messages and conversations into folders. First, select the message/conversation and click on the Move selected items icon. The Move Message drop down menu opens. Select the destination folder. Click OK. Messages can also be Right Clicked and the drop down menu will contain the option to Move the message. The Move Message dialog box will open on this command. Choose the destination folder and click OK.

24 ZIMBRA FOLDERS The final and easiest way to move messages to folders is to drag and drop. Select the message, grab with the cursor (click and hold), drag to the desired folder (folder name will highlight when you are there), and drop.

25 Calendar ZIMBRA CALENDAR Views The Calendar can be accessed by clicking on the Calendar tab or hitting C on the keyboard. The calendar appears and displays any events that are scheduled. Calendar Views Clicking on and of the Views opens the calendar in that view. Day opens (default) the current day or if a date is selected that day will Open Work Week opens the current work week that is set in Preferences Week - opens in a weekly view starting with Sunday Month opens in a full monthly view List - opens a list of appointments based on input dates

26 ZIMBRA CALENDAR List View Show appointments from List View provides a listing of appointments for a specific date range. Choose List View from the View buttons. In the Show appointments from boxes type in the desired date range. Adding Appointments Location Subject Display Mark as Calendar Repeat Start/End Time Reminder OK To add an appointment to the Calendar, double-click in the time space on the date the appointment will take place. The QuickAdd Appointment dialog box opens. This box can also be accessed by selecting the date/time and hitting Q on the keyboard. In the dialog box, type in the appointment name in the Subject line and the Location. Choose how the appointment will be Displayed: Free, Tentative, Busy, Out of Office. This is important for sharing and scheduling appointments with others. Select whether the appointment will be Public or Private in the Mark as dropdown menu. Private appointments are displayed on the calendar but the details are locked except to those with administrative privileges to that calendar. Choose which Calendar will include the appointment. Set the Start Time and End Time. If this is a regular, repeating appointment, click on the Repeat dropdown menu to set the frequency of repetition. Repeating appointments will be built into the calendar. Choose a Reminder time. Click OK.

27 Adding Signatures ZIMBRA PREFERENCES Signature Overview Pane The Preferences tab allows users to set personal preferences. In the Overview Pane select the Signature option. Click on any option to go to that Preference screen. Signature Name Format New Signature Using Signatures Placement The Signature Preferences window allows users to create and place signatures automatically in messages. The Signature Name box shows which signature you are working with. The New Signature tab allows you to create multiple signature lines. Using Signatures sets up which messages will contain which signatures. Both New Messages and Replies & Forwards can contain signatures (and they can be different). Placement allows formatting options either of Above included messages or Below included messages. Above included messages will place the signature at the end of a composed, replied to, or forwarded text. Below included messages adds the signature at the very end of a message.

28 Formatting Signatures ZIMBRA PREFERENCES Formatting Options Format as HTML Click on the Format button and choose Format as HTML. This will open formatting options such as font types, sizes, styles, colors, inserting links, and inserting graphics. These options are only available in HTML format. Insert Images Upload Image Browse To upload an image, click on the Insert Images button. The Upload Image dialog box will open. Click the Browse button to find the desired graphic.

29 ZIMBRA PREFERENCES Open Locate the image to be inserted and click Open. Save The image may appear to be broken in the Signature preferences but will appear when mail is sent. Images can be resized by selecting the image and dragging from any one of the boxes (corners, center of sides). Once you have the signature completed, Click Save on the upper left side of the page.

30 ZIMBRA PREFERENCES Setting Work Week Save Calendar Work week and hours Click on Calendar in the Overview Pane. Scroll to the middle of the Calendar Preferences page until Work week and hours appears. Check the boxes of all days included in the work week. Set the work day hours in the Work hours boxes. Click Save on the upper left side of the page.

31 ZIMBRA HELP Account Name Help To access the Help files in Zimbra, click on the Account Name on the right side of the header bar. Select Product Help from the dropdown menu. Contents Subject Line Topic Book Highlighted Item The Help area will open to the default Contents menu. This menu is set up in sections with expandable menus. Click on a red Topic Book to open the menus. Click any subject line to go to that help page. Highlighted items on pages will navigate to additional help pages when clicked on.

32 ZIMBRA HELP Index Help topics can also be accessed via the Index listing. Topics are listed alphabetically and a search tab can be utilized to find specific topics. Searches are performed by keyword. Search Search results per page Page navigation Topics can also be accessed through the Search tab. Type in the word(s) to search for and Help will show results with that word(s) included. The number of results per page can be adjusted by changing the number in the Search results per page box or the pages can be navigated at the bottom of the search results.

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